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There's Never a Meeting Room Available at My Office. What Should I Do?

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When All Conference Rooms are Booked

There’s nothing more frustrating than looking for a conference room for a meeting or event at your office, only to find that all of the rooms are booked up when you need them.

As a last resort, you might be able to get an executive assistant or meeting manager to boot people from the meeting rooms they have booked, but this is not a long-term solution to meeting room shortages. What can companies do to ensure that meeting rooms are available to people when they need them, without having to move into a new office?

 

Provide Meeting Spaces of All Sizes

When most people think of meeting rooms, traditional boardrooms come to mind. But modern workplaces include many different types of meeting rooms, such as the following:

  • Theater/auditorium style
  • Classroom style
  • Huddle rooms
  • Videoconferencing rooms

It’s important for businesses to provide a broad range of meeting rooms with varying capacities and useful equipment and tools to ensure that people are able to find the type of meeting room they need, when they need it. Monitoring usage trends through a reporting tool is helpful because it can aid you in determining what types of meeting rooms are used the most frequently at your office, so you can plan out the design of your meeting spaces accordingly.

You might find, for example, that large meeting rooms are frequently being used for one-on-one meetings or video calls with just one person physically present. This might lead you to determine that you need to break up your meeting spaces into smaller meeting rooms rather than having large meeting rooms that aren’t being used to their full advantage. 

 

Use Resource Booking Software

You might be wondering how to get access to meeting room usage trends. That’s where resource booking software comes in. Resource booking tools allow you to book meetings and order services quickly and easily. They also generate reporting about how meeting rooms are used at your facility, so you can see which rooms are used the most often, which ones are underutilized, etc.

Resource booking software can be used to book conference calls and meetings with both internal and external attendees. It provides a visual overview of available meeting rooms, so you can quickly find a meeting room that is available when you need it. A meeting room booking system displays information about meeting room layout and capacity as well as imagery, so you can find the most suitable meeting room.

 

Use Digital Touchscreens Outside of Meeting Rooms

Resource Central is a resource and meeting room booking solution that integrates with Microsoft Outlook®, Exchange, and Office 365. Resource Central can also interface with digital signage that is displayed outside of meeting rooms.

Digital meeting room signs with touchscreens can be customized to match your company’s branding. They allow users to quickly determine the availability of a room without having to log into the meeting room booking system. In addition to displaying a meeting room’s schedule, a digital meeting room sign also allows users to book, start, extend, cancel, and end meetings right on the spot.

Digital signs can also be used to check into meeting rooms. If someone forgets to cancel a meeting and therefore doesn’t check in to their meeting room via the digital sign, the room automatically gets freed up. This prevents rooms that could be used by others from sitting empty because someone forgot to cancel their meeting.

Taking control of meeting spaces with a meeting room booking system is the key to maximizing the availability of meeting rooms and optimizing the use of existing meeting space. To learn more about Resource Central and how it can help your company optimize meeting spaces, sign up for a free trial or free online demo today.

 

 

 

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Tuesday, 07 April 2020