7 Features of a Meeting Room Booking Solution that Make it Stand Out

Today, an office meeting is not just another work-related chore. In a flexible workplace, in-office meetings are the…

Today, an office meeting is not just another work-related chore. In a flexible workplace, in-office meetings are the only way employees connect with each other in person. 

So, if your company runs on a hybrid work model, you need to make sure that whenever your employees want to meet, you provide them with appropriate spaces. They must always have access to meeting rooms, conference rooms, and other collaboration spaces when they come to the office. 

However, the truth is meeting rooms are often underused and mismanaged in a hybrid workspace. This leads to space wastage. So, why does this happen? 

In many organizations, there are no room booking systems that provide employees with a convenient way to view and reserve meeting rooms. Or employees may not know how to work their way around the existing systems and find them too complicated. 

This is why it is important to have a centralized system in a hybrid workplace that ensures optimum utilization of space. The better the space management is, the more efficient your hybrid workplace model will work. But before you invest in a meeting room booking solution, you should know what features to look for. 

Seven Features of a Meeting Room Booking Solution That Make It Stand Out

  1. A User-Friendly Interface


No matter how good the software is, you won’t be able to leverage its benefits if your employees find it too complex to use. So, it is important that you look for a meeting room booking solution that has a user-friendly interface. 

Moreover, your meeting room booking solution’s interface should always be accessible by both onsite and remote employees. So, choose a meeting room booking solution that:

  • Remote employees can access it through a mobile app on their personal device
  • In-office and remote employees can access it via websites
  • In-office employees can access it via kiosks and display panels 
  1. Access To Easy Real-Time Workplace Analytics

A meeting room booking solution that provides real-time workplace analytics data can help facilities managers make informed decisions. How? Well, the data collected and stored by the meeting room booking solution is the key to understanding meeting room booking patterns, space wastage, and space utilization. 

So, if the data shows that a particular meeting room sits empty for months, facilities managers can shut it down or repurpose it into smaller offices. Or, if there is high demand for a particular meeting room, managers can create similar collaboration spaces to accommodate the needs of all teams. 

  1. Seamless Integration With Existing Tools

A meeting room booking solution easily integrates your data with existing collaboration apps such as Microsoft teams, Google Calendar, Google Suite, Slack, MS Outlook, etc. This way, you can sync your employee’s calendars and have clarity about their schedules by viewing them through your meeting room booking solution

This feature also lets your meeting room booking solution fetch employee data from your existing tools and store them in a single, centralized database. Thus, it eliminates confusion, double bookings, lost invites, and missed meetings.

  1. Allows You to Book Amenities

Sometimes, a meeting room may need additional equipment like whiteboards, projectors, stationery, etc. For long meetings, you may need to book catering services in advance. To avoid the hassle of last-minute arrangements, look for a meeting room booking solution that enables you to pre-book equipment and services.

  1. Offers Purpose-based Recommendations for Every Meeting

Suppose you want to book a meeting room for twenty people through your meeting room booking solution. It will not make sense to cram them into a small room. At the same time, booking an entire boardroom for this meeting will lead to space wastage. 

If you don’t know where to conduct your meeting, the recommendation feature of your meeting room booking solution can come in handy. The intuitive software will analyze existing meeting room data and recommend you meeting rooms based on availability, capacity, and purpose. 

  1. Accurate Report Generation

Regularly reviewing and understanding your meeting room usage is the key to a good space management strategy. However, it is not practical to conduct audits and manually analyze your meeting room utilization each time. This is where the report generation feature of your meeting room booking solution can come in handy. For example, you can instantly access comprehensive reports about:

  • booking frequency 
  • cancellation frequency
  • meeting timings
  • idle time
  • most and least used meeting rooms

Then, you can use this information to tweak your space management plans and ensure maximum space utilization. 

  1. A Convenient, Single Dashboard View

The best feature of a meeting room booking solution is that it allows you to view everything you need through a single dashboard. So, you can have all the information at your fingertips in just a few clicks. So, on a single screen, you can view and modify: 

  • Reserved slots 
  • Available slots
  • Canceled meetings
  • Booked meeting rooms and the names of attendees
  • Sanitization workflows

Invest in a Meeting Room Booking Solution 

With a meeting room booking solution, you can prevent space wastage, optimize space utilization, and provide your employees with a safe and functional workplace. With features such as real-time data analytics and report generation, you can get a holistic view of your office space, understand how it is used, and improve your space planning strategies. 

Check out WorkInSync meeting room booking solution. It is cloud-based, quick to implement, and easy to adopt. From managing your meeting space to room reservation, the meeting room booking platform improves user experience. You can opt for a demo today to learn more about the same. 

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