Busy CBRE Global investors' Executives travel around the world to 14 office locations in Europe.
Often bumping into each other without any advance knowledge of their whereabouts, or arriving at an office only to find a colleague visited the day before and a meeting opportunity was missed.
Regularly only meeting at formal committee and board meetings, there needed to be a better way to meet on the road. To allow for more informal meetings, harness travel plans more efficiently and generally take advantage of opportunities to meet face-to-face.
TravelMatch, a system to co-ordinate travel dates, locations and send email alerts – who is where and when; was conceptually sketched out by Andrea Carpenter, Interim Head of Marketing & Communications.
Having worked successfully on Database Projects with Objective in the past Andrea called on Rob Galley, Development Director, and Cathryn Fox, Managing Director to help bring TravelMatch to fruition.
The application was launched in October 2013 and CBRE Global Investors is already reaping the benefits.
How does it work?
Travel Match is a web application which plots Executive’s travel arrangements on a calendar grid. PAs input business trips by Executive Name, Date and Location reference.
Email alerts run daily to notify Executives that someone will be visiting their office as well as matching up those who are due to visit offices at the same time.
For example: “TRAVELMATCH! - Paul Smith will be visiting London at the same time as you on the 29/10/2013”
Attached to the email alert is a calendar in PDF format showing a four week view of the calendar grid, this provides an overview of each Executive’s planned location.
Fig 1: Extract from calendar grid
Additionally, TravelMiss was included. This alerts relevant personnel when travel plans do not coincide, enabling executives to re-arrange plans as required.
For example: “TRAVELMISS – Please note you will be visiting London on the 29/10/2013 but William Roland will not be there.”
A broader group of administration staff also receive the overview reports to assist with travel planning.
- Email alerts sent directly to Executives - search not required
- Saving on travel costs
- Overview planning and business efficiency improvements
- Contributes to CBRE Global Investors environmental sustainability best practices
As with every new system, once the initial benefits are realised, new ways of gaining business improvements with be identified. The next step is to collate ideas and feedback and build on the system, helping more staff at CBRE Global Investors benefit from easily sharing their whereabouts with relevant colleagues.
About CBRE Global Investors
Part of CBRE Group, CBRE Global Investors is a global leader in real estate investment management. With a track record of over 40 years CBRE Global Investors work for 600 institutional clients providing a research-based investment approach.