Rumsbokningssystem | 2 min read

Can employees benefit from a meeting room management system?

As the saying goes: “No man is an island”. The same can be said about the workplace—to find the best solution for any business challenges, employee collaboration is needed.

As countless companies have realized, many of the things they thought could only be done in an office setting—collaboration, brainstorming, meetings—can be done remotely just as effectively.

Meetings are the most common ways to collaborate, even if some think that meetings are hell on earth. However, one survey found that 86% of respondents believed meetings are important to achieving results, and that says something!

In the course of setting a meeting, there are always the administrative challenges of reserving the venue. Luckily, room management booking systems have appeared on the scene. They can greatly streamline this often frustrating and error-prone process, especially in heavily trafficked offices with limited conference rooms.

How a room management booking system helps make your employees’ work simpler

Workers already have a lot on their plate and booking a meeting room is yet another tedious task they must contend with. That’s why having a meeting room management system can add a lot of value to any organization.

Here are just some of the ways it can benefit your employees:

  • Minimize back and forth
Unlike when people worked in the office full time, they won’t have access to a receptionist who can book a room if and when they need to hold a meeting. Luckily, a meeting room reservation system puts the power of booking a venue right in your teams hands. Options like the Meetio app for example, lets you quickly reserve a meeting room with just a few taps on your smartphone. Because all the meeting equipment is listed for each room, you can book the exact venue you need when you need it without any back and forth.
  • Book anytime, anywhere
Did your boss suddenly call for an emergency meeting tomorrow while you’re out running errands? If you have a room booking system, you can easily reserve a meeting venue even while you’re lining up at the cashier. This feature will surely be a boon to employees who work remotely, but have to report to the office periodically.
  • Cloud-based records

Double-booked rooms are the bane of all meeting organizers. If you’re not currently in the office and don’t have access to the meeting room ledger, it’ll be much harder to avoid this conundrum. Fortunately, meeting room manager systems are cloud-based, meaning you can see all bookings made beforehand, so there is no guessing. You can reserve a venue knowing it’s yours and yours alone during your chosen time slot.

As you can see, a room booking system can make your team more productive, even if they’re not together in one office. If you’d like to know more, check out our solutions below!

  • Employee empowerment
Why should employees always have to check with the receptionist or office manager if a given room is available? Most meeting room reservation systems are self-service solutions that allow anyone to book a room as long as it’s free. Since all bookings are logged into a centralized database that anyone can access, double bookings will become a thing of the past.
  • Multiple ways to book
Different people have different ways of doing things—and that’s perfectly fine! For instance, younger and more-tech savvy staff may prefer to reserve venues using a room manager app on their smartphone. While more tenured employees might prefer to book a room through their Outlook inbox instead. A good meeting room management tool can easily accommodate different work styles without hassle.
  • Improve productivity
When booking a room takes only a few taps or clicks, employees can focus more on preparing for the meeting rather than reserving a venue. Moreover, they can easily add attendees to a booked meeting room. These attendees are then automatically sent a notification or email. With this setup, workers can use more of their time for the tasks that truly matter.
  • Optimize use of space

Of course, it’s not just your rank-and-file employees who benefit from a conference room scheduling system, but your operational staff, too. With such a tool, they can make data-driven decisions about how best to use the company’s meeting venues. If demand outstrips supply, for example, they can designate more areas as meeting spaces. Should the opposite be true, they can convert an underutilized meeting room into desk space instead.

Meetings will always be a fact of life in the office. After all, many of the greatest and most innovative ideas are borne from the gathering of diverse people with unique ideas. So, with the help of a meeting room booker such as Meetio, you can make collaboration in the workplace as stress-free as possible.

Read more about our meeting room management system below!

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