Modernizing Meeting Coordination
for Global Operations
And Their Challenge
As a cornerstone of U.S. international trade policy, the Office of the United States Trade Repre-sentative (USTR) negotiates agreements, manages trade disputes, and coordinates policy to support economic growth. Part of the Executive Office of the President, USTR works to strengthen the global presence of American businesses while fostering new economic opportunities.
USTR faced significant challenges in managing meeting room bookings, particularly when coordinating meetings overseas.
Staff lacked the ability to request necessary equipment for meeting rooms during the booking process, often resulting in logistical complications and delays. This inefficiency made it difficult to ensure that all required technology and resources were available to facilitate effective and seamless meetings, both domestically and abroad.
Virtual Training Center
The Virtual Training Center (VTC) solution, built on the SharePoint platform, was developed by i3solutions to address USTR’s challenges in managing meeting room bookings and equipment requests. Recognizing the need for a streamlined and efficient system, USTR partnered with i3solutions to design and implement a solution that introduced a dynamic form for selecting a building, specifying a meeting room, and choosing from a list of available equipment. This form captures all necessary details and ensures that the technology team receives precise requests, enabling them to efficiently fulfill equipment needs for each meeting. By leveraging SharePoint’s capabilities, i3solutions delivered a solution that seamlessly integrates with existing workflows while maintaining a user-friendly interface for staff.
Designed to support both domestic and international operations, the system allows staff to request any technology or equipment required for meetings across the globe. Whether coordinating meetings in the United States or overseas, the VTC provides flexibility to ensure that all necessary resources are available to facilitate productive and professional meetings. With i3solutions’ expertise, USTR was able to automate and simplify the process, reducing manual coordination efforts, improving accuracy in fulfilling requests, and enhancing the overall efficiency of their meeting logistics.
Used in the Solution
.NET powers the back-end logic of the system, enabling the creation of a dynamic and responsive form for selecting rooms and equipment while handling data validation, processing requests, and communicating with the tech team for fulfillment.
SharePoint serves as the foundation for the Virtual Training Center, providing a centralized platform to manage meeting room bookings, equipment requests, and workflow automation, ensuring seamless integration with USTR’s existing infrastructure.
The automated system streamlined the process of booking meeting rooms and requesting equipment, reducing the time spent on manual coordination. Staff can now focus on strategic tasks rather than logistical challenges.
With the ability to request all required technology and equipment through the system, meetings are now equipped with the necessary tools for productivity. This has led to a reduction in delays and rescheduling due to missing resources.
The solution provided consistent functionality for both U.S.-based and overseas locations, ensuring standardized processes and improved collaboration across regions. This has resulted in an increase in operational consistency and staff satisfaction.
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