Meeting room booking system has become significant for a hybrid workplace. When employees choose to work from the office, meeting rooms can serve as a shared space for brainstorming, decision-making, and collaboration. For remote employees, these places are responsible for making them feel included. Office admin/ facility managers must optimize the meeting room management processes to build a productive and safe collaborative space for all employees.  This calls for optimizing meeting spaces with the right tool i.e., the meeting room booking software.

But what is a meeting room booking software? And how to create a meeting room booking system? Keep scrolling to find it out.

What is a meeting room booking software?

Meeting room booking software allows employees to book, access and use meeting rooms in a hassle-free and productive manner. With today’s automated meeting room booking software, you can schedule, cancel, and reschedule meetings with ease. By simplifying the booking process, you can save time and money.

The software also provides facility managers with in-depth information on room occupancy and utilization. This allows organizations to develop a comprehensive space management system, enabling them to make informed decisions in allocating space, creating hot desks, etc.

Basically, an effective cloud-based meeting room booking system allows employees to:

• Book meeting rooms
• Invite guests
• Sync the meeting with their calendars
• Send and receive notifications
• Reserve amenities and equipment required
• Reschedule and cancel the meeting
• Allow cleaning staff lean time to sanitize the room
  

How to create a meeting room booking system?

Collaboration, productivity, and space utilisation are three major characteristics of a successful hybrid work model. An ideal meeting room booking software eliminates scheduling issues such as false scarcity, ghost bookings, double bookings, and duppy reservations. This, in turn, ensures excellent collaboration, increases productivity, and provides insight into office space utilisation. So, let’s take a look at two ways that businesses can use to create meeting room booking system.

1. By listing the features required
2. Ability to tap into real-time

Collaboration is paramount in meetings, but too many meetings can be a drain on productivity. It can be a waste of time and resources for both the employees and the organization. Using meeting room booking software, facility managers can monitor space utilization in office premises.

It is important to choose software that offers real-time data. By doing this, team leaders will be able to keep track of attendees, availability, and sanitization workflows. With an interactive, scalable and cloud-based meeting room booking system, you will be able to see detailed information about booking patterns, cancellation frequency, and room configuration. It will help facility managers plan their office spaces more efficiently.

1. Ability to make capacity-specific bookings

In hybrid workplaces, space is optimized for maximum efficiency. The likelihood of wasting space is reduced significantly when meeting rooms are scheduled according to capacity. With capacity information for each meeting room, it’s easy to find the perfect space.

1. Ability to make contact-free bookings

Touchless systems are becoming a must-have for hybrid workplaces. truMe’s cloud-based meeting room booking system allows you to choose a meeting room from your laptop or mobile device from multiple locations.

1. Ability to minimize booking steps

A right meeting room booking system must automatically notify attendees about the location, health safety prerequisites, and time of the meeting. Through fewer steps, employees will no longer need to jump through hoops to book a meeting room, so they can focus on their work instead. As a result, companies can save a great deal of time and money by using the right meeting room booking software.

2. By timely training sessions

Before installing any meeting room booking software, it will be great if the facility manager can acquaint employees with the new system. Facility managers can either opt for face-to-face/Zoom training sessions or video tutorials and email.

Management of meeting rooms can be a challenge if it is not done correctly. In light of the increased use of meeting rooms, effective meeting room management software can unlock a seamless hybrid workplace. With truMe’s cloud-based meeting room booking software, you can streamline meetings and create a secure, flexible, seamless workplace experience. It integrates seamlessly with Google Calendar and Outlook Calendar, saving you time and resources.

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