In the time of flexible working model, open-plan workplace, there’s more appeal than ever for offices, to have spaces where employees can get to concentrate on their projects rather than infection, hash out the details, and connect with their stakeholders. Though there has been much consideration about the “end” of the meeting room due to the current pandemic situation, it’s clear the conference room holds an indispensable purpose in the workplace.
The demand of return back to the office
According to the survey, over 50% of respondents said arranged or improvised meetings, and socializing are the main factors they want to return back to the office. It depends on the businesses worldwide to make that possible for their employees. And this is where the Booking meeting room system comes in. It is one of the most prominent ways to enable meetings: intuitive, transparent, and effective.
There are some challenges in booking and maintaining meeting schedules, along with the benefits and amazing features of using the meeting room booking system to make meetings a real possibility for your employees.
Whether you are a small business, medium, or large one, if you are looking to use your meeting rooms more effectively and efficiently? We can help.
Challenges with managing meeting rooms
Of all the challenges with managing meeting rooms in the open office environment, one of the most constant complaints is employees having trouble scheduling a meeting room when they need it the most. Ironically, the latest technological advance has affected meetings more prevalent, with hybrid working teams and worldwide clients using conference rooms as a bridge between workplaces.
No shows
The main challenge of the meeting room at the office is an empty conference room. Initially reserved and abandoned later, these meeting slots don’t get appointed because the meeting got cancelled, might be the parameters of the meeting changed, or the companies skipped a recurring issue. The main hurdle in no-show bookings is that they can affect every other meeting in the office - which could have made effective use of that meeting room but don't get the opportunity to use it at that time.
Thievery
Sometimes desperate times demand desperate steps; when a meeting room isn’t available for scheduling due to a no-show, the employee may take matters into their own hands by just “taking” the workspace they need. Regrettably, this normally means driving another party from the meeting room by claiming necessity or the trickle-down impact of other meeting room thefts. (“Someone kept the room of ours, so we have to keep yours.”) which comes down to a matter of hierarchy or project sensitivity. It can also produce friction between working employees or other departments.
Squatting
It is more likely comparable to theft, squatting happens when people (either an out-of-town office or the one working on a focus-intensive project) cloisters away in a meeting room to get the workspace and quiet they need. It’s not always only poor form; it also brings up an entire meeting room of usable workspace to meet the needs of one staff member.
Overpopulation
In the current circumstances of social distance and return back to the office, booking a small conference room is a more serious business than in the past. Previously, overpopulation simply meant latecomers didn’t get a place in the office. Presently, it might increase the transmission of germs, bacteria, and viruses within the office. For that reason, designing and keeping good social distancing guidelines within your workspaces is key. This becomes much simpler, easier, and transparent with a system with capacity limits in every place.
Clean and Hygienic
The above-mentioned failures of behavior, while disturbing in the pre-COVID world, also bring on a new consequence in terms of cleaning and maintaining hygiene while working. Improved cleaning protocols and hygiene will undoubtedly be part of any return back to the official plan.
The key features of a Booking system
- Real-time data
- Capacity-specific booking
- Purpose-made selection
- Touchless booking
- At-a-glance wayfinding
- Abandoned meeting protection
- Calendar integrations
- Messing app integration
- Data analytics
- Issue ticketing
Perks of having booking software
- Schedule and maintain your meeting rooms
- Avoids a turf-war (though depending on how controversial your bookings are, this might be a satisfactory reason on its own).
- Makes investing in one a great option in terms of ROI.
Why it is more important than ever?
The most compelling reason for using a booking system in the current situation is the ability to keep your employees safe as they return back into the office space in the era of COVID-19. There are a few more ways in which an integrative booking system can benefit you make the best out of your employees as your business comes together in this new world.
- Contact tracing
- Reducing traffic
Eventually, it depends on your organization to remove points of friction throughout an employees' workday. Effective, efficient, and productive room booking systems unlock your workplace by making scheduling meetings or desk booking as easy as a tap on your smart devices or a click of your mouse.
For more information about Meeting Room Scheduler Software and workplace analytics software please visit: At Digital Bricks.
Finding the appropriate meeting space without a proper system can waste your valuable time & leave employees frustrated that will ultimately affect your business’s productivity.
The good news is that there is a fix for meeting scheduling troubles – Meeting room scheduling software can eliminate waste of time & confusion while booking meetings, relieving your employees from the dispute for conference space.
Conference room booking system can eliminate the challenges of securing meeting room spaces, allowing your meetings to occur without affecting your productivity.No Wasted SpaceWhen the calendar says there are not any rooms available for your meeting, the attendees resort to changing time, huddling around the lunch table, or dialing into the call individually from their desks.
All such automatic scheduling updates by office room booking system happen in real-time & these updates are available for viewing on the digital displays throughout the office and on mobile & desktop platforms.
Making the best use of meeting room space translates to optimizing the employee time and ensuring higher productivity.Updates on the flyMultiple scheduling conflicts, including phantom meetings & double bookings, are avoided when the system is flexible enough for the users to make adaptable adjustments on the go.
The capability to make real-time updates is particularly helpful when the attendees are running late for the meeting.
Modern businesses are adapting malleable work arrangements set-up, particularly since the COVID lockdown happened.
Employees are no longer required to occupy the permanent desk in the office to continue working & produce results.
Some businesses schedule meeting rooms, office spaces, & facilities for occasional touching base with co-workers.
Employees need a quick way to check whether there are available hot desks & conference rooms for their return to the office or their once in a while team meeting & in-person reporting.
The meeting room booking system allows users to decide which rooms are available for meetings & conferences.
The meeting room scheduler system gives employees greater and quicker access when they want to reserve the meeting room for their team meetings and the office cubicle to report for the next day.
