Challenges of Managing a Meeting Room & How Meeting Room Booking Software Solves It

Ever since the pandemic, organizations have witnessed a 12.9% rise in the number of meetings per employee. It goes without saying that in the era of hybrid workplaces, where some employees work from the office and others remotely, meetings are critical to brainstorming, decision-making, and collaboration. 

Meeting rooms have become essential as shared spaces in the new workspaces. Therefore, facility managers are tasked with optimizing and managing these spaces as seamlessly as possible to ensure that all employees have a valuable and safe collaborative space. 

meeting room booking software  allows employees to schedule conference rooms, book amenities, and automate post-meeting sanitization. A meeting room booking software eliminates the guesswork in managing a meeting room, further simplifying the booking process. Besides, a meeting room booking software provides in-depth analytics of meeting room utilization. 

However, conducting result-oriented meetings while managing scattered teams can be a perplexing problem, especially in a hybrid workplace. Let us look at some significant challenges of managing a meeting room in a hybrid workplace and how adopting a meeting room booking software can provide the perfect solution. 

  1. Overcrowded meeting space 

Before COVID-19, managers seldom needed to observe meeting room size and occupancy. However, with social distancing protocols, the managing process of a meeting room becomes crucial. Managers need to enforce occupancy limits and maintain social distancing guidelines in meeting rooms. 

A meeting room booking software allows employees to book spaces in advance. Managers can monitor schedules, cancelations, and other utilization purposes for each conference room. They can keep an eye on the occupancy monitor, thus avoiding overcrowding problems. 

  1. No-shows for meetings 

“Ghost bookings” are pretty standard. An employee books a slot for a meeting room; however, the meeting gets rescheduled or canceled. The employee forgets to free the conference room, resulting in a no-show. Maybe another team could have utilized the space, but it remains unused because it was not released for booking. 

Deploying a  meeting room booking  software will automatically push abandoned meeting spaces back to the available slot. The organization can utilize the rooms properly as a result of this, additionally reducing no-shows. 

  1. Sanitization status 

85% of employees in a survey revealed that safety in workspaces is a significant concern today. Organizations have to take extra measures to ensure that each meeting room is sanitized before being ready for use. 

Organizations can use meeting room booking software to synchronize and automate the post-meeting sanitization schedule. For instance, once a meeting is done, the cleaning staff is automatically informed, which will allow them to clean the space for use. Facility managers can also ensure that the real-time cleaning schedule of a  meeting room  is accessible to all employees, prompting them to book sanitized rooms that are ready for use. 

A meeting room booking software can be instrumental in eliminating the common challenges an organization faces when managing these spaces. 

Back to top button