Professionals often spend several work hours scheduling meetings using outdated scheduling methods, such as emails and phone calls. Such time wasted could be better spent creating more sales opportunities for your business.
However, in this digital world, arranging a meeting does not have to be challenging. Organizations increasingly use digital tools, such as meeting room scheduling software, to maximize their efficiency and improve employee productivity. Let’s take a look at some key benefits of using these systems.
- Eliminates the Frustration of Meeting Room Scheduling
Problems often arise when there’s a limited number of meeting spaces that many stakeholders need to use. A meeting room scheduling software can help you schedule meetings and solve common problems, such as schedule conflicts, empty meeting rooms, unclear signage, or employees using a room without a reservation.
- Saves Time
Meeting room scheduling software saves meeting room users time because they can quickly view available meeting rooms, invite attendees and review valuable details about each room, such as their maximum capacity and floor plans. As a result, meeting room software enhances your staff’s productivity and allows them to focus on critical areas of service.
- Book Meeting Rooms on the Go
You can download its application on your Android or iOS mobile phone or tablet with a meeting room booking system. Then, with just a quick tap of the buttons, you’ll be able to access room availability, schedule or reschedule your meetings quickly, or find a list of available rooms instantly while you are en route to an impromptu session or during a quick lunch.
- Integration with Google or Microsoft Software
Most meeting room scheduling systems should easily integrate with your current infrastructure. Some better Meeting Room Scheduling can even integrate with major calendaring systems, such as Google, Microsoft Exchange, or Office 365, and recommend available rooms based on user preferences, making it easy for you to quickly schedule or reschedule a meeting.
- Prevents Meeting Room Scheduling Errors
With such integration, you can view your booking status and schedules within a centralized web-based display at a glance on your desktop, mobile phone, or tablet and manage your booking easily without the need to change settings from every device.
This software makes it very easy for your staff to manage any meeting room booking and prevents scheduling errors because all the information resides in the same system that is updated in real-time.
- Eliminates Double Booking
Such a centralized display can also help eliminate the double booking of meeting rooms. For instance, it can be very frustrating if you or your colleague booked a meeting room simultaneously, resulting in a double booking. In this case, having a meeting room scheduling software is very useful because, at a glance, you will know which meeting rooms have already been booked and at what time slots, so you can look for another meeting or conference room at a different time.
- Understanding User Analytics
A meeting room scheduling software can also let you access real-time room booking data and track the company’s space usage and analyze user behavior.
This software is beneficial for understanding the usual meeting duration, when your staff makes meeting room reservations, how many meeting rooms are being used daily, peak hour usage, average attendees, and many other useful statistics.
These statistics help you optimize your existing resources and lower costs. For example, they might help you decide whether to use spare meeting space for offices or convert some office space into new meeting rooms.
- Automation of Meeting Room Space
A meeting room reservation system has monitoring sensors to alert the system when a vacant room or no one enters the room to tap the “start” button. In addition, it automatically notifies other employees about the availability so that they have time to adjust their schedules. In this way, you can maximize your workflow and utilize your space better and avoid unnecessary frustrations and wasting employees’ time.
With such meeting room scheduling software and tools, it’s now easier than ever to track how your meeting rooms are being used, find out how you can further utilize your workspace with helpful, insightful analytics, and increase productivity. So start taking control of your meetings now!
Want to get rid of the hassle of physically finding available meeting rooms? Let’s schedule you for a demo!
