Irrespective of the industry or culture of work, meetings form the heart of all businesses. According to a study conducted in 2021, people attend 11 to 15 meetings on average per week. As more and more organizations adopt a dynamic workplace, it has become essential than ever to optimize the meeting room booking.
Meeting rooms provide the right environment to brainstorm and share ideas with employees and clients. Meeting rooms have the edge over other open places that might be distractive to hold a crucial discussion. They provide better privacy, convenience and improve productivity.
Meeting room booking software helps companies ease booking a meeting room and ensures improved efficiency through a frictionless process. This article shares valuable information on how to choose the best meeting room software for your organization.
Simple and easy to use
The primary features of a meeting room software should be its simplicity and ease of use. End-users must be able to use the software effortlessly in any of the multichannel modes, including web and mobile apps, through a smartphone, tablet, or desktop. This criterion in the checklist is vital in choosing the best meeting room booking system for any enterprise.
Integration with other apps
The best meeting room booking system integrates other applications like Outlook Exchange, Office 365 calendar, Skype, Zoom, and Teams. The integration with other apps enables you to book rooms with even the most complicated requirements. It provides a complete meeting experience with a streamlined process, notification alerts, and video conferencing features.
Wayfinding and Digital signage
We have outgrown the paper and pen era. Gone are the days when you had to write or take printouts that read ‘Meeting Room Reserved.’ The best meeting room booking system utilizes digital signage and wayfinding software to replace the conventional booking methods. Digital signage uses a touchscreen merged with the robustness of the room scheduling platform. You can place the digital signage in easily accessible areas like the reception or outside meeting rooms to check availability and location to book rooms conveniently.
Visualization of the booking process
The cumbersome traditional meeting room booking process might require going around the office premises searching for available rooms. The best meeting room booking system can help you overcome the problem by visualizing the entire process. Advanced meeting room software gives the entire floor plan a graphical representation to know information like available rooms, size of the spaces, and location of the required rooms.
Book anytime, from anywhere
Organizations have embraced a dynamic workplace with a hybrid work culture that includes work from an office and remote work. This change in the working models has raised the need for meeting room software to be accessible anywhere. A meeting room booking system understands the need of the evolving workforce. It allows you to access the software anytime and from anywhere on the go, through mobile apps.
Improves ROI
With digital transformation taking over every industry, it is time to consider moving to the digital route for booking meeting rooms. The transition from a traditional tiresome meeting room booking process to advanced software ensures your organization achieves a great Return Of Investment (ROI). The best meeting room booking system provides improved efficiency in locating meeting rooms in time and brings optimal space utilization that saves a lot of money for your company.
Increases collaboration of remote teams
After the COVID-19 pandemic, remote work has become the new normal as a safety measure. Though some offices have opened their facilities for employees, many continue to work from home. An optimal meeting room booking system must support the collaboration of remote teams in meetings. It must integrate with video conferencing apps like Skype, Zoom, or Teams to provide meeting links for those employees who cannot attend the meeting from the office meeting rooms.
Efficient space utilization
There are cases where a team books a meeting room but doesn’t show up. Situations like these prevent other teams from accessing the meeting room and create inefficient space utilization. The best meeting room booking system handles ‘no show’ meetings by updating it in real-time in their app. If unused after a specific time, other people looking for available rooms can book the room, reducing the under-utilization of space and expenses incurred in booking external meeting rooms.
Summary
Meetings continue to be an essential part of any business, and companies are looking at ways to make it more employee-friendly and accessible. Before investing in a meeting room booking system, consider the above-explained points to ensure you get the best platform for your business. The meeting room booking system from Rendezvous is a one-stop solution for all your meeting room booking needs.
Redefine meeting room booking for your organization. Get a seamless booking process every time with Rendezvous’ meeting room booking software. Reach us now to know more.
