When your team must collaborate in-person, a well-oiled Meeting Room Management system is essential. It can transform your office to a place of collaboration, end the frustration of booking meetings and allow teams to thrive in today’s multi-faceted workplace.

Centralize Meeting Room Management to avoid repetition of scheduling efforts and ensure everyone has access to the same meeting space data. Establish clear policies for booking and guidelines for managing the use of rooms including the length of time they can be booked, as well as the procedure for cancellation of meetings. To avoid conflict and confusion implement policies through automated notifications and reminders.

Make sure your software for meeting rooms is compatible with office software your team utilizes, so that it’s easy to reserve spaces for meetings on the go. The best options allow employees to book rooms on their personal calendars. They also have a mobile app that is dedicated, as well as a display outside each space which shows the availability in real time.

Make sure that the solution lets you see the way each space is utilized so that you can pinpoint areas that could be improved. Consider adding a check-in period to spaces that are usually used for meetings that are only for one person. This will increase the number of people who attend and allow you to use larger conference rooms for other uses. Being able to access detailed analytics can also provide details about peak usage times to help you plan your schedules in advance to avoid conflicts in scheduling and wasteful energy usage.