As a factor that influences employee productivity and wellbeing, the organisation of workspaces, known as the workplace, is becoming a central concern for many managers.
From the layout of desks to the decoration of the premises and the choice between open-plan and partitioned offices, there are many possible courses of action. However, one of the most important aspects to address is meeting room management. As a source of conflict and lost time and efficiency, neglecting meeting room management can only have disastrous consequences for the company’s business. Everyone has experienced the Monday morning battle in which a host of groups compete to secure a meeting room. This conquest of the meeting room does not come without its share of disputes, which undermine team cohesion.
In this article, discover the tools and benefits of effective management of meeting spaces and meeting schedules.
The benefits of good meeting room management
Having several meeting rooms is undoubtedly a benefit for a company. Being able to hold several meetings at the same time, or to find a quiet place for business calls, is a real plus. However, many people neglect the organisation and management of these rooms, not considering it necessary.
Quite the opposite: managing meeting rooms effectively brings significant benefits.
Optimising the use of workspaces
A structured schedule for your meeting rooms improves how your workspace is used. It is a way of knowing how often rooms are used, so that you can adjust how they operate and gain insight into employees’ needs. Maximising the allocation of your spaces and limiting unnecessary expenditure are the watchwords of effective meeting space management.
An end to conflicts between employees over the meeting schedule
The inevitable consequence of poor meeting room management is the emergence of conflicts caused by a lack of communication. Putting in place, and sticking to, a schedule that plans how different people use the meeting spaces is an appropriate way to put an end to conflicts and improve internal communication. Your internal organisation and cooperation between your employees will be greatly strengthened as a result.
Time saved and better use of your employees’ time
Effective meeting room management helps optimise your employees’ schedules. By giving them a clear view of room availability, you save them from wasting time looking for available rooms, allowing them to concentrate on their work and the tasks at hand. This significant time saving is made possible by good internal communication and by respecting the schedule for your meeting spaces. It is a source of improved productivity for your employees.
The essential tools for good meeting room management
Managing your meeting spaces well obviously starts with putting a schedule in place. This tool is the first step towards good meeting space management, helping to organise flows and providing better communication. However, although essential, simply introducing a schedule for your meeting spaces is not enough, as it does not cover every aspect of the workspace management challenge (workplace management). Other tools are indispensable to achieve optimal management of your meeting rooms.
A flexible way to book your meeting spaces
To make the best use of your employees’ working time, allowing them to book from anywhere using a meeting space schedule, and mainly from their workstation (via their computer or mobile), is essential so that they can carry out this task quickly and efficiently.
Hybrid workspaces that encourage collaboration
The new realities of the working world, brought about in part by COVID-19, such as the spread of remote working, are forcing companies to adapt their workspaces. Modern meeting rooms must support hybrid meetings when part of the group is on site and the rest is remote.
Providing suitable equipment in your meeting rooms
Particular care must be taken over the equipment provided in your meeting spaces. Screens, projectors, suitable tables (oval, folding…), whiteboards… all of these items (and more) can be added to your meeting rooms to meet your teams’ needs and provide them with pleasant workspaces that encourage greater productivity.
Integrating the meeting schedule into Outlook
Setting up a schedule for your meeting spaces that can be integrated into your Outlook calendar is ideal for all your employees and for the organisation of your company. Such a tool simplifies the organisation and visualisation of the working day by centralising all planned activities, appointments and meetings in a single place. Your employees will be able to book a meeting space directly from their calendar.
Opt for an all-in-one meeting room booking tool
The meeting room booking software Hamilton Meeting is a scheduling tool for booking meeting spaces. This comprehensive tool ensures your workspaces are used to best effect. As all-in-one software, Meeting brings together a wide range of features: from integration with the Outlook calendar, allowing you to book your space in the meeting schedule, to a simple view of how spaces are used, as well as occupancy rate measurement and much more. All accessible through software that is easy to implement and highly intuitive, our solution is the one you need! Don’t hesitate to contact our experts for a free demo.