If your team is required to collaborate in person, a properly-oiled Meeting Room Management system is critical. It can transform your office to an area of collaboration, alleviate the frustration of booking meetings and allow teams to thrive in today’s multi-faceted workplace.
Centralize Meeting Room Management in order to avoid duplication and ensure that everyone is aware of the same information about meeting spaces. Establish clear policies for booking and guidelines to control the use of rooms, including the time in advance they can be booked, as well as the procedure for cancellation of meetings. Enforce policies through automated reminders and notifications to prevent confusion and conflicts.
Make sure your software for meeting rooms is compatible with office tools that your team utilizes, so that it’s easy to reserve spaces on-the-go. The best options allow employees to book rooms on their personal calendars. They also have a mobile application that is dedicated, as well as a display outside each space that displays the current availability.
Be sure that your solution allows you to view how each space is being used, so you can identify areas that could be improved. For instance, if you have several single-person rooms that are used frequently for meetings in person, you might consider including a check-in time to encourage turnover and free the conference rooms to other use. Being able to access extensive analytics can reveal details about peak usage times to allow you to plan schedules accordingly to minimize scheduling conflicts and wasteful energy usage.
