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26th Oct, 2021

Why should a business use a meeting room booking system?

Solihull Editorial 12th Aug, 2020 Updated: 14th Aug, 2020
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Collaboration is an intrinsic component of modern business functions. Businesses, especially larger ones, have offices and clients around the world- operating in various time zones. Work tends to take place in meeting rooms with the aid of technology to facilitate video conferencing. Regardless of this, businesses can struggle to use meeting room spaces efficiently and scheduling issues are more common than one may think.

Meetings are vital: they promote inclusion and provide opportunities for discussion and information exchange between employees within businesses. Projects move forward, disputes are settled, and agreements are made in large part due to the processes used in and the outcomes of productive meetings.

When a basic online calendar is used or the scheduling task is delegated to a single employee in an office building, incidents of overlapping schedules for key employees and double-booked rooms may become commonplace. The booking of meeting rooms can be a logistical nightmare without the right tools. A simple solution would be to use a software-based meeting room booking system such as Resource Central, which is offered by the Danish company Add-On. Using one software solution provides employees with control and eliminates the need for further systems to schedule meetings.

Resource Central makes booking meeting rooms a simple, easy-to-complete task. Employees can, for example, check room availability within the office space, invite attendees and use a Meeting Label to clarify the topic or purpose of the meeting. It is also possible to order catering and other services, such as preparing AV technology in the meeting space prior to the session.

Flexibility is important in today’s work environment- a centralised booking system should be accessible from any location and on any device. Resource Central has filtered search options, a user-friendly interface, supports multiple languages, a reporting module and time zone support. All these elements make it especially well suited for a modern workforce. Dictating the overall nature of the meeting and its outcomes can still remain a challenging task for the employees, however. Therefore, their well-being and attitude is also important to consider in relation to the booking system used; the booking system can reduce certain stressors for employees.

Long-hours and long-meetings can be draining. Employee motivation is extremely important for productivity. It can be challenging to motivate employees in meetings which are poorly organised. A successful meeting has a clear purpose and runs according to schedule. If the schedule itself is unclear, important meetings may be delayed or derailed. An efficient meeting room booking system ensures that every participant is up to date on the location and purpose of the meeting. It also helps maintain the brand status of the business in the eyes of any visiting clients.

Meeting room booking systems save time, automatically handle cancellations, prevent errors, and monitor room usage. Businesses can look for solutions which are easy to use, accessible anywhere, provided by companies with established clients, have real-time synchronisation, are scalable and have customisation and filtering tools.

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