How Are Meetings Evolving in the Hybrid Workplace?
Posted on June 13, 2022 by wis_wp
As more organizations implement the hybrid workplace, the way meetings are conducted has changed. This fundamental shift is characterized by digital acceleration. WorkInSync’s meeting room booking software might be the answer to this change.
The last 60 years have been all about digital improvements. And then the pandemic accelerated digital possibilities in organizations by seven years, said a study. There is no doubt that meetings have evolved in a hybrid workplace.
The traditional meetings have lost their significance, with employees scattered across different locations. But does that undermine the role of meetings? No, it does not. If anything, the importance of meetings has increased.
An average professional spends more than 21 hours in meetings compared to 11 hours pre-pandemic. A mid-level employee attends 15 meetings every week on average. Meeting room usage pre-pandemic was 10%. As of May 2022, meeting room usage has increased to 21%.
Meetings as an effective communication and collaboration medium have gained significance in a hybrid workplace. With our workplaces changing, our meetings have evolved as well.
But what does a meeting in a hybrid workplace model entail? How is it different from a traditional conference? And why are they changing now?
Why do Hybrid Workplaces Need Hybrid Meetings?
The hybrid workplace has changed the distribution of people dramatically. Employees can now choose their work location. This means that managers need to ensure both in-office and remote employees have the convenience of joining a conference from anywhere. That is the demand of a hybrid work setting.
Research shows that hybrid meetings have opened up to bigger monsters like inequality amongst employees. Remote workers complain that their on-site contemporaries are given more attention. Here, managers have to ensure that such issues can be answered effectively.
A Bank of England policy maker stated that hybrid meetings have slowed the progress of women and marginal groups.
Again, managers have to step up here and ensure that equal opportunities are presented to everyone.
While experts agree that it is the future of work, managers and policymakers must address the challenges of a hybrid workplace. They will need to accept that there are discrepancies in a hybrid setting and effectively counteract them.
With all that said, what sets a hybrid meeting apart from a traditional one?
How are Meetings Changing in the Hybrid Workplace?
1. There is not one single meeting location
Hybrid meetings have a unique trait. They are not bound by location. For instance, in a team of ten, two can join remotely. The rest eight can be in the office to attend the meeting.
While physical meeting rooms are still important, remote workers are relying on video conferencing tools to join meetings. This has been made easier with video conferencing software like Zoom, Google Meets, or Microsoft Teams.
To sum it up, meetings are no longer bound by the walls of a room. It is all about the convenience of the attendees.
2. Meetings are shorter and more frequent in the hybrid workplace
Did you know employees spend three hours attending meetings in their pre-pandemic workplaces? But in a hybrid workplace, each meeting is short, to-the-point, and trackable for future use.
Since employees are split over in-office and remote setups, meetings must be precise. This will ensure they are on the same page, irrespective of their location. And that’s a good goal to aspire for in today’s “time is value” economy.
3. Meetings are categorized based on objectives in the hybrid working models
In a conventional office setup, all meetings happen in-person irrespective of their objectives. And they make complete sense if all employees are already present in the office. But such reasoning doesn’t work in a hybrid workplace setup.
Since a hybrid workplace offers a dynamic and flexible environment, employees can choose whether or not to come into the office. This means meetings will need to account for every type of worker accordingly. Typically meetings with relationship-based goals like employee interaction, feedback reviews, employee felicitation, etc., are best held in person.
So, employees can be called in specifically for those. While meetings with task-focused goals like project allotments, briefings, etc., could be conducted virtually as effectively.
4. Inclusion in meetings is a top priority in the hybrid workplace
Hybrid meetings can quickly become exclusive spaces. This is because office employees have the unique advantage of physical presence over people working remotely. So, they can build a rapport with meeting conductors, participate in discussions, make their presence felt, and quickly dominate a conversation.
This is not only a pet peeve of over 64% of meeting attendees but also a concern of remote employees. This is why inclusivity must be the cornerstone of hybrid meetings.
To give a fair chance to everyone, asking all employees to connect using their devices is a smart move.
This removes the ‘advantage’ of physical presence entirely. Once this is done, meeting attenders can enable polls, live chat, and other features to drive interactions. This can be done instead of only enabling voice conversations. Every worker on the call participates, so no one is left out of the discussion.
5. Post-meeting briefings are more important in the hybrid workplace
In an ideal corporate world, every hybrid workplace employee would join the meeting at the allotted time. But that is not the case.
In the case of on-site meetings, this would mean the loss of transfer of critical information. However, in a hybrid workplace, managers can avoid such a situation. They can simply record meetings or give detailed briefings to employees who weren’t present. Doing this ensures all employees stay in the loop regarding company-wide plans.
Meetings will continue to evolve along with our workplaces. Although the hybrid setting is new and is slowly gaining ground, meetings will keep changing.
You need to have the right tools to better manage your meetings and rooms at large. WorkInSync’s conference room scheduling software helps you manage your workplace.
While employees can schedule their meetings and reserve rooms, managers can get holistic views of the rooms. Usage data can also be derived from the central dashboard. You can opt for a free demo with us to learn more about the product.
Subscribe to our blogs and get bi-monthly updates on the latest developments in our workplaces.
Qu’est-ce que c’est un logiciel de réservation de salle de réunion?
Posted on May 20, 2022 by wis_wp
Le logiciel de réservation de salle de réunion est devenu important pour un lieu de travail hybride. Ce blog vise à comprendre ce qu’est un système de réservation de salle de réunion et comment les entreprises peuvent le déployer.
Les espaces de travail changent. Le travail hybride a introduit un modèle de bureau équilibré où quelques employés travaillent depuis chez eux et d’autres depuis le bureau.
Depuis le début de la pandémie, les organisations partout dans le monde ont témoigné une augmentation de 12,9% dans le nombre de réunions par personne. Donc, dans cette époque des espaces de travail hybrides, les réunions sont indispensables pour le remue-méninge, la prise de décision et la collaboration.
Selon un sondage Gensler, plus de 50 % des répondants ont reconnu que les réunions sont la raison principale pour le retour aux bureaux. Aujourd’hui, avec les espaces de travail hybrides, les salles de conférence seront un espace partagé pour la collaboration, la participation et l’intégration.
Les responsables des locaux doivent optimiser les processus de gestion des salles de réunion pour construire un espace de collaboration de valeur qui est sûr pour tous les employés.
Néanmoins, mener des réunions axées sur des résultats tout en gérant des équipes divisées peut être un problème déconcertant dans une configuration hybride. Regardons quelques grands obstacles qui viennent quand on organise des réunions dans des espaces de travail hybrides.
Analysons si des outils de collaboration innovatifs comme le logiciel de réservation des salles de réunion peuvent aider à les surmonter.
Les Défis de Gestion des Salles de Réunions
Scénario 1 : L’espace de Réunion est surpeuplé
Dans l’époque pré-COVID, les responsables avaient rarement besoin d’observer la taille et l’occupation de la salle de réunion. Avant, trop de monde voulait dire pas de siège pour les retardataires. Aujourd’hui, les salles de réunion surpeuplées peuvent favoriser la transmission du virus à l’intérieur de l’espace.
Pourtant, dans la nouvelle réalité de travail marqué par les protocoles de distanciation sociale, la réservation d’une petite salle de réunion est cruciale. Donc, imposer des limites d’occupation et suivre des directives de distanciation sociale dans les salles de réunions sont extrêmement vital.
Avec un système de réservation des salles de réunion robuste, les employés peuvent réserver les espaces de réunion en avance. Ici, les responsables des locaux peuvent contrôler des réunions préalablement prévues et les taux d’occupation dans des salles de conférence.
De même, si le nombre des réunions augmente un jour donné, un logiciel de réservation des salles de réunion peut aider à prioriser. Il peut réserver les salles de conférence importantes pour les réunions hautes-priorités en adhérant aux limites d’occupation de bureau.
Scénario 2 : Les participants de la réunion ne sont pas venus
“Les Réservations Fantômes” sont courantes. Ça arrive quand les employés réservent un créneau pour une salle de réunion. Mais, la réunion est reportée ou annulée, entraînant des non-présentations. Ici, la réservation reste telle quelle. D’autre équipes qui auraient pu utiliser cet espace ont fini par utiliser une salle ou bien trop petite ou bien trop grande pour leur besoin.
Dans ce cas, le déploiement d’un logiciel pour la réservation des salles de réunion va automatiquement pousser les espaces abandonnés dans le bassin disponible. Comme ça, les organisations peuvent exploiter pleinement les salles qui semblent réservées mais qui sont en fait vacantes.
De plus, un logiciel intuitif pour la réservation des salles de réunion peut régler le problème de « double réservation ». Cela se produit quand deux équipes arrivent en même temps à la même salle pour un réunion préprogrammé. Puisque le logiciel pour la réservation des salles de réunion affiche les réservations et les changements de programmes en temps réel, il élimine toute ambiguïté et confusion.
Scénario 3 : Les Espaces des Réunions Restent Non-Occupés
Une salle de réunion reste non-occupée pendant plus de 5 heures dans une journée de travail sur place standard de 8 heures. En moyenne, les salles de réunion restent vides pendant plus de 70% de la journée. Au fur et à mesure que les entreprises adoptent les modèles de travail hybrides, les locaux de bureau resteront plus vides certains jours, ce qui veut dire que les espaces inutilisés se multiplieront considérablement.
Les entreprises peuvent garder un onglet sur les salles occupées et quand, avec le logiciel moderne de réservation des salles de réunion. Ceci, à son tour, aide les responsables informatiques à équiper les responsables des locaux avec des données exploitables sur la gestion des espaces de réunions.
Par exemple, dans un espace de travail hybride avec quatre salles de conférence de 20 personnes, la plupart restera sous-utilisée dans une journée moyenne. D’autre part, les salles plus petites de 6 personnes seront plus utiles étant donné le nombre réduit du personnel dans les locaux. Avec les données en temps réel fournies par le logiciel de réservation des salles de réunion, les entreprises peuvent utiliser leurs salles de réunion adéquatement.
Ainsi, les salles de réunion plus grandes qui ne sont pas utilisées peuvent être classées comme les espaces de bureau partagé (hotdesks) pour les pigistes et les nouveaux entrants. Ils peuvent créer des espaces plus petits de collaboration pour que les équipes se regroupent régulièrement. Puisque le logiciel de réservation des salles de réunion affichera les réservations en temps réel, les responsables des locaux peuvent contrôler des non-présentations et des doubles réservations. Cela assurera que les employés occupent les locaux et les utilisent à pleine capacité.
Scénario 4 : Les Espaces de Réunion : Désinfectés ou pas ?
Dans le scénario de travail postpandémique, 84% des employés sont inquiets sur le retour au bureau. De plus, 85% des employés admettent que la santé et la sécurité dans les espaces de travail sont des préoccupations plus importantes aujourd’hui qu’avant la pandémie. C’est pourquoi lorsque les employés retournent au bureau, les nettoyages doivent être synchronisés avec les activités dans les salles de réunions.
Ce n’est pas évident de garder des espaces et des équipements comme des casques et des claviers propres lorsque les salariés les partagent. Toutefois, les entreprises peuvent utiliser le logiciel de réservation des salles de réunion pour synchroniser le programme de nettoyage avec des processus automatisés. Par exemple, quand un équipe quitte leur salle de conférence, le système signale le personnel de surveillance sur place. Ainsi, ils sauront quelle salle a besoin de nettoyage. Le système de réservation de salle de réunion peut afficher cette salle comme inutilisable ou hors ligne pendant la période de nettoyage. Un système de nettoyage rapide et approfondi réduit considérablement le risque de propagation de l’infection dans les locaux de travail fermés.
Les responsables des locaux peuvent aussi assurer que le programme de nettoyage des locaux est accessible aux employés en temps réel.
Qu’est-ce que c’est un Logiciel de Réservation des Salles de Réunion?
Le logiciel de réservation des salles de réunion permet aux employés de retrouver et réserver des salles de conférence, verrouiller des équipements et automatiser le nettoyage post-réunion. Un logiciel automatisé de réservation des salles de réunion moderne élimine la conjecture dans la planification, l’annulation et le rééchelonnement des salles de réunions. Cela simplifie le processus de réservation.
En plus, un logiciel de réservation des salles de réunion habilite les responsables des locaux avec des connaissances approfondies sur le statut d’occupation et l’utilisation des salles. Ainsi, les entreprises développent une gestion globale d’usage d’espace, en prenant des décisions éclairées sur la répartition des locaux, la création des espaces hot-desking etc.
Qu’est-ce qu’un logiciel de réservation des salles de réunion peut faire?
Les responsables peuvent se connecter à leur l’ordinateur ou l’appli pour gérer l’espace pour vérifier la disponibilité d’une salle de réunion appropriée.
Selon la disponibilité de la salle, ils peuvent faire une réservation en ligne sans contact par le logiciel de réservation des salles de réunion.
Maintenant, les utilisateurs peuvent envoyer des invitations, précisant l’objectif de la réunion et le nombre de places. Si les utilisateurs préinscrivent les invités, ils peuvent leur donner l’accès à la salle pendant une durée limitée.
Ici, les e-invitations peuvent inclure des détails sur des normes de sécurités comme la conformité des masques etc.
Quand c’est l’heure, les employés qui ont les invitations peuvent s’enregistrer à la salle de réunion réservée. S’ils ne s’enregistrent pas, le logiciel va automatiquement annuler la réunion et pousser la salle abandonnée dans le bassin disponible.
Si les employés reportent la réunion, ils peuvent choisir la date et l’heure selon la disponibilité de la salle. Le logiciel de réservation des salles de réunion aide également à réserver des équipements comme des bloc-notes, les projecteurs, les désinfectants pour les mains etc.
Une fois la session est terminée, le processus de désinfection peut être initié pour nettoyer la salle.
Comment peuvent les Entreprises Mettre en Œuvre un Logiciel de Réservation des Salles de Réunion
Un modèle de travail hybride réussi est marqué par trois éléments – la collaboration, la productivité et l’utilisation de l’espace. Un logiciel de réservation des salles de réunion avancé élimine des problèmes de planification comme la fausse pénurie, les réservations fantômes et les doubles réservations. Ceci, à son tour, assure la collaboration excellente, augmente la productivité et fournit une vue intérieure de l’utilisation de l’espace de travail.
Alors, regardons les deux manières dont les entreprises peuvent déployer un logiciel de réservation des salles de réunion.
1. Énumérer les éléments nécessaires
a. La capacité à puiser dans les feuilles de données exploitables en temps réel avec le logiciel de réservation des salles de réunion
Tandis que les réunions sont essentielles pour la collaboration, trop de réunions peuvent être un rabat-joie. Ils peuvent entraîner une perte de temps pour les employés et des ressources du bureau. Les responsables des locaux doivent obtenir une vision globale de la gestion de l’utilisation d’espace dans les locaux de bureau avec le logiciel de réservation des salles de réunion.
Le bon logiciel offrira les données en temps réel. Ainsi, les responsables d’équipe connaîtront les participants, la disponibilité et le flux de travail. Un logiciel de réservation des salles de réunion interactif et évolutif fournira des aperçus approfondis sur les tendances aux réservations, la fréquence d’annulation et les salles. Cela aidera les responsables des locaux à mieux comprendre et gérer les locaux.
b. La capacité de suivre le déplacement des employés et le nombre de places de la salle de réunion avec le logiciel de réservation des salles de réunion.
C’est aussi essentiel de comprendre combien d’employés utilise quelles salles de conférence et combien de fois. Avec cette fonction, le logiciel de réservation des salles de réunion peut aider les responsables des locaux à facilement décider le nombre de places de chaque salle.
Par exemple, si les employés réservent les salles de réunion entières pour travailler tout seul, les organisations peuvent créer plus de hot desks pour libérer ces espaces. Les entreprises peuvent utiliser les aperçus fournis par le logiciel de réservation des salles de réunions pour comprendre comment leurs salles de conférence sont utilisées.
2. La capacité de réduire les étapes de réservation et les coûts avec le logiciel de réservation des salles de réunions sans tracas.
En moyenne, la plupart des employés participent aux 62 réunions par mois. 40% des employés passent jusqu’à 30 minutes par jour à chercher une salle de réunion. Les réunions infructueuses coûtent $1,800 à cause des excès de courriels.
Bien que les réunions soient utiles, la mauvaise affectation des ressources du bureau et le temps des employés peuvent créer des dépenses massives. Cela veut dire que les responsables RH doivent couper les coûts en éliminant des étapes de réservation inutiles.
Avec le logiciel de réservation des salles de réunions, réserver des salles et programmer des réunions deviennent facile. Le logiciel doit automatiquement avertir les participants au sujet du lieu, les normes de sécurités pour la santé et l’heure. Il y aura donc moins d’étapes et les employés ne sauteront plus dans des cerceaux pour réserver une salle de réunion. Au lieu de ça ils peuvent se concentrer sur le travail.
De cette façon, le bon logiciel de réservation des salles de réunions fera gagner beaucoup de temps et des ressources à l’entreprise, surtout dans les systèmes hybrides. Un logiciel de réservation des salles de réunions sans contact est incontournable dans les espaces de travail hybrides. L’objectif est d’aider les employés à choisir une salle de réunion à partir de multiples endroits en utilisant des ordinateurs portable ou des appareils mobiles.
a. Planifier des Séances de Formation Ponctuellement et Programmer l’Exécution
Le démarrage et le fonctionnement d’un nouveau logiciel de réservation dessallesde réunions avec des employés peuvent être effectués dans plusieurs manières. Les responsables des locaux peuvent choisir des séances de formations en présentiel/sur Zoom ou bien des tutoriels vidéo et des mails.
b. Des Séances en Présentiel ou en appel vidéo
Avant d’installer un logiciel de programmation de salle de conférence, c’est mieux si les responsables des locaux peuvent familiariser le personnel avec le nouveau système. Les responsables peuvent répondre aux questions cruciales correspondant auxplans de déploiement, les fonctionnalités du logiciel etc.
c. Les tutoriels vidéo
Il se peut que les employés travaillent dans des différents fuseaux horaires. Ils se peut qu’ils aient des emplois du temps très chargés avec aucune disponibilité commune. Les responsables des locaux peuvent préenregistrer des matériaux d’intégration et partager des tutoriels vidéo et les documents de formation avec les employés. De cette façon les employés peuvent avoir une vue visuelle sur l’utilisation du logiciel de réservation des salles de réunions infonuagique. Puisqu’ils regarderont le tutoriel à leur convenance, il y aura aucune rupture de programme de l’équipe.
d. Les Mails
Après que les employés soient familiarisés avec le logiciel de programmation de salle de conférence, les responsables RH peut partager des mails qui précise le plan d’exécution avec un calendrier.
Un logiciel de réservation des salles de réunions peut métamorphoser comment les organisations collaborent, utilisent l’espace de bureau et assurent la sécurité et la productivité des employés.
Rationalisez les réunions et ouvrez la voie pour une expérience de travail sûr, souple et transparente avec le logiciel de réservation des salles de réunions de WorkInSync.
Intégrez sans heurts avec le Calendrier Google et le Calendrier Outlook, économisez du temps et des ressources.
Abonnez-vous à nos blogs et obtenez les dernières mises à jour sur le logiciel de réservation des salles de réunions.
Making collaboration work in a modern-day hybrid workplace requires flexibility, new norms, technology, and schedules. Everything should suit both remote and on-site workers. Moreover, the evolving world of work has got the employees looking for meeting rooms for collaboration.
In a hybrid setting, meeting rooms bridge the gap between in-office and remote employees.
No wonder many believe that the right set-up for a hybrid working model begins with having enough meeting spaces.
Studies reveal a 73% increase in the meeting room demand within flexible office spaces. Using a dedicated working space is a critical professional move, providing the perfect backdrop to take vital business decisions.
Why Is There an Increase in The Demand for Meeting Rooms?
With offices opening up, organizations aren’t going to hold their client meetings virtually at home. Nor will they set up appointments at a coffee shop, no matter how relaxed and trendy it seems. Although video conferencing will be an essential part of our workplace, conference rooms will still be the first choice.
1. Meeting Rooms Help Make a Good First Impression
Companies leverage elegant and comfortable meeting rooms to present an excellent first impression of their business. By using a meeting room that is perfectly set up, you can look professional.
Companies are focusing their expenditure on redesigning their office space. They are elevating their existing meeting rooms because they know it can even help them earn new clients.
2. They Facilitate Better Collaboration
As workplaces witness more people on-site, employees need meeting rooms for face-to-face interactions. They need to be able to interact with remote employees simultaneously. Employees are getting eager to work on-site, resulting in an increased demand for conference rooms.
This is mainly because meeting rooms offer a more professional and convenient set-up. It is a place where important decisions are made, ideas are shared and better collaboration is promoted. Moreover, having a quiet environment with minimal distractions helps the team focus and be more productive.
This has also resulted in a greater demand for rented meeting rooms. Employees get the flexibility to work and collaborate when needed and access on-demand working space.
3. Meeting Rooms Offer Privacy
Meeting spaces are more in demand because they offer more privacy than any other setting could. Unlike a public setting, private conference rooms are carefully designed to keep the business matter private and confidential.
Organizations can ensure the safety of sensitive information without worrying about someone eavesdropping.
4. They are Safe and Clean
The post-pandemic period has got everyone worried about their health and safety standards. Then, having a safe and clean space to conduct various business meetings has never mattered as much as it does now.
Now, meeting spaces not only offer an excellent professional set-up. But companies are taking extra care to ensure better adherence to safety protocols. Additional focus is being placed on cleanliness for a safe work environment.
5. Meeting Rooms Offer Plenty of Space
As offices are slowly opening to their total capacity, the need for bigger space to conduct their business meetings arises. Ideally, meeting spaces are quite large and offer plenty of space. According to the number of people attending the meeting, businesses can occupy a conference room to accommodate everyone.
Whether brainstorming or a meeting a client, using a meeting room is more comfortable compared to a public setting.
Another factor contributing to the growing demand for meeting rooms is the ease of using and booking these conference rooms. Using and finding available meeting rooms has become convenient with meeting room booking software. It allows for better space usage and ensures that the teams request a room as per their requirement.
As more companies adopt a centralized booking process post-pandemic, space management is much easier. Moreover, increased demands for these conference rooms make optimizing these spaces critical.
7. Meeting Rooms Offer Additional Amenities
With the hybrid work setting, companies need better technology and connectivity to keep the remote employees in the loop. And meeting rooms allow that to happen effortlessly.
With seamless internet and Wi-Fi connectivity, remote employees can instantly collaborate with the in-office staff.
In addition, a dedicated internet connection can help you keep your communication secure. Conference rooms also offer your teams additional office support services. This may include printers, projectors, and other technical equipment. With all of these amenities available, it is not unusual for employees to prefer conference rooms.
To Wrap Up
Given the statistics and such great benefits, it is no wonder that meeting rooms are getting back in demand. They help your organization look more professional. They also allow for a peaceful and productive environment to collaborate and share ideas.
As more employees get back on-site, optimizing the conference rooms to facilitate better collaboration can be challenging.
However, you can always rely on the meeting room booking software from WorkInSync to make this experience smoother. We offer solutions including find and book a room, schedule a meeting, occupancy level and centralized dashboard.
You can subscribe to our blogs to get weekly updates on the latest workplace trends.
Meeting room booking should be optimized for a seamless employee experience. This blog explores seven ways to optimize conference rooms with meeting room booking software and address the challenges faced.
Enable Digital Signage for Your Meeting Room Bookings
When you enable digital signage for your meeting room bookings, you help your employees get oriented with the physical space. Your employees can easily find these places combined with unique meeting room names.
Also, digital signs outside each room can help notify employees about the place of the event. It can also display the name of the person who made the booking, the timings of the meeting, and the number of attendees.
So, if the room is booked but remains unoccupied, managers can reach out to the employees and cancel the bookings.
Remove No-Shows for Easy Meeting Room Bookings
This is particularly essential if you struggle to manage your meeting room bookings. Most organizations have a no-show average of 20-35%. This number is relatively high and contributes to a significant increase in costs.
Imagine someone else wanted to use the meeting room, but it remained unavailable at the time. So the room sits idle. Now, that is a waste of real estate.
Therefore, it is essential to prevent no-shows. And to do this, you need meeting room booking software. With such a solution, the meeting room becomes available automatically if no one shows up after a specified time.
This will free up the meeting room and ensure that no bookings are wasted.
Facilitate a Collaborative Meeting Room Experience
A hybrid workplace is characterized by its collaborative nature. Employees prefer hybrid work models because it is easy to collaborate with other team members regardless of their location.
A conference room is a suitable space to begin. It ensures that you can collaborate without any interference.
With meeting room booking software, you can improve the experience, especially for remote workers. For instance, a robust video conferencing solution and equipment will help remote employees feel physically present.
For on-site employees, the meeting rooms should have comfortable seating. Other amenities like a projector, whiteboard, or provisions for beverages and snacks can allow them to be more focused.
To optimize your meeting room bookings, you need to create a comfortable, collaborative space.
If you want to optimize the use of your meeting rooms, you need to know how your meeting rooms are being utilized.
Are employees more inclined towards booking a particular conference room? Does a few conference rooms remain empty most of the time? Are the small and big conference rooms being used at the same capacity?
Such metrics can help you with similar questions. And looking at the larger picture can be instrumental in optimizing the meeting rooms.
Install a meeting room booking software and automatically track such metrics. This may include room occupancy, room usage, the time of occupancy, attendees, booking schedules, no-shows, and much more.
By tracking the metrics in real-time, you can optimize the meeting room space utilization.
Integrate Your Meeting Room Booking Software with Communication Apps
Okay, this one goes without saying. But your meeting room booking software should integrate seamlessly with other communication apps like Microsoft Teams, Outlook, Google Calendar, and more.
If you wonder why this is essential, the answer is quite simple. With this, you improve the employee experience. Your employees can sync their calendars and have clarity about their colleague’s schedules.
It is also helpful to track room reservations, avoid double bookings, and manage meeting spaces better.
A meeting room booking system that sits in a silo is of no use to your organization. Facility management is all about making every touchpoint in the office smooth.
By integrating your meeting room management solution with other existing apps, you just optimize your office management.
Train Employees for Proper Meeting Room Booking Etiquette
Workplace meeting etiquette matters more than we credit it for, especially in a hybrid workplace, where employees are scattered across different locations.
For instance, you were scheduled to join a meeting at 3 PM. However, you failed to do so. Your employees are already waiting for you. You came late, and the meeting stretched beyond the prescribed time.
You know that it wasted a lot of time. And somewhere, it may have also affected your employees’ productivity.
Simple actions like starting the meeting on time or closing the meeting room door can go a long way. When you book a meeting room, you ensure no interruptions. These are simple ways to show respect towards others.
If you want to optimize your meeting room bookings, you need to ensure that you and everyone follow proper etiquette.
To optimize your meeting room bookings, you need to follow the steps mentioned above. Remember that your goal is to create a smooth experience that makes meetings easy and productive.
Having the right meeting room booking software will help you improve how you conduct your meetings, ultimately elevating the workplace experience.
Are you looking for a reliable solution? WorkInSync is the ultimate cloud based hybrid workplace solution. Book rooms and hot desks and manage office spaces with optimal clarity with WorkInSync. Opt for a demo to learn how the solution works for you.
You can also subscribe to our blogs to get regular updates on meeting room bookings and more.
Implementing any new piece of technology or software that affects the work habits of an organization is always a challenge. A meeting room booking system is no different. Even the best solution will meet with some resistance if the implementation falls short of good.
As the IT Manager, the onus lies on you to make your investment in a meeting room booking system worthwhile.
Why Involve IT Managers in the Implementation of a Meeting Room Booking System?
The primary reason is maintaining all IT systems is one of the responsibilities of an IT manager. With meeting room booking software, the IT manager’s involvement begins much earlier than other systems.
It is necessary as meeting room booking systems work in sync with other office management tools. IT managers have a hands-on understanding of the strengths, limitations, and gaps of the current tools. This knowledge helps companies avoid spending time and money on features they already have or do not need.
Where Does the IT Manager’s Role Start when Implementing a Meeting Room Booking System?
A good solution is always easy to implement. For an IT Manager, involvement begins right from choosing the meeting room booking system. If you are in the market to pick one, check out the top 5 meeting room booking systems.
Factors to Consider While Choosing a Meeting Room Booking System
Before opting a meeting room booking system, you need to list down the essentials. It will help you not get swayed by the glitter at the cost of your needs. A well-defined product requirement document would make your job significantly easier.
While picking a solution, you need to consider several factors – the scope, scale of implementation, existing tools, and organizational culture. While the culture bit might seem like the odd one out on an IT manager’s checklist, it can make or break your implementation plan.
For example, if your workplace has more ad hoc meetings than planned ones, you need a solution that supports it. Perhaps, you would want a solution that notifies users on their mobile devices and chooses a place nearest to the majority of the participants.
A few basic things that you need to look for are:
1. Easy integration
Pick a solution that is easy to integrate with your current tools. For instance, if you use Google Calendar for scheduling meetings, the solutions should allow room bookings from the same interface.
2. Display available inventory
List conference rooms, booking schedule/details, and available equipment
3. Easy to use
Users must be able to book meeting rooms, send invitations, and modify details without breaking a sweat
4. Multiple access levels
You would not want any of your employees to be able to delete a conference room from the list. So, the meeting room booking systems must provide multiple access levels.
5. Reports and analytics
Analytics will help you spot gaps and identify the scope of improvement.
Phases in Implementing the Meeting Room Booking System
After selecting a meeting room booking system, you have three more steps to complete. The first one is technical integration, the second is testing, and the final is roll-out. In the roll-out stage, you drive its adoption.
Technical Implementation Phase
In this phase, you map the feature requirements. You also prioritize features and prepare a timeline for integration, test, and roll-out.
Throughout this process, you need to work closely with the vendor’s technical support team. It could involve defining use cases, designing existing and preferred workflows, providing access to your existing tools, and arriving at a workable solution. A meticulous documented approach in this phase will mitigate the risk of unpleasant surprises during testing and roll-out.
The outcome of the technical phase is not just a system that works well but also a documented SOP for troubleshooting and handling issues during teething and later.
There are two sub stages to the testing stage itself. In the first stage, you test the product in a controlled environment by trying the product for defined use cases. Your in-house team of testers can do it in collaboration with the vendor.
In the second phase, you test the product with a small group of actual users. It helps identify use cases that you might not have thought of earlier. It also helps iron out the rough edges in the user experience.
While this may sound like a regular software testing exercise, the end-users are your colleagues. Knowing users and their behavior provides you with a unique advantage. Therefore, you must incorporate the same into your use cases.
After investing money, time, and effort, it is only natural to look forward to a smooth roll-out with bated breath. With all the effort spent, the meeting room booking system may work flawlessly with no technical glitches. However, you are only halfway through if the system does not find any users.
You need to ensure the integration happens with the everyday workflows and not just with other tools. A solution that seamlessly integrates with your existing workplace practices is likely to fare better than one that sits on top of it. Therefore, it is a must to use a meeting room booking system that causes minimal disruption.
The second important aspect of the roll-out is communication. Apart from the ceremonial introductory mail, you need to publish how-to-use documents. You must also help popularize the benefits of the meeting room booking software– about how it makes life better for the employees.
Concurrently, you must be alert and open to feedback for improvement or fixing issues that crop up. If you find a feature particularly cumbersome to use, work closely with your vendor to find alternatives.
Meeting room booking systems do not just manage your meetings, but they boost efficiency and productivity in multiple ways.
There might be multiple choices, however, as the IT manager, you can foresee if the shortlisted solution is a square peg in a round hole. It helps avoid investing in a solution that does not serve your workplace needs.
Being involved from the beginning helps IT managers also understand the tool better. In addition to meeting room management, you can also find other workspace booking tools. It also allows you to make minor adjustments to your current systems.
Lastly, given the technical know-how, IT managers can help better adoption of a meeting room booking system.
IT Managers play a crucial role in every phase. So, they form an indispensable part in the implementation of a meeting room booking system.
Subscribe to our blog to know more about meeting room booking software.
A meeting room booking system gives facility managers real-time data about room occupancy and usage at any time. This means they can understand the demand for meeting rooms during the day and week.
Meanwhile, this occupancy data can be crucial in optimizing the space. In a hybrid work model, these insights show the actual footfall.
For instance, facility managers can convert unused meeting spaces into hot desks with such data. Therefore, a meeting room booking system cuts unnecessary costs and helps manage the available space better.
Often employees have to wait to get a confirmation for available meeting rooms. They have to wait for their manager’s approval. This results in a tedious process.
A meeting room booking system allows employees to find and book a meeting room on-demand using a mobile app. Additionally, these apps reduce the workload of facility managers.
A meeting room booking system allows reservations using multiple methods. This includes web-based booking, app-based booking, room-mounted display panel-based reservations, etc.
By syncing their data to the cloud, these methods facilitate a quick and fuss-free meeting room booking system, no matter the place.
Moreover, by democratizing room reservations, organizations can boost employee morale andreduce bias. Furthermore, it fosters a better working environment.
3. A Meeting Room Booking Solution Promotes Cross-Service Coordination
A glitch-free meeting requires staff to manage audio-visuals, computers, and conference units, along with room reservations. With a meeting room booking system, employees no longer have to book these services separately.
The software provides a single interface for choosing these services as well.
It also allows staff to access meeting room data easily. Additionally, they can plan their work around meeting room timings. For instance, the cleaning staff is notified immediately after a meeting ends. This will allow them to sanitize the room after a session rapidly.
4. It Handles Changes in Meeting Schedule and Cancellations Automatically
Updating meeting schedules and cancellations is a process many employees avoid since it is time-consuming and convoluted. A meeting room booking system can automatically detect empty meeting rooms in real-time.
The software detects meeting room no-shows by scanning for empty meeting rooms that remain unoccupied after a preset time-out. Further, they automatically mark these rooms as unavailable on the database.
Additionally, in case of a meeting rescheduling, a meeting room booking solution automatically notifies the concerned employees about the schedule change. This is automatic, quick, and convenient and reduces the manual burden of facility managers who usually manage these processes to a large extent.
Pitfalls of Installing a Meeting Room Booking System
1. Deploying a Meeting Room Booking Solution is an Investment
The cost of deploying new software, including buying, installation, product integration, and employee training costs, all add up over time. If an organization has a tight budget, getting an expensive meeting room booking system may not be best.
However, solutions like WorkInSync provide basic meeting room management features for organizations at a budget.
2. Employees May Take Long to Adapt to the Meeting Room Booking Solution
Despite conducting timely training sessions with employees, they might not be able to use them efficiently in one go. Adapting a new software takes time.
This is why most companies roll them out in stages over an extended time frame.
3. The Need to Install Different Apps to Manage Different Aspects of Work
Installing ameeting room booking system may make meeting room management easier. However, the software’s function is often just that. This means IT managers might need to install different software to manage other aspects of work.
For instance, they might need desk booking software to manage office space. This requires additional monetary investment as well as additional training for employees.
That’s why it’s crucial to choose a meeting room booking solution that accommodates numerous features with a simplified interface.
Whether or not a company plans to install a meeting room booking system depends on the benefits and pitfalls. It is necessary to understand both before adopting a new system.
Given the wide range of features WorkInSync packs, the software is sure to make meeting room bookings a smooth experience. Regardless of the budget or company size.
Moreover, WorkInSync’s meeting room booking system comes equipped with office scheduling, desk management, contact tracing, access management, and many other features. All of this ultimately renders it a one-stop solution.
Subscribe to our blog to know more about the latest developments in meeting room booking solutions.
Workplaces are changing. Hybrid work has introduced a balanced office model where some employees work from home, and others from the office.
Since the onset of the pandemic, organizations worldwide have witnessed a 12.9% rise in the number of meetings per person. Hence, in this era of hybrid workplaces, meetings are vital for brainstorming, decision-making, and collaboration.
According to a Gensler survey, more than 50% of respondents acknowledged that meetings are the primary reason for returning to offices. Today, with hybrid workplaces, meeting rooms will become a shared space for collaboration, engagement, and inclusion. Facility managers must optimize the meeting room management processes to build a valuable and safe collaborative space for all employees.
However, conducting outcome-oriented meetings while managing split teams can be a perplexing problem in a hybrid setup. Let’s look at some major road bumps that come with organizing meetings in hybrid workplaces. Let’s analyze whether innovative collaboration tools like meeting room booking software can help overcome them.
In the pre-Covid-19 era, managers seldom needed to observe meeting room size and occupancy. Earlier, overcrowding translated into no seats for latecomers. Today, overfilled meeting rooms can further the transmission of the virus within the space.
However, in the new reality of work marked by social distancing protocols, booking a small meeting room is crucial. Subsequently, enforcing occupancy limits and maintaining social distancing guidelines in meeting rooms is vital to the core.
With robust a meeting room booking system, employees can book meeting spaces in advance. Here, facility managers can monitor pre-scheduled meetings and occupancy levels in conference rooms.
Similarly, if the number of meetings increases on any given day, a meeting room booking software can help prioritize. It can lock key conference rooms for high-priority meetings adhering to office occupancy limits.
#Scenario 2 Meeting Attendees Didn’t Show Up
“Ghost bookings” are a common occurrence. This happens when employees book a slot for a meeting room. However, the meetings get rescheduled or canceled, resulting in no-shows.
Here, the booking stays as-is. Other teams who could have utilized the space end up using a room either too small or big for their requirements.
In such a case, deploying a meeting room booking software can automatically push abandoned spaces back to the available pool. This way, organizations can fully utilize the rooms that appear reserved but are unoccupied.
Additionally, intuitive meeting room booking software can also tackle another room scheduling challenge of “double-booking.” This is when two teams simultaneously arrive at the same room for a pre-scheduled meeting. Since meeting room booking software displays bookings and scheduling changes in real-time, it eliminates the scope of ambiguity and confusion.
#Scenario 3 Meeting Spaces Go Empty
A meeting room remains unoccupied for more than 5 hours in a standard 8-hour on-site workday. On average, meeting rooms sit empty for more than 70% of the day. As companies adopt hybrid work models, office premises will remain emptier on specific days, which means unutilized space will multiply manifold.
Companies can keep a tab on which room is occupied and when with modern-day meeting room booking software. This, in turn, helps IT managers equip facility managers with actionable data on managing meeting spaces.
For instance, in a hybrid workplace with four 20-seater conference rooms, most will remain underutilized on an average day. On the other hand, smaller 6-seater rooms will be of greater use given the limited number of staff in offices. With real-time data from meeting room booking software, companies can adequately use their meeting rooms.
For instance, unused larger meeting rooms can be divided into hot desks for freelancers and newcomers. They can create smaller collaboration spaces for teams to regroup routinely.
Since meeting room booking software will display live bookings, facility managers can monitor no-shows and double bookings. This will ensure that employees occupy the spaces and utilize them to their capacity.
In the post-pandemic work scenario, 84% of employees are concerned about returning to the office. Besides, 85% of employees admitted that health and safety in workspaces is a more significant concern today than before the pandemic. That’s why as employees return to office, cleaning operations must be synced with meeting room activities.
When workers share spaces and equipment like headsets, and keyboards, keeping them clean and hygienic can be quite a task. However, companies can use meeting room booking software to synchronize the post-meeting cleaning schedule with automated processes.
For instance, when a team leaves their conference room, the system notifies the on-facilities custodial staff. This way, they’ll know which room needs cleaning. The meeting room booking system can display the designated room as deactivated or offline during the cleaning period. Prompt and thorough cleaning etiquette significantly minimizes the risk of spreading infection in closed office premises.
Facility managers can also ensure that the real-time cleaning schedule of space is accessible to employees.
Meeting room booking software lets employees find and book conference rooms, lock amenities, and automate post-meeting cleanups. A modern-day, automated meeting room booking software eliminates the guesswork in scheduling, canceling, and rescheduling meeting rooms. It simplifies the booking process.
Besides, a meeting room booking software empowers facility managers with in-depth insights on room occupancy and utilization. This way, organizations develop a comprehensive space management usage, making informed decisions in allocating space, creating hot-desking spaces, etc.
What can a Meeting Room Booking Software do?
Managers can sign in to their space management desktop or mobile app to confirm the availability of a suitable meeting room.
Depending on whether the room is available, they can make a contact-free online reservation through the meeting room booking software.
Now, users can send out invites specifying meeting purposes and seating capacity. If users pre-register the guests, they can grant them access to the room in a locked period.
Here, e-invites can include details about safety prerequisites like face mask compliance, etc.
During show time, employees with invites can check in to the booked meeting room. If they don’t check-in, the software will automatically cancel the meeting and push it back to the available pool.
If workers reschedule the meeting, they can choose a time and date depending on the room’s future availability. Meeting room booking software also helps reserve amenities like notepads, projectors, sanitizers, etc.
Once the session concludes, the sanitization process can be initiated to clean the room.
How Can Companies Implement a Meeting Room Booking Software?
A successful hybrid work model is marked by three elements- collaboration, productivity, and space utilization. An advanced meeting room booking software rules out scheduling issues like false scarcity, ghost bookings, double-booked rooms, and phantom reservations. This, in turn, ensures top-notch collaboration, boosts productivity and provides an inside scoop into office space utilization.
So, let’s look at two ways organizations can deploy meeting room booking software.
#1 List the Features Required
a. Ability to tap into real-time, actionable datasheets with meeting room booking software
While meetings are monumental for collaboration, excess meetings can be a buzzkill. They can waste employee time and office resources. Facility managers should get the complete picture of space utilization management in office premises with meeting room booking software.
The right software will offer real-time data. This way, team leaders will know the attendees, availability, and sanitization workflow. An interactive, scalable meeting room booking software will provide in-depth insights into the booking patterns, cancellation frequency, and room. This will help facility managers better understand and plan their office space.
b. Ability to track employee movement and meeting room capacity with meeting room booking software
Another crucial factor is understanding how many employees use which conference rooms and how often. With this feature, meeting room booking software can help facility managers conveniently decide on the seating capacity of each room.
For instance, if employees reserve entire meeting rooms to work alone, organizations can create more hot desks to free these spaces. Companies can use meeting room booking software insights to understand how their conference rooms are operated.
c. Ability to minimize booking steps and costs with hassle-free meeting room booking software
While meetings are valuable, misallocating office resources and employees’ time can chalk up massive expenses. This means HR managers must cut down costs by eliminating unnecessary booking steps.
With meeting room booking software, reserving rooms and scheduling meetings should be a piece of cake. The software must automatically notify attendees about the location, health safety prerequisites, and time. Employees will no longer jump through hoops to book a meeting room and focus on work instead by reducing steps.
This way, the right meeting room booking software will save companies vast amounts of time and resources, especially in hybrid setups. Another must-have in hybrid workplaces is contactless meeting room booking software. The aim is to help employees select a meeting room from multiple locations using laptops or mobile devices.
#2 Plan Timely Training Sessions and Schedule the Rollout
Getting employees up and running with a new meeting room booking software can be done in several ways. Facility managers can either opt for face-to-face/Zoom training sessions or video tutorials and email.
a. Face-to-face or video call sessions
Before installing a conference room scheduling software, it’s best if facility managers can acquaint the workers with the new system. Managers can answer crucial questions associated with rollout plans, software features, etc.
b. Video tutorials
Employees might be working in different time zones. They might have busy schedules with no common time slot available. Facility managers can pre-record onboarding training materials and share video tutorials along with training documents with employees.
This way, workers can have a visual look at how to use the cloud-based meeting room booking software. Since they’ll watch the tutorial at their convenience, there will be no disruption to the team’s schedule.
After employees are familiarized with the conference room scheduling software, HR managers can share emails outlining the rollout plan with a timeline.
Meeting room booking software can transform how organizations collaborate, use office space, and ensure employee safety and productivity for the better.
Streamline meetings and pave the way for a safe, flexible, and seamless workplace experience with WorkInSync’s meeting room booking software. Comfortably integrate with Google Calendar and Outlook Calendar, save time and resources.
Subscribe to our blogs and get the latest updates on meeting room booking software.
Today, meeting room booking software forms the centerpiece of a hybrid workspace. In a Gensler survey, 50% of respondents said meetings are the main reasons for returning to the office. Even otherwise, people running around to find meeting space or requesting for one wasn’t an all too unfamiliar sight. As offices reopen, most companies are looking for a solution that suits their changing needs in the post-pandemic world. Concurrently, the workplace management software providers are also upping their game.
With the rising demand, several options have popped up in the market. Most of these solutions look great on paper and offer similar features. When you are out in the market, picking one could be overwhelming. We will try and make it easy for you.
Why is Meeting Room Booking Software Required?
Working in an office without a meeting room booking software is a challenge for everyone. And COVID-19 has only amplified the problems. Following are a few that most people can relate to:
1. Interruptions During the Meeting
You are in the middle of an important meeting, possibly handling a crisis, and then the door opens, followed by a “Excuse me… when is the room available?”
Apart from increasing your stress levels, such interruptions also hamper productivity. A meeting room software with digital signage on the door could help you avoid it to a fair extent.
2. Spontaneous Meetings that Take Away Your Booked Room
Ad hoc meetings require no introduction. People find a room, occupy it just when you are about to start your weekly review. Frustrating? Yes. Avoidable? Definitely yes.
Digital signage or a smartphone app can help people check the availability before occupying it. Alternatively, one can also quickly scan for other options available.
3. Double Bookings
To err is human. And so, you find two critical meetings booked for the same time and room. A meeting room booking software helps you avoid such time and location conflicts.
4. Zombie Meetings and Unoccupied Rooms
We all have that one meeting on our calendar that never happens but keeps a room booked for that hour. Without a meeting room booking software, workplace managers have no clue whether to keep the space reserved for that one odd exigency.
What are the Essential Features that a Meeting Room Booking Software Must Offer?
The list of features could be virtually endless. Listed below are a few essentials:
List available conference rooms, scheduled meetings, and other details like who has booked it and what equipment is required
Allow users to book available conference rooms, send invitations, and make modifications to details.
Provide multiple access levels. For example, workplace managers should be able to allocate or revoke user permissions. They should also have an insight into room usage, resource, and meeting details.
Ability to sync with calendar applications like Google or Outlook calendars
Top 5 Meeting Room Booking Software for IT Managers
The choice of meeting room booking software differs with business, office space, and even the types of meeting you generally have. Even as the needs differ, few solutions stand out for the convenience they offer. We have listed the top 5 meeting room booking software.
Ping is a meeting room booking software with a straightforward interface. It offers some basic features like room management, check-ins, and a mobile web app. You need to be a paid user For basic integrations like G Suite, Office 365, iCloud, and using the in-built analytics tool.
Enterprise users get a solution that complies with custom security requirements.
WorkInSync is a cloud-based workplace experience SaaS platform which specializes in converting conventional offices into hybrid workplaces. Its meeting room booking feature makes your workplace experience frustration-free and flexible. It helps employees save time by enabling booking of meeting rooms in advance through Google and Outlook Calendar.
WorkinSync’s solution with its interactive maps also makes it easy to find and book meeting rooms to maximize available space. What makes it an attractive solution is that it offers a complete suite of solutions – making integration easier.
Its other solutions include – employee scheduling, desk booking, contactless access management, visitor management, attendance management. The best part? It combines all these solutions (and more) into a single SaaS platform. Thereby helping organizations avoid hassles of third-party integration and ensuring a quick transition.
Also, it offers a 6-months free trial for organizations with less than 50 employees.
Condeco is a well-known name in the workspace scheduling software industry. While it is in no way limited to Condeco, it is one of its strengths. Its meeting room booking software offers several features. One of Condeco’s main talking points is the management of virtual and hybrid meetings.
Its other strength is flexibility. You can move meetings or swap rooms when required. It also enables the extension of meeting that stretches beyond fixed schedules.
Additionally, Condeco lets you set up the room type as self-serve, managed, or blind managed. It helps people decide on using the room the right way. For example, if you have a high-value external meeting, you can choose a ‘managed’ room with personnel available on call.
MIDAS room booking software is available as both cloud-hosted SaaS and as an on-premise solution. You can access it through a web browser from anywhere. However, it is not a pure-play room booking player; it is one of the many other solutions it offers. Its other offerings include staffing and equipment scheduling, send booking confirmations, reminders, and invoices to clients.
So, if you are looking for a room-booking software expert, you might want to consider other solutions.
Smartway2’s strength is its easy integration with Outlook and Office 365. It claims to have a robust predictive analytics tool to help improve your ROI by reducing resource wastage.
However, navigating through the software and exploiting its full potential could require some training. That’s what user reviews say!
When offices operated on full strength, the bigger ones too struggled to manage meeting room bookings.
As office spaces have shrunk, social distancing norms limit the number of people in the meeting room, and a part of the workforce is always remote, the challenge is different. It is also much more prominent.
The post-pandemic changes have turned meeting room booking software into a need. Not just big corporates, even smaller offices need a meeting room booking software – because ‘meetings’ are the only time you connect with others at work.
With the role of meetings transforming, it only makes sense for companies to invest in making the entire process more efficient. With the right booking software, you could start seeing impact almost immediately.
Subscribe to our blog to stay updated on evolving trends in meeting room booking software.
Meeting rooms are the pillars of a hybrid workplace. This also affirms the need for meeting room booking software for easy management. This blog looks at the importance of meeting rooms in a hybrid workplace and how software is essential.
When the pandemic struck, most organizations rolled out a work from home strategy, providing the tools required for true collaboration. In 12 months, we all have seen everything from Zoom to Microsoft Teams to Google Meet.
As the dust settles and we become used to the New Normal, the priority is to find tools that support hybrid workplaces, where some employees return to the office, and others work remotely.
“The challenge is understanding what the new work model will look like,” said Mark Bangerter, Director of User Experience and Organizational Change Management at Johnson & Johnson. Even with different studies showing us steady patterns, no one knows the correct percentage of remote, hybrid, and on-site workers. The balance will keep changing in the next two to three years; however, we need to be prepared. We need to determine the correct set up to support the hybrid work model.
Meeting Room is the First Step to Setting Up a Hybrid Workplace
Bangerter believes that the proper setup for a hybrid workplace begins with meeting spaces. In a hybrid setting, employees keep transitioning between working from home and the office. When employees choose to work from the office, meeting rooms can serve as a shared space for collaboration. For remote employees, these places are responsible for making them feel included.
In a hybrid work setting, meeting rooms are the perfect places for collaboration and engagement. “Meeting rooms must evolve,” said Irwin Lazar, an analyst at Metrigy. “The idea of 15 people walking into a conference room, putting a pot of coffee in the middle of the table, and spending all day in that room is probably not going to happen again anytime soon,” added Lazar. As more organizations adopt the hybrid workplace setting, they need to optimize meeting spaces with the right equipment or meeting room booking software.
The idea is to create an efficient working environment for all employees, regardless of their location. Experts believe that conference rooms are the gateway to a suitable hybrid workplace with the significance of meetings increasing. And like we mentioned earlier, meeting room booking software is essential to managing these.
But what is a meeting room booking software? And why do you need it? Keep scrolling to find it out.
What is a Meeting Room Booking Software?
This software allows users to book rooms, manage their schedules, check amenities and even automate the sanitization process. The primary idea is to take out the guesswork and streamline the meeting room booking process.
A meeting room booking software can be monumental in helping facility managers understand how rooms are being used and how often. It gives a holistic view of office space usage, allowing them to make more informed decisions.
Why do You Need a Meeting Room Booking Software for Your Hybrid Workplace?
A hybrid workplace is recognized by three critical elements- productivity, collaboration, and space utilization. An effective meeting room booking software ensures all three.
A Meeting Room Booking Software Improves Space Utilization
The implementation of a hybrid workplace is synonymous with saving space. Nevertheless, most organizations waste their space. On average, a meeting room sits empty 75% of the day. This means that in a typical 8-hour workday, a meeting room space is wasted for 5 hours.
In a hybrid workplace, where offices are emptier on certain days, wasted space doubles. With effective meeting room booking software, you can keep a tab of which room is being used when. This real-time data is pivotal to manage a hybrid workplace.
For instance, out of three large meeting rooms, two remain unused for most of the days compared to smaller conference rooms. Ultimately, you can divide the larger meeting rooms into hot desks or smaller collab spaces.
Since you can also monitor no-shows, you can ensure that the rooms are utilized to their total capacity.
It is about creating adequate workspaces and meeting room booking software to achieve the same.
A Meeting Room Booking Software Reduces Cost with Minimized Booking Steps
Inefficient meetings cost roughly $1,800 in excess email communication and between $2,100 and $4,100 in poor communication per employee annually. This misallocation of time and resources costs your company more than you know.
Meetings must be productive, especially in a hybrid setting. This means you need to cut down costs by removing all unnecessary steps.
With a meeting room booking software, all you need to do is book a meeting and a room. The software will inform the attendees about the location and time. Any changes can be easily communicated to them as well. By taking out the extra steps, you can focus on what you need to do!
The right meeting room booking software will save a great deal of time for the entire company.
A Meeting Room Booking Software Increases Employee Productivity & Collaboration
Ever since the pandemic, the average employee attends 60 meetings in a month. To be more precise, three meetings per day. According to a report from Steelcase, on average, 40% of employees waste up to 30 minutes per day looking for a meeting space. That cannot be productive.
Throw to the equation double-booked rooms, canceled meetings, and miscommunicated meeting locations. Productivity is the key to a thriving hybrid workplace. Therefore, the need for a meeting room booking software.
WorkInSync: A Meeting Room Booking Solution & More
A meeting room booking software is integral to a hybrid workplace. And this is an ever-evolving process. As more organizations adopt the hybrid way of working, similar booking and management solutions will come forth. WorkInSyncis one solution that manages everything in a hybrid workplace: desks, visitors, or meeting rooms. It is a solution that benefits the entire hybrid workplace. If you are looking for a similar solution, then request a Free Demo here.
You can also subscribe to our blogs and stay on top of the latest trends in a hybrid workplace.
In a recent Gensler survey, more than half the respondents said meetings with colleagues, socializing with people, and impromptu face-to-face interaction were the main reasons to return to the office. Most people said they miss meetings because it is tough to stay up to date and collaborate with others while working from home. And this is despite the virtual collaboration technologies. So, pandemic or no-pandemic, the conference room is far from dead. On the contrary, post-pandemic return-to-office makes a solid case for companies to invest in a conference room reservation system.
Why is a Conference Room Reservation System Required?
The conference room continues to be a focal point in the corporate world for planning, brainstorming, managing crises, and communicating.
One of the most common challenges or complaints heard in a modern office is the unavailability of a conference room when you need one. The ones available would be either too small or lack the necessary equipment. Even if you find one, the duration for which you hold it depends on your position in the hierarchy or the criticality of the meeting agenda. Else, be prepared for “sorry, we need this room now.” Getting a room, so to say, has been a perennial problem plaguing the corporate world.
Working in a corporate office, here are five common scenarios people encounter related to the use of the conference room.
1. Someone’s Booked It, But It is Unoccupied for The Past Half an Hour
No shows are a common occurrence. People book rooms for tentative meetings that don’t happen or get rescheduled. But the booking stays as-is. Result? An empty conference room that you can’t use. A conference room scheduling software can help you automatically push unoccupied rooms back to the available pool.
2. The Meeting Room You Booked is Already Taken
You are greeted with, “Are you sure you booked it?”, followed by “we will leave in a few minutes” or “you could take the one on the floor if it’s alright.” No, it isn’t alright. But most people are too polite to say it bluntly – at least not always.
Conference room reservation systems can eliminate any scope of ambiguity by displaying the bookings and even holding a room for a specific meeting.
3. One-person Meeting Self
It isn’t entirely uncommon to find people having an entire conference room to themselves. The reasons could vary from wanting a distraction-free environment to not finding a seat elsewhere. It could be your sales team visiting the office once a week or a bunch of new joinees waiting for seat allocation. While it’s okay to use unused rooms, conference room scheduling software can prioritize events and alert the occupants in advance about the upcoming meeting.
4. Meeting Rooms Stuffed Beyond Capacity
At the other end of the spectrum are overfilled meeting rooms. You can also find a few people standing for want of space. While on some other floor, four people might be occupying a 16-seater. A conference reservation system lets people book rooms based on the number of participants. Users can also input the equipment requirements to ensure that the room has a projector and a whiteboard.
5. Your Housekeeping Staff Somehow Missed Cleaning The Conference Room You Booked
Post-meeting clean-ups were always a must. In the post-COVID world, sanitization is a necessity. Without a way to monitor the start and end times of the meetings, timely housekeeping becomes a challenge posing grave health risks.
The conference room reservation system can alert your housekeeping staff to clean and sanitize the room for the next meeting. It can also be programmed to have dedicated time windows for cleaning.
More than operational issues, the fight for conference rooms can acquire unexpected dimensions leading to friction in working relationships. A conference room booking software can minimize turf-wars by bringing a healthy dose of transparency into the entire process.
What Are The Different Conference Room Booking Methods?
On a macro level, there are two methods to book a conference room.
1. Manual Booking Method
A manual booking method is fraught with issues but still popular among small and big offices alike. Some use stickies on the doors, while others display bookings on the screens. No matter how sophisticated these appear on the outside, the inside is hollow and fragile. Following are the common pitfalls of such a system:
It is tough to make people subscribe to a system that is malleable at its core. It isn’t entirely uncommon for people to use their position to bulldoze their way into getting a room for their meetings.
Workplace admins act as gatekeepers to the bookings and doors of the conference room. Unmanned rooms get stolen and often lead to friction. And the admin becomes the de facto mediator when conflicts arise.
Lastly, canceled bookings seldom get updated, and stickies on the door stay on.
2. Interactive/Automated Booking
A conference room reservation system eliminates the need for manual intervention, and lets technology take over. Meeting coordinators can themselves log into the app to find a suitable room with all facilities (projectors, video conferencing equipment, etc.) and book it. The system holds it for them.
The meeting coordinator can enter the details of guests and requirements for the system to allot a room.
If the check-in doesn’t happen in time, the users get a reminder, or the booking gets auto-canceled. It releases the room for other users. Similarly, it can alert the housekeeping staff on checkouts before releasing the room back into pools of available conference rooms.
What Are The Features to Look for in a Conference Room Reservation System?
When considering a conference room reservation system, categorize your requirements into must-have and good-to-have. It will prevent you from getting swept away from features you might never or rarely use. Here are five must-have features:
1. Real-time Data and Analytics
For conference room booking software, most people ignore the importance of data analytics. However, it is worthwhile to note that several pieces of research point to a negative financial impact of excess meetings. Keeping a tab on the time and money you spend on meetings can help you make them more effective and efficient.
Moreover, a product with data analytics capability tells us a lot about the maturity of the technology itself. So, real-time data and analytics is the number one feature to look for.
2. Intelligent Capabilities for Need-based Booking
A conference room reservation system must be able to recommend rooms based on user requirements. It should consider the number of participants and equipment requirements before displaying the options. Advanced booking systems also take into account the location of participants before suggesting rooms. Without this feature, chaos would surely creep in due to manual interventions.
3. Calendar and Messaging App Integrations
Expecting employees to log into multiple apps to schedule a meeting, you set up the scheduling system for failure.
An ideal conference room reservation system easily integrates with Google or Outlook calendars and lets people book meeting rooms from the respective interfaces. Concurrently, it also notifies the participants. If you are working in a large office, it also helps them find their way to the conference room.
4. Integration with Other Workplace Management Software
Conference room reservation systems cannot work in isolation – integration with other tools in the workplace management suite is a must. For example, integration with attendance management helps meeting coordinators ensure the availability of all participants before scheduling meetings. Similarly, integration with the team planner tells the system if some participants work remotely and decide if video conferencing is required. You can also integrate it with facilities management software to alert housekeeping staff to sanitize the room before the next meeting.
All systems and processes are incomplete if the loop isn’t closed with a feedback management system. Without feedback, workplace managers wouldn’t know if there are any lapses or leakages in the system. So, it is a must for the conference room booking systems to have an in-built feedback system.
How is the Conference Room Reservation System Relevant From a Health Perspective?
Today the most compelling reason for investing in a conference room reservation system is the health and safety of your employees. Because conference rooms are places where people aggregate, they provide the perfect breeding ground for the virus to multiply. A conference room reservation system helps in two ways:
1. Helps Adhere to Social Distancing Norms
By recalibrating the capacity of the rooms, you can limit the people density in the conference rooms. Cutting down the number of available seats in a room can help you comply with social distancing requirements.
2. Contact Tracing
As opposed to a manual booking system, conference room booking software helps you trace employees who attended a meeting with infected individuals. You can also figure out the people with whom they came in touch. Manually, the whole process would take a lot of time, increasing the risk manifold.
The use of conference room reservation systems streamlines meeting room bookings leading to tangible benefits down the line. From generating data about the utility value of meetings to providing a safe and healthy working environment, an investment in a conference room reservation system yields improved ROI.
Conference room reservation system offers numerous intangible benefits too – most important being reduced friction caused by the manual booking system. Transparency makes people subscribe to a system, curbing the tendencies to override or circumvent it.
More than ever, considering health safety requirements, conference room booking systems have become a necessity and no longer a luxury.
WorkInSync fulfills this need gap by providing a conference room reservation system that is easy to use, implement, and integrate. Cost-effective as it is, it also helps you realize a higher return per dollar invested.