For medium and large companies, scheduling a conference room can be a huge headache. Whether you never get the room that you want or you're busy negotiating with coworkers to trade, a booking system would make life a whole lot easier.
With a wealth of options on the market, how do you choose a meeting room booking system that fits your company's needs? Here are 4 things to consider as you seek out the perfect fit for your business.
1. Ease of Use
Look for a system that enables the user to make a meeting room reservation without taking a training course. The room reservation should be easy and painless, as well as fast. If it takes too much time, you’ll probably end up with a system that won’t be used anyway.
2. Meeting Room Data Analytics
Make sure that whatever system you choose has analytics built in. You may be convinced you need more meeting rooms for your building, but your system analytics show that there are plenty of conference rooms already available for booking.
The same data can also tell you if one room is more popular. Then you can use these numbers to balance out every room’s usage, so they get the same amount of use.
3. The Top Meeting Room Booking System Syncs with Existing Calendars
If you can get a system that works with the infrastructure you already have in place, you're a winner! Platforms like Outlook and Google Calendar work to make it easy to see what other coworkers are doing, so your meeting room software system should have this same capability. Help improve relationships at work with a system that shows everyone your meeting room activity so there is less workplace conflict.
4. Good Systems integrate with their own Meeting Room App
These days having a meeting room system with a compatible smart phone interface is very important. If you want to have a meeting room tablet outside each room for employees to sign out rooms, this tablet needs to work seamlessly with its provided meeting room app. Frustrating or clunky mobile interfaces are a good way to reduce productivity in the workplace and increase operating costs.
Meeting room reservation systems that integrate with easy to use mobile apps are your best bet. Alternatively, if the mobile interface on a web browser is simple enough, that could work just as well, albeit a less optimal choice.
Summarizing: Less Stress at Work
Use a meeting room booking system to help ease meeting room logistics in any workplace. Whether your business is a large company with innumerable conference rooms or just a small co-working office, the productivity benefits of such a system is immeasurable.