Today's business world is one of dynamism and collaboration. With offices and people spread out geographically and across tinezones, work is usually carried out in meeting rooms with technologies such as video conferencing and shared screens.
However, today, we still find businesses that do not efficiently use meeting room spaces.
In most businesses, room usage is non existent. The staff graple with problems such as:
Using a shared google calendar that shows all the meetings but does not control conflict.
Having a central receptionist who manages meeting room allocations. This becomes a logistical nightmare for the receptionist with having to juggle conflicting reservation requests.
Territory protection with meeting rooms in one floor is permanently booked by people on that floor.
Lack of clear policy where certain staff are granted access to specific roons while others are rejected for no reason.
Poor usage where one room is booked back to back while another remains empty.
While these problems are certainly not quantifiable in terms od dollars and cents, there is a lot of negative impact to the staff in terms of frustration, enimity and low morale.
More important is the opportunity loss of not being able to maximize the use of room and resources for those who need it the most. Imagine a need to get on a conference call with a manufacturing partner in china over a design flaw rectification. The team is unable to find a room with the necessary technology to have the conference call. The only room with the needed resource is being used by a team that does not need those resources.
With a meeting room booking system, there are several benefits that you can gain right off the bat. Below, we discuss some of the main advantages of having a booking system to manage your meeting rooms.
Eliminate Conflicts and Double-Booking Automatically
A proper room booking system will automatically detect and prevent users from booking rooms that already have meetings. This pre-emptive method of detection and prevention eliminates majority of office productivity related problem of having to find a vacant room.
Multiple Methods of booking
Choosing a room booking system that provides various avenues for booking can simplify the process of finding and reserving a room even easier. From web based interface that can be accessed through any browser to a mobile application or a wall-mounted room display panel can provide staff who are always on the move to be able to find and reserve rooms. Offices that use Microsoft Outlook can leverage on plug-ins that allow them to reserve rooms right from within Outlook making life easier.
Access Control & Rights
With proper implementation of access control policies and usage rights, rooms such as the board room and conference room can be prevented from being used for smaller meetings. Workflow approvals provide oversight into special rooms such as auditoriums, labs and classrooms that are required for important meetings and specific events. This brings in structure to policies and allows for easy implementation of business rules that are transparent and democratic.
Delegation of responsibility
With a web based room booking system, self-service provides users with the power to control their meetings. Scheduling and reservation of rooms no longer need to be handled by the receptionist. When the task of room reservation is delegated to the staff, coordination between the staff can result in the people working together to take over empty meeting rooms.
Coordination of Services
A meeting room booking system allows staff to request for services such as man-power for setup of space, catering and resources such as A/V, conferencing units and computers along with the room reservation. This provides a single interface where all the meeting related activities can be tracked. Changes to meeting timings and room location are seamlessly transmitted to the various parties involved such as kitchen and resources team eliminating the need to update different parties through email for every change. This can be a serious time-saver and a confidence booster for the meeting requestors while simplifying the life of the resources and catering team.
Better Usage of rooms
When proper controls and a structured policy for usage is implemented, usage of rooms can improve. A room booking system that provides insight into the usage of rooms and the patterns of bookings and cancellations can help management better understand their office and plan the office space for greater efficiencies.
In a modern office, it is imperative to have a meeting room booking system that replaces more manual techniques of room reservation. With a proper meeting room booking system in place, offices can see significant improvement in productivity, morale while experiencing better use of office space. Business rules and policies can help make rooms available to people who need it. Various methods of interacting with the system can address the needs of staff who are desk bound or on the move.