Two professionals sitting in a modern glass meeting room having a discussion

CUSTOMER STORIES

How a Global Consulting Firm Eliminated 4,160 Hours of Ghosted Meetings and Saved $600K Annually

INDUSTRY:
Professional Services
USE CASE:
Workplace Design & Automated Operations
INDUSTRY:
10,000+ Employees
KEY RESULT:
4,160 hrs Ghosted Meetings Eliminated Monthly $600K Annual Cost Avoidance

The Challenge

At this firm’s Hudson Yards office, consultants constantly complained about a lack of available conference rooms. The workplace team was evaluating whether to lease an additional floor to accommodate more meeting spaces, a decision that would cost an estimated $600K annually.

The assumption was straightforward: rooms were booked solid, so the firm must need more space. But the workplace team suspected the real issue was with ghosted meetings - rooms reserved by consultants who were traveling and never showed up, but whose recurring calendar blocks held the space hostage.

Without data to distinguish between booked and actually-used space, the team was on the verge of committing significant capital to solve a problem that might not require more square footage at all.

The Solution

The firm deployed VergeSense to compare booking data against actual room usage. The findings were striking: 40% of 10,400 monthly booking hours were ghosted. Rooms appeared full in the system but sat empty in reality.

Rather than leasing more space, the firm integrated VergeSense with their existing booking system to automatically release unused rooms. The automation automatically detects when a booked room remains unoccupied and releases it back to the pool, making it available for others.

Additionally, VergeSense space utilization data revealed high demand for small, two-person meeting spaces. The firm installed 50 phone booths throughout the office based on this insight to address the actual need rather than adding more large conference rooms.