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Project overview

BT Appointment Tool is an advanced web application being developed by JPC for BT Group, one of their largest clients, to automate the organisation of visits and meetings for clients and partners at BT’s premises. The primary goal is to streamline the meeting planning process through a simple request sent to the application. The system will check participant and meeting room availability, automatically book necessary spaces, schedule presentations, and allocate time for key personnel. Additionally, it will organise preparatory meetings for the planners, send invitations to attendees, and even provide reminders for catering orders if needed. The application will also feature detailed analysis tools for meetings and presentations based on participant feedback. Fully integrated with the Microsoft Outlook calendars of BT employees, it will ensure data security through Microsoft Power Pages. Building on JPC’s team vision, concept, and design, we are contributing to the UX design and development of the app, creating a product that perfectly aligns with BT’s defined functional needs.

Environment

Figma, Adobe Xd, Microsoft Power Pages

Services

UX, Web design, Web app development

The client

JPC

Collaboration for BT Group

JPC is a London-based creative agency specialising in B2B sales and marketing consultancy, delivering the human edge which builds deep engagement at every stage of customer journey. JPC partners with large, complex businesses not only to help them stand out, accelerate growth, and win, but also to create strong, personalised relationships with their customers. We partnered with JPC on a project for BT Group, a leading British multinational telecommunications and network provider.

www.thinkjpc.com

Key challenges

Automation

The main goal was to develop a system that significantly simplifies and automates the work involved in scheduling meetings. This includes checking the availability of participants and rooms, automatically booking the necessary spaces, scheduling presentations, and sending out reminders. The challenge was to ensure that these automated processes are reliable and efficient.

Simplicity and intuitiveness

One of the primary challenges was ensuring that the application is easy to use and intuitive. It needed to enable users to plan and schedule meetings effortlessly without requiring extensive training or a steep learning curve. This involved careful UX design to create a seamless user experience.

Easy to manage

The application needed to allow for the easy addition of new meeting rooms and presentations. This required a flexible and scalable design that can accommodate changes and expansions without requiring significant reconfigurations or downtime.

Outlook integration

Seamlessly integrating the application with Microsoft Outlook was crucial. The challenge was to ensure that all scheduled meetings and appointments are accurately reflected in users’ Outlook calendars, providing a cohesive and reliable scheduling experience.

Detailed analysis

Providing the capability for detailed analysis of meetings and presentations based on participant feedback was another critical challenge. The system needed to capture and analyse data effectively to offer insights into the success and areas for improvement of the meetings, helping organisers refine their processes.

Data security

Maintaining the highest level of data security and compliance was essential. By leveraging the capabilities of Microsoft Power Pages, we had to ensure that all user data and meeting information are securely handled, protecting sensitive information from potential breaches.

Results

In line with JPC’s vision and BT’s specific requirements, we are developing the application with the primary goal of transforming and optimising BT’s meeting planning and organisational processes. Our objective is not only to create a tool that simplifies the complex logistics involved in scheduling meetings but also to deliver an intuitive and seamless user experience. By automating various time-consuming tasks, such as checking participant availability, booking meeting rooms, and managing other critical resources, we aim to significantly reduce the manual effort required by BT employees.