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conference room scheduling

Is a conference room scheduling system worth the investment?

27 May, 2021

Almost a year after the COVID-19 lockdown, there’s finally light at the end of the tunnel. With three FDA-approved vaccines, all over the world vaccination rate is ramping up. In fact, almost 20% of the U.S. population has already received at least one coronavirus shot as of this writing.

As more people become inoculated against COVID-19, the prospect of finally returning to the office looms. While being able to enjoy water cooler conversations is great, there’s one thing many employees still likely dread: booking meetings.

It’s no secret that American companies love meetings—about 55 million of them were conducted each day pre-pandemic. Even during the lockdown, back-to-back Zoom meetings are not unheard of.

Once workers return to the office, they will have to factor in not just the best time for a meeting, but also which room has the space and equipment they need. Luckily, there are tools available that can make these mundane tasks as seamless as possible: a conference room scheduling system.

What exactly is a conference room scheduling system?

If you’ve ever tried booking a meeting room only to find there are no available slots, you’ve probably hoped there was a smarter way of doing things. This is exactly what a meeting room manager offers.

In a nutshell, the system offers a piece of software that makes it easy to view which rooms are available at which times, along with what equipment each room contains. This allows you to select the best room for your meeting at a glance without having to call the office administrator.

Even better, these systems are made with user-friendliness in mind. Meetio’s phone app, for instance, is an app that allows you to reserve meeting rooms straight from your phone.

Our solutions can also instantly notify attendees about the details of a meeting, so there’s no need to create an invitation through a separate app or system.

What advantages does this system offer?

Streamlining the booking process isn’t the only perk that a conference room scheduling system offers. Here are other benefits that make it worth the investment:

  • Data-driven decisions: Since all room reservations are logged into a central database, facility managers can review this data to gain insight into workers’ needs. For instance, if they find that people often book rooms with projectors, they can equip other venues with this equipment as well to avoid bottlenecks.

  • Increased safety: It will be quite sometime before the country achieves herd immunity, so everyone who reports to the office must still observe safety protocols. Fortunately, having a meeting room reservation app allows you to book a venue that best promotes proper social distancing.

  • Big-picture view: Meetio Personal shows each user all the meetings they have in a day, so they’re always on top of everything. Since the system is app-based, they can check their upcoming meetings anytime and anywhere through their phone.

  • Greater transparency and accountability: Because room reservations are visible to all employees, double-booking is avoided. When you do book a room and you’re unable to start on time, you’re given a set amount of time before your reservation is canceled.

Meetings will always be part of workdays, but reserving conference rooms shouldn’t have to be difficult. Meetio has several solutions that can help you optimize your office, read more below!

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