Many companies struggle with inefficiencies surrounding booking meeting rooms, but it is a universal issue that plagues many companies. How much time do you and your colleagues spend booking meetings and communicating details, only to walk over to the room you supposedly reserved and see another meeting taking place? It’s not just time that’s wasted when meetings are inefficient, but money as well. The amount of money spent on unproductive meetings is estimated to be 37 billion dollars.
You can cut down on the time and effort spent on booking meetings by using a meeting room booking system deskflex.com which seamlessly integrates with your office. Booking a meeting room online is a way to reserve a room at work. What is room booking? A room booking system allows employees to reserve a room for meetings or for working. Employees can easily find the right room and book it on the spot with good room booking software, also known as room scheduling software.
1. Improve the efficiency of office rooms
Having real-time information about room usage allows facilities managers to adjust accordingly and prevent wasted space from destroying productivity. As a result, space management is more transparent. Meeting room booking software keeps track of who uses those workspaces, so facilities managers can plan things like the number of rooms needed in an office and the size of each meeting room better.
It is possible for facilities managers to create areas that meet specific needs or fill gaps in existing meeting room options with more precision when planning spaces.
2. Enhance employee productivity and workplace visibility
You won’t have to worry about double bookings or miscommunications over meeting locations. Using the real-time availability viewing and booking feature, employees can book rooms with confidence. Time and space can be saved by using meeting room booking software.
Let’s say someone from the marketing team booked a room for their weekly status meeting. Since the meeting had been moved offsite, the employee who scheduled it didn’t release the room back into the system; therefore, other employees couldn’t use it, believing it was occupied. When no one checks in after a set time, meeting room booking software automatically frees up the room.
Booking a room and communicating room details is simplified through this software, so your team can spend less time planning and figuring out where to assemble.
3. Minimise booking steps to reduce costs
Businesses cannot function without meetings, which consume valuable time. According to a Steelcase report, 40% of employees waste up to 30 minutes searching for a meeting space per day. Additionally, inefficient meetings cost employees between $2,100 and $4,100 annually in poor communication and $1,800 in excess email communication. It costs your company money to misallocate resources and time.
Due to this, it is imperative to minimise wasted time and energy in meetings by eliminating unnecessary steps. What can companies do to make this happen? Employees can focus on their work instead of jumping through hoops to book meetings with platforms they already use (such as Slack and Skype). The right meeting room booking software can save an entire company a lot of time.
Meeting room booking software: how to make the most of it
How can you ensure you’re using your meeting room booking software fully once you’ve implemented it? The capabilities of meeting room booking software can be enhanced by integrating sensors. In addition to detecting physical presence-or absence-in meeting rooms, sensors can provide additional insight into usage.
In the earlier example, if a sensor were installed in the booked room where the marketing team was scheduled to meet, the sensor would detect that no one was in the room after a certain period of time and release it back into the system. A sensor serves as a safeguard against human error and disregard.
In addition to compensating for human error, sensors go further. It is possible to supplement the meeting room booking software’s data with these “smart” devices, and that will help facilities managers optimise their workplaces more effectively.
