It’s easy to find mounds of advice, books, webinars, and even full seminars on how to make your meetings more effective. While these are all great resources, one aspect of successful meetings is constantly overlooked – meeting room management.
We’re not talking about establishing a meeting agenda or being strict with time allotments. Rather, we’re talking about the actual management of meetings themselves. When and where they happen, if they need to be moved from one conference room to another, and integrating them automated office technology in order to increase meeting efficiency.
With that in mind, let’s take a look at the four must-have features you need to look for in every meeting management software solution you consider for your business.
Meeting management software worth its salt will have one majorly important factor – it’ll allow for complete transparency. By that, we mean transparency in the ability to see and access the details of a meeting, the schedule, and details on the meeting space.
This not only helps get everyone on the same page but reduces time spent asking questions concerning a meeting’s topic, length, and location, thereby increasing overall meeting efficiency.
If you have any recurring meetings on your schedule, answer this question: how often are those meetings skipped or moved around? And how much meeting space is wasted because other people in the company know you have that conference once a week at a certain time block?
Adding the ability to check in to meetings reduces wasted conference room space and alerts everyone else when a meeting is ready to begin.
Building on our last point, the truth is that meetings need to be as adaptable as businesses. You need meeting management software that allows you to update, cancel, or move meetings on the fly. You’ll also want these changes to be visible across the entire shared calendar, so the rest of the company – and other meeting participants – can stay looped in on what’s happening via their mobile devices.
In addition, when you integrate the ability to update, cancel, or move meetings into your company’s calendar system, it’s not much more work at all to have that integrate with emails as well. This way everyone receives updates on meetings and won’t have to manually check the calendar.
Lastly, you’ll want meeting management software that has the ability to integrate closely with your automated office technology and also supports the latest calendaring systems as well. From voice-activated software and hardware in the meeting room to automated scheduling, you need a system that connects with your existing processes.
Running better meetings isn’t always about strategy and scheduling; sometimes, it’s really just about management.