If your team has to collaborate in-person, a well-oiled Meeting Room Management system is crucial. It will transform your office into a hub of collaboration, alleviate booking frustrations and empower teams to succeed in today’s dynamic workplace.
Centralize Meeting Room Management to avoid repetition of scheduling efforts and ensure that everyone has access to the same information regarding meeting spaces. Establish clear policies and guidelines for managing the use of rooms. This includes the time in advance rooms can be booked, and the cancellation procedure. Automated notifications and reminders to prevent confusion and conflicts.
Make sure your software for meeting rooms is compatible with office software your team uses, ensuring that it’s easy to book spaces on-the-go. The most effective solutions let employees book rooms on their own calendars, with a mobile app and an easy-to-use display on the outside of each room that displays the current availability.
Be sure that your solution provides visibility into the use of every space, so you can spot opportunities to improve. For instance, if have multiple single-person spaces which are often used to hold meetings in-person, think about the addition of a check-in period to encourage turnover and free up the conference rooms to other use. Access to extensive analytics will reveal information such as high-usage times and help you plan your schedules in advance and avoid scheduling conflicts and excessive energy consumption.