ROOM SCHEDULING SOFTWARE RESOURCE

How Room Scheduling Software
Benefits Your Bottom Line

Imagine meeting rooms have become so scarce that your employees are booking them months in advance. Some department managers have started reserving rooms for the entire year, whether they need them or not. When another team needs to get together for an impromptu gathering, you have no idea which rooms are actually available. 

Now your conference rooms have become a battleground. Your teams have to go off-site to discuss pressing matters. There’s a lack of privacy. And everyone blames their favorite scapegoat—the IT department.

This sounds like a fictional workplace dystopia, but it’s a real problem—and one that’s hardly unique. Fortunately, there’s a simple solution.

Here, we’ll show you how room scheduling software solves three pressing problems for enterprises and how to choose the right solution.

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3 Problems Room Scheduling
Software Solves

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Problem

1

A Lack of
Collaboration
& Productivity

The average employee attends 60 meetings a month, or about three per day, according to a Verizon research report.

That’s a considerable amount of every workday dedicated exclusively to meetings. The time it takes to schedule meetings may not seem like much in comparison, but even if it’s just 10 minutes a day, that time really adds up.

Global Workplace Analytics has developed an equation to quantify  the financial impact of making incremental improvements in employee productivity. You can easily apply this to your meeting room booking process.

Assuming the average employee earns $85,000 a year and their time is valued at $.71 per minute, eliminating 10 minutes of wasted time saves them $7.10 per day. If your organization has 1,000 employees working 250 days a year, that’s a savings of $1.8 million.

For that same cost, you could hire an additional 20 employees!

The best room scheduling solutions allow employees to see the availability of every meeting space in the office simply by checking the panel or their mobile app.

Aside from saving employees a few minutes every day, it also saves them a lot of frustration. They no longer have to fight with their colleagues over a room or stake their claim to a space weeks in advance.

And when it’s easy to find a place to meet, it’s easier to have quick, impromptu discussions that keep projects moving forward. Employees can reserve conference rooms as well as informal huddle areas where they can brainstorm or give important updates. They can also reserve smaller rooms or booths where they can work quietly or have a closed-door discussion with a colleague.

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How to Recapture Wasted Space

Teem’s room scheduling software makes it easy to recapture wasted space by freeing up rooms that are reserved but empty.

One of the most valuable insights you can see is your room recapture rate.

Room recapture rate

Is the number of minutes employees spent in meeting rooms that were reserved but not occupied. For instance, if Brady reserves a room from 1-2 p.m. but doesn’t check in after 15 minutes, the room becomes available again. Cami needs to discuss some emerging issues with her team and reserves the room from 1:30-2. The extra half hour she spent using that room is considered “recaptured” utilization.

It’s time the room would have otherwise been empty. This is valuable data you can use to calculate your return on investment.

Teem’s analytics go beyond the data to give you specific, actionable recommendations for your workplace.

For instance, recommendations to improve your room recapture rate might include enabling the check-in feature on room scheduling panels.

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How to Choose The Best Room
Scheduling Software

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If you’ve looked into a room booking system before, you’ve probably come across a number of free meeting scheduling tools and platforms. You might be wondering whether a paid solution is really worthwhile.

But as the old saying goes, you get what you pay for—and sometimes free meeting scheduling tools can cost you more in the long run.

To get the most return from your investment, consider these important factors:

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100% SaaS

Traditional hosted software solutions are expensive to maintain and update. Software-as-a-Service (SaaS) is the preferred choice of modern-day workplace solutions because of its subscription-based pricing model and flexibility.

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Integration With Floor Plans

Any effective room scheduling tool needs to have space management software as its backbone so you can see occupancy and vacancy in real time.

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Offers More Than Meeting Booking

Not all reservable spaces in your workplace have walls. As more organizations shift away from assigned seats to a more agile work environment, desk booking is becoming increasingly attractive. So is the ability to reserve huddle areas.

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Connects To Calendar Apps & Notification Platforms

Your room scheduling software should integrate with calendar apps like Outlook, Google Calendar or iCal, as well as notification platforms like Slack.

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Offers Actionable Insights

The solution you choose should give you actionable data that helps you improve space utilization, fix broken or missing assets and be smarter about maintenance.

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Streamlines Work Requests

No one wants to meet in a room with technology that doesn’t work properly. But you know all too well employees will complain about something a dozen times before submitting a formal request to fix it. Make it easy for them (and your team) with room scheduling software that allows them to submit requests simply by tapping a panel.

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Integration With IoT Sensors

Eliminate “ghost” bookings with room scheduling software that integrates with IoT sensors and triggers automated cancellations if sensors don’t detect any activity.

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Accessible On Any Device

Employees should be able to book rooms via a mobile app, wayfinding kiosk and digital room scheduling panels as well as their computer.