All hail the meeting room! The modern workplace is all about flexible working and shared spaces. But they still need designated spaces where teams can collaborate on projects and brainstorm ideas.
Managing meeting rooms in hybrid workplaces is more crucial than ever. A report by Otter reveals that a whopping 11 million meetings are held each day worldwide, where the upper management spends about 50% of their time in meetings. Not to mention, the post-pandemic period has witnessed a rise in the number of these meetings.
With companies spending most of their time in meetings – whether in-person or virtual – meeting rooms are still essential. Naturally, this also calls for better ways to manage these spaces. Fortunately, a meeting room booking solution is the key to all your meeting room management woes.
An appropriate meeting room booking solution enables companies to reserve meeting rooms and view usage trends in real-time.
Let us explore how a meeting room booking solution can help you manage your meeting rooms better.
1. Streamline the Booking Process
While meetings are an essential part of any company, they can quickly become unproductive if employees have to go through lengthy procedures and take multiple approvals to book a meeting room. A meeting room booking solution streamlines the booking process. It ensures contact-free booking as the employees can find and book a meeting room within minutes by accessing the mobile or web application.
Moreover, meeting room booking solutions offer a single dashboard view of all the available meeting rooms, bookings, and cancellations. This gives the employees a holistic view of the premises, and they can quickly book a room depending upon the number of attendees, amenities required, and more.
2. Make Capacity Based Bookings
Today, most companies have shifted to a hybrid work model and are increasingly focusing on optimizing the workspace. They are constantly looking for solutions that can help them save space and resources. After all, with a reduced number of employees working on-premise, it makes sense to manage the area in a way that leads to higher productivity.
With a meeting room booking solution, facility managers can encourage employees to book rooms based on capacity. When a team is looking to book a meeting room, the meeting room booking solution recommends available spaces based on the number of people. Thus, reducing wastage of space significantly.
3. Access Real-Time Data
In a busy work environment, people book, postpone, or cancel meetings at the last minute multiple times a day. Unavailability of such crucial data can lead to double bookings, or meeting rooms left unused because employees weren’t aware of its availability.
That is why a meeting room booking solution offers easy access to real-time occupancy data—details like which meeting rooms are available or last-minute cancellations so that the employees can make bookings accordingly. Access to real-time data helps reduce scheduling conflicts and ensures everyone is on the same page. Further, when equipped with workplace analytics through the meeting room booking solution, facility managers can also ensure that these spaces are used optimally.
4. Ensure Effective Communication
Think about it, scheduling a meeting includes more than just booking a meeting room. It can involve a lot of emails back and forth to keep the attendees in the loop, request approvals, or communicate with the cleaning staff to prepare for the meeting. Depending on how many such meetings take place in a day, these small tasks can consume a lot of the employees’ valuable time.
Instead, a meeting room booking solution notifies the concerned employees automatically when a booking is confirmed, a meeting is rescheduled, or even canceled at the last minute. This way, information reaches everyone more quickly and reduces the burden on employees.
5. Coordinate Services
Organizing a meeting is not just limited to finding an available space. For a seamless meeting room experience, especially in a hybrid set-up, employees need the proper audio-visual set up to communicate with remote clients. A meeting room booking solution allows staff to book these services simultaneously.
Further, a meeting room booking solution also offers an automated sanitization workflow, which notifies the cleaning staff about the meetings. It ensures proper sanitization of the meeting rooms immediately after use.
Over to You
Managing a meeting room can be a hassle when not done right. But with a comprehensive meeting room booking solution, companies can automate the room booking process, manage their space effectively, and maintain the meeting rooms in real-time.
WorkInSync meeting room booking solution allows you to automate your room scheduling and meeting space. You can integrate the meeting room booking system with Google calendar to ensure ease of use. The conference rooms can easily be managed as well.
If you want to know more about the product, schedule with our experts today.