Today’s business world is characterized by dynamism and collaboration. Since offices and people are spread out geographically and across time zones, most of the work takes place in meeting rooms using technologies such as video conferencing and shared screens.
- However, we still find that many businesses don’t make efficient use of meeting rooms today.
- Most businesses do not use their conference rooms. Employees face problems such as:
- Using a shared Google calendar that shows all meetings but does not control conflicts.
- Reservations for meeting rooms should be handled by a central receptionist. As a result of conflicting reservation requests, the receptionist faces a logistical nightmare.
- On one floor, territory protection with meeting rooms is permanently reserved by people working on that floor.
- An unclear policy where certain staff is granted access to specific rooms, while others are rejected for no apparent reason.
- Poor usage, where one room is booked back-to-back while another is empty.
- Despite the fact that these problems are not quantifiable in terms of dollars and cents, they have a negative impact on staff morale, frustration, and enmity.
A greater loss is not being able to maximize the use of space and resources for those who need them most. A manufacturing partner in China needs to get on a conference call to make rectifications to a design flaw. A conference call cannot be held because the team cannot find a room equipped with the right technology. There is only one room available with those resources, but it is being used by a team that does not require them.
There are several benefits to using a meeting room reservation system from the very beginning. The following are some of the main advantages of having Room reservation software to manage your meeting rooms.
Automate the elimination of conflicts and double bookings
A good room booking system will detect and prevent users from booking rooms that already have meetings scheduled. Pre-emptive detection and prevention eliminate most office productivity-related problems related to finding an empty room.
There are multiple ways to book
Choosing a room reservation system with multiple booking options can make finding and reserving a room even more convenient. From web-based interfaces that can be accessed through any browser to mobile applications or wall-mounted room display panels, staff who are constantly on the go can find and reserve rooms. Using Microsoft Outlook, offices can reserve rooms from within Outlook using plug-ins that make life easier.
Controlling access and rights
It is possible to prevent meeting rooms such as board rooms and conference rooms from being used for smaller meetings through proper implementation of access control policies and usage rights. Workflow approvals regulate access to special rooms, such as auditoriums, laboratories, and classrooms, which are required for important meetings and specific events. Structured policies allow for the transparent and democratic implementation of business rules.
Delegation of responsibilities
The self-service system allows users to control their meetings through a web-based room booking system. Reservations and scheduling of rooms no longer need to be handled by the receptionist. Staff can work together to take over empty meeting rooms when the reservation task is delegated to them. Read more