How Room Scheduling Software Supports Flexibility and Efficiency in the Workplace

Catherine Tansey
November 10, 2021
room scheduling software

With most teams back in the office at least part-time, companies are on the hook to provide flexible and efficient workspaces to keep pace with the rapidly changing reality of the modern workplace.

Desk booking software, team safety solutions, and room scheduling software have emerged to support hybrid workplaces and the teams that run them. Since hybrid teams split their time between the office and remote work, companies need a seamless and smart way to ensure shared workspaces are available when they need them. 

Smart conference room reservation systems make it easier for employees to connect 

The right room scheduling software gives employees confidence that they can book a conference room that suits their needs—whether for a client call, a one-on-one, or department meeting. And using a tool will give everyone peace of mind that the room will be available come the time of the meeting. 

In-person meetings often have higher stakes than a quick Zoom call—think a recruiting professional interviewing a top candidate for an open leadership position, or a creative lead pitching a client in-person. The last thing team members need is the added pressure of securing an appropriate room. 

Without a foolproof way to confirm their meeting space through a conference reservation system, employees risk delays from awkward double bookings, or may fail to secure a room at all.

As you continue to scale, logistical challenges grow, too. Additional employees, new lines of business, and physical expansion compound these challenges. So, it’s important to make sure your team has the space they need to do great work, without the hassle of trying to figure out which rooms are currently in use.

Existing tools don’t actually meet your employees’ needs

Lots of companies rely on their calendar’s room booking function as a stand-in for a conference room reservation system. 

But these “solutions” don’t eliminate issues like: 

  • Rooms that are booked and no-showed
  • Double-booked rooms that lead to confusion and delay
  • Meetings that run over—sometimes by hours
  • Improper space for the meeting’s needs

A complete room scheduling software solution for your office eliminates these issues and will streamline the conference room booking process for your entire team. 

Having a tool in place makes it easy for everyone to access the rooms they need, eliminates overbooking, and provides updates on bookings and availability in real time. 

What to look for when choosing your room scheduling software

That said, not all tools will be an improvement on your current processes. Other companies have made the jump to room scheduling software only to discover that it’s not an improvement from their previous system of booking rooms. 

So, it’s important to evaluate your options and your priorities carefully. When you’re courting conference room reservation systems, ask about the implementation process, post-deployment customer support, and look for a full suite of useful features. 

Look for features that allow you to: 

Maintain a database of your rooms

You need a solution that keeps stock of your various meeting spaces, the equipment they contain, where they’re located, the maximum occupancy, and any special features, like a window or proximity to a restroom, for example. 

An up-to-date database of your rooms helps employees select a suitable space for their meeting needs. 

Show real-time data on availability

Real-time visibility into room availability is essential. 

Too often, meetings are cancelled or moved without updating the system. Or, maybe a brainstorming session is going well and team members need a few extra minutes together. Employees need real-time information on what’s available, for how long, and who has booked it next. 

Integrate with the tools you already use, like GCal and Slack

Flexible integrations are a must for your room reservation system. 

Opt for a solution that lets employees make reservations and receive alerts through the tools you already rely one, like Google Calendar, Slack, and email so you don’t miss a beat. 

Allow users to check in and check out of meetings and free up rooms that are not in use

Workdays are busy and dynamic. Plans change quickly, especially in fast-paced startups and agency environments. 

You want a feature that ensures rooms are in use when they’re supposed to be, and otherwise frees them up for others to use. A check-in and out feature allows employees to confirm their presence with just a few taps of a button from a tablet outside the room as they enter and exit. 

See availability on tablet displays

With meetings changing and room reservations in constant flux, employees need the ability to see room availability and make reservations on the tablet displays just outside the door. 

Set capacity limits

A crowded meeting room pre-pandemic was uncomfortable. A crowded meeting room today is unacceptable. Look for a room reservation system that supports workplace and team safety with capacity limits based on room size or functionality. 

Provides data and analytics

Information on how workspaces are used and when helps you make the most of your space. Select a solution that provides insight to make data-driven decisions on space allocation and usage, like for how long meetings go on, what rooms are most in demand, and whether or not spaces are over or under-utilized based on occupancy. 

The right room scheduling software makes it easier for your team to collaborate

Companies need solutions that support the modern workforce, not another software tool that further complicates the employee workday. Opt for room reservation software that enables individuals and teams to access the spaces they need and collaborate with ease. 

If you’re interested in exploring Eden Workplace’s room scheduling software, you can read more about it here—or reach out to us today to schedule a demo.

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