In our increasingly digital age, conference room scheduling doesn’t have to be tricky. However, many companies are still wasting time and money using outdated scheduling methods.
A comprehensive conference room scheduling solution should maximize efficiency, reduce scheduling conflicts and encourage collaboration. Not all solutions are created equal, though. To have the biggest ROI on your software investment, shop for conference room scheduling software with these key characteristics:
Easy to Use
It’s not rocket science—it’s conference room scheduling. An innovative software solution should be more high tech than a piece of paper and tape, but it shouldn’t be more difficult to learn or use than your other office applications. Consider purchasing software that provides effective resources for employee training and onboarding, since training is what helps you better run your business and have satisfied employees, unlike the 40% of employees who leave their jobs after a year due to poor training.
Quick Booking on Multiple Devices
Compatibility with mobile devices is increasingly important in the modern workforce. If you’re checking your email on your morning commute and receive confirmation for a meeting time–your conference room scheduling software should allow you to book it from your smartphone.
Additionally, employees should be able to view which rooms are open and quickly schedule meetings based upon the specific resources required for each meeting, such as projectors or phone systems. Regardless of location or the device being used, your software solution should provide for quick booking.
Did you know that an average of 20% of meetings are booked at the last minute?
Compatible with Existing Calendar Applications
Employees shouldn’t have to learn or transfer over to a new calendar application to book meetings. The process of transferring contact information, emails and calendar appointments from one application to another is time-consuming and often error-prone. To reduce errors and lost time, your scheduling software should fully integrate with your existing calendar applications, i.e. Google, Office 365 or Microsoft Exchange.
Run in Real-Time
Real-time updates are critical for fast-paced workplaces. Conference room scheduling software won’t do you or your employees any good if there is a lag in performance.
If your meeting is canceled, conference room displays and calendar appointments should be updated simultaneously to avoid scheduling conflicts. After all, your business runs in real-time, and your scheduling software should be able to keep with you.
Reports for Planning and Budgeting
In addition to providing employees with a versatile and easy-to-use conference room scheduling resource, your software should provide insight on how to use your meeting space more effectively. You should be able to view data about how your workforce is currently using conference rooms and use this information to optimize meeting schedules for the future.
An innovative scheduling solution should help you learn more about your organization’s meeting habits as well as what types of resources and technology are most frequently used. When planning for your annual budget, you’ll have a better idea of where your money can best be spent.
Promote Visibility with a Digital Display
Long gone are the days of taping a “RESERVED” sign to the door of your conference room—or at least they should be. When shopping for a modern conference room reservation solution, look for software that incorporates a professional digital display to hang outside your meeting rooms.
Digital displays should provide a daily itinerary for the conference room, indicate when a meeting is in progress and allow for automatic updating if an event is re-scheduled or cancelled. To reinforce your company image these signs should also be fully customizable.
Additional Resource Management
As an added bonus, some scheduling software can help manage other areas of your facility, including your reception area. Depending on the size of your company and the frequency of visitors, intercepting vendors and guests can be time consuming for one person to try and handle alone.
A visitor management system can help smooth the transition for visitors from the front of the office to their designated meeting areas. When properly in place and integrated with your conference room scheduling software, these systems also promote workplace safety and security protocols while seamlessly connecting your employees to visitors.
While meeting face-to-face is one the most effective ways to collaborate, it’s not always easy to achieve when you’re juggling multiple schedules, conference rooms, and tech resources. Simplify your facility’s resource management by selecting a software solution that streamlines productivity, reduces scheduling conflicts and provides valuable insight for the future of your organization.