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How to Get Started With a Conference Room Management Solution

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How to Get Started With a Conference Room Management Solution

As offices reopen, it is essential to go back to in-person meetings. While Zoom is convenient, in-person meetings give employees unique opportunities to connect and collaborate with colleagues. And to ensure that these meetings are productive, facilities managers must provide adequate space. This is why meeting rooms and conference rooms are valuable resources in hybrid workplaces. 

Unfortunately, managing them can be a hassle.

If you usually keep track of your meeting rooms manually, you may find yourself in a fix. Suppose,  someone wants to book a room: 

  • How will you check which ones are available? 
  • What steps will managers take to book a room and notify participants? 
  • How will you make room for last-minute meetings? 
  • How will you ensure regular sanitization? 

conference room management solution is the most effective way to find the answers to these questions.

Why Do Hybrid Workspaces Need a Conference Room Management Solution?

A conference room management solution can

  • Help you manage data sheets, calendars, and floor plans digitally. This reduces the chances of human error.
  • Help you free up storage space by removing physical records.
  • Enable employees to view and book available rooms for ad hoc or future meetings.
  • Provide you with complete, real-time usage data of all conference rooms.
  • Integrate seamlessly with existing software.
  • Allow room reservation and management anytime and anywhere.
  • Help employees book post-meeting sanitization.
  • Automatically update the status if a meeting ends early or no one checks in.
  • Help managers restrict entry to certain rooms.
  •  Limit the number of people in each room to prevent overcrowding.

How to Get Started With A Conference Room Management Solution

To get started with a conference room management solution, you should:

  1. Look for a tool that best suits your needs.
  2. Implement it and help your employees use it. 

1. Selecting A Conference Room Management Solution 

The best way to pick the right conference room management solution is by looking at its features. You can make a list of your requirements and then check if your software meets them. For example, you can start by asking questions like: 

  • Is it easy to adopt and use?
  • Can it integrate with existing tools?
  • Does it provide real-time reports?
  • Does it allow you to monitor employee movement?
  • Does it cut down booking steps, and more.

Here is a quick look at why the answers to these questions are important.

Is it Easy to Adopt and Use? 

Quick user adoption is crucial for implementing any software successfully. So, select a conference room management solution with a simple, user-friendly interface that allows employees to learn and use it easily and quickly. 

Your employees should be able to book conference rooms in your office even when they are working remotely or traveling. A mobile app-accessible conference room management solution provides this facility and ensures easy booking anytime, anywhere. 

Can it Integrate With Existing Tools?

To make implementation faster, you must select a conference room management solution that integrates seamlessly with your existing enterprise software. This will help you manage the end-to-end process smoothly without using add-on tools.

Does it Provide Real-time Data and Reports?

As a facility manager, you should have a complete overview of meeting room management and space usage with your conference room management solution. This will help you stay updated with the real-time status of all spaces. 

Your meeting room booking system should also generate advanced reports about the utilization rate, booking patterns, etc. This will help you distribute resources efficiently and lower operational costs.

Does it Allow You to Monitor Employee Movement?

Tracking employee movement will help you understand how many people use conference rooms and how often. This will help you determine the seating capacity for each room and offer insights into how they operate.

Does it Cut Down on Booking Steps and Costs?

Unproductive meetings cost about 1,800 USD in excess email communication. Add to it the time and resources employees lose while looking for an available meeting room, booking it, inviting people, etc. Additionally, misallocation of resources can cost you dearly.  

conference room scheduling software can eliminate confusion and reduce booking costs. 

2. Implementing The Conference Room Management Solution

Once you have selected your software, you can move on to creating an implementation strategy.

However, before rolling out the conference room management solution, you must familiarize your employees with the system. Listed below are a few ways to do this

  1. In-person or Video Training Sessions: You can schedule an onsite or virtual training session to introduce employees to the software. You must explain the features, rollout plans, and troubleshooting methods. 2.
  2. Video Tutorials: If your remote employees work from a different city, you can pre-record video tutorials for them. You can also share these videos with the onboarding documents for new hires. 

After training your employees, you can share emails to communicate the implementation process and the timeline.

To Sum Up

conference room management solution helps you boost employee productivity, minimize operational costs, and manage your conference rooms better. 

Transform how your employees collaborate and create a safe and flexible work experience with WorkInSync meeting room booking software. Not only does the app allow you to book a meeting room, but it also helps you track room usage. You can integrate the meeting space with Google calendar owing to WorkInSync. 

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