Imagine having to book a meeting room two months in advance—then having someone else beat you to it before you could confirm your reservation. As a result, department managers start reserving rooms for the entire year, whether they need them or not.
Now your conference rooms have become a battleground. Your teams have to go off-site to discuss pressing matters. There’s a lack of privacy.
And no one is getting their work done on time.
This sounds like a fictional workplace dystopia, but it’s a real problem—and one that’s hardly unique. But fortunately, there’s a simple solution.
Here, we’ll show you how meeting scheduling software solves three pressing problems for enterprises and how to choose the right solution.
Meeting room booking software can give you insights into how often your workplace is actually using each room so you can make adjustments accordingly.
For instance, if you notice several large conference rooms are rarely used, you could add partitions to separate them into smaller rooms.
Considering your real estate is your second-largest expense, the impact of right-sizing your conference room space could be significant.
These “ghost” bookings are a two-fold problem for organizations, creating frustration for employees while contributing to poor space utilization.
Luckily there’s a simple fix: use room scheduling software that integrates with IoT sensors.
A single occupancy sensor placed inside a conference room can send a signal to your room scheduling software if it doesn’t detect the presence of people after a certain period of time.
That will trigger the room to be made available again, eliminating these “ghost” bookings.
That’s a considerable amount of every workday dedicated exclusively to meetings. The time it takes to find and book an available meeting room may not seem like much in comparison, but even it it’s just 10 minutes a day, that time really adds up.
Assuming the average employee earns $85,000 a year and their time is valued at $.71 per minute, eliminating 10 minutes of wasted time saves them $7.10 per day.
If your organization has 1,000 employees working 250 days a year, that’s a savings of $1.8 million.
The best room scheduling solutions allow employees to see the availability of every meeting space in the office simply by checking the panel or their mobile app.
Aside from saving employees a few minutes every day, it also saves them a lot of frustration.
They no longer have to fight with their colleagues over a room or stake their claim to a space weeks in advance.
And when it’s easy to find a place to meet, it’s easier to have quick, impromptu discussions that keep projects moving forward. Employees can reserve conference rooms as well as informal huddle areas where they can brainstorm or give important updates. They can also reserve smaller rooms or booths where they can work quietly or have a closed-door discussion with a colleague.
But as the old saying goes, you get what you pay for—and sometimes free meeting scheduling tools can cost you more in the long run.
To get the most return from your investment, consider these important factors: