Smart scheduling is required to avoid conflicts with meeting room bookings. Specific standards can be met with a Meeting Room Booking System. Think of it as the first piece to the puzzle that is efficient room bookings. Once you get into the habit of managing the entire process, disruptions from inefficiency will become nonexistent.
Do You Have A Scheduling System?
Without a scheduling system, conflicts are a guarantee. With scheduling system, you get an integrated way to remind individuals and groups about upcoming appointments for rooms. It syncs up to email systems and calendars, leaving no room for misunderstandings about bookings. To make it more foolproof, you can create a visual system that shows empty and occupied rooms based on time. Any potential conflicts can be marked with an icon of your choice. It’s a small touch that adds a little bit of professionalism to the workplace.
Enforce Your Policies
Employees will always find a way to cheese weak booking policies. Look over your current setup and resolve any policies that can be exploited. Communicate your current booking rules to the workers so that they know it is enforceable. That gets rid of any potential excuses about misunderstanding how a rule applies to rooms. Prioritize cancelation rules, which remain one of the most abused responsibilities in a workplace. Cancelations (when done right) prevent room conflict, overflow and workplace unrest about booking abuse.
Ensure All Rooms Are Used
Some meetings are held in specific rooms for their view, space or features. Naturally, there will be times where rooms are favored. This leaves plenty of unused rooms in your building while employees fight over bookings with only a select few rooms. One way around room misuse is to assign specific meetings/groups to certain rooms. Another way is to promote rooms that are not used as available – not all employees are aware that there are unused meeting rooms in your company. The more creative you are about marketing the rooms, the less likely you’ll end up with several empty spaces.
Upgrade Specific Rooms
Favoritism for specific rooms can sometimes be traced back to a small feature upgrade. Comfortable chairs, better desks, upgraded phones or even better presentation software. These are small upgrades that balance out every single room in your building. If it doesn’t cost a lot of money to make a space identical, then save yourself a future headache. If space is the only difference when booking, you are more likely to max out your availability. Meeting room booking software is helpful in this instance since it can show current amenities when setting up a meeting. This creative touch encourages smaller teams to not hog the larger spaces from groups that need them. In a busy office setting, this is a surefire way to avoid chaos.
Productivity will go through the roof once you understand the flow of meeting room bookings. It’s not a complicated process when certain rules are put in place. You’re in full control of how a room is booked, and employees will be more open to the improvement.