New Minuteman Commons reservation system in place

  • Published
  • By Mark Wyatt
  • 66th Air Base Group Public Affairs
HANSCOM AIR FORCE BASE, Mass. --  For anyone interested in reserving a room at the Minuteman Commons, the process just got a lot more convenient with a recently released online room reservation system, part of the services transformation initiative.

"This is another next step as we continue to transform our programs and develop the growth and transformation of the Commons," said Carolyn McCafferty, 66th Force Support Squadron operations officer. "When we opened the Minuteman Commons a year ago, we changed the model for how customers can use the space, but we left a pretty labor intensive process in terms of how we would reserve it."

According to McCafferty, the processes looked good on paper but were complicated for customers and administrators.

"Our goal was to streamline the reservation process to make it easier and more convenient for our customers and then administratively keep it more manageable than what we had," she said.

The goal of the reservation system was to provide customers more flexibility in reserving space in the Minuteman Commons.

"By launching a reservation system online, what we have been able to do is provide a system 24/7," said McCafferty. "If you're home on a Saturday night planning a surprise birthday party, you can simply go to the website and see if the space is available and make your reservation then. We know that customers are very busy, so having that flexibility is important."

After the conversion from a club to a community center, room use options expanded. Customers now are able to tailor their needs online.

"We not only made it accessible 24/7, we added some unique features where customers can see what space is available and how rooms are set up," McCafferty said. "Another unique feature is they can choose whether they are completely self-help, which would be no fees to the customer except a refundable deposit that will ensure they return the room to as clean of a state as they got it. Customers also have an option to have the room completely set up with linens and everything to host their event worry-free."

Another useful feature for FSS personnel is being able to better manage times to meet with customers.

"An administratively useful feature to the reservation system is that we are able to improve our contact with customers," said McCafferty. "Now, we're really focused on their need and getting back to them as an individual at a time that we can fully attend to their questions. We can more manage a time that they can come in and see the space--if they have not already--and work out the details rather than walking up when our reservationist may have three other things happening at the same time. We are now able to ensure that customer contact is more individualized and much more productive."

According to FSS leadership, eventually the system will be repurposed for other facilities such as the Hanscom Conference Center, base parks and Fourth Cliff.

"Our next step will be to not only improve the reservation system for the Commons, but we now have the capability to add on more space," said McCafferty. "We will then move to the conference center, and the space within the resiliency center will be available to reserve. We are even talking about the new Information Learning Center and including it for people who may want to reserve study space or computers or some of the materials that are there. We see endless possibilities, to include Fourth Cliff reservations."

The full launch that happened Oct. 24 will provide an opportunity for holiday party bookings and to train customers on how to use the new system. In addition, necessary upgrades will be identified.

The next phase will consist of evaluating the launch and getting feedback from customers and administrative staff. Work on upgrades will begin January 2013.

For more information, email Hanscom.Commons@hanscom.af.mil or call 781-225-6165.

To reserve a room at the Commons, visit www.hanscomservices.com/MinutemanCommons.asp.

To keep up with the latest information about FSS transformation, visit their website regularly at www.HanscomServices.com.