Knowing your average meeting length, or how long a typical meeting lasts, gives you more insight into meeting behaviors at your workplace. This can help you determine how to adjust room scheduling settings.
Research from design firm HOK shows nearly 75% of all meetings are attended by two to four people. Yet most meeting rooms are designed to accommodate much larger groups. Understanding your average meeting size can help you adjust your conference rooms to better meet the needs of your workforce. You can even sort average meeting times by location to see how meeting habits differ from one office to another.
A ghost meeting is a single meeting that no one attends. Even though the meeting doesn’t happen, it still “haunts” your calendar, preventing others from reserving the space. You can minimize ghost meetings by requiring employees to check in when they use Teem’s room scheduling software.
We all experience meeting cancellations from time to time, but if your team frequently schedules meetings and cancels them at the last minute, there’s a good chance you have room for
improvement when it comes to conference room
utilization—and meeting culture in your workplace. Looking
at data on the number of meeting cancellations can show you
whether or not your workplace is improving in this area.
Analyzing data on how many meetings are scheduled in advance versus scheduled at the last minute gives you more insight into meeting behaviors at your organization. If most people are scheduling meetings ahead of time, there’s a good chance they’re scheduling them through a mobile app, rather than your room scheduling panels.
Office space occupancy is your total occupied space, divided by your total available space. If your workplace is designed to seat 100 people and you only have 60 desks occupied, you have a 60% occupancy rate. A good space management software solution makes it easy to see occupancy rates for every building, floor and department.
Room recapture rate represents the number of times a room was reserved and then made available again because no one attended the meeting. For instance, if Brody had a room reserved but no one showed up after 15 minutes, the room was made available for someone else to use in Teem’s room scheduling software. Another employee “recaptured” the room for the 45 minutes that it would have otherwise been reserved but empty. This is an important conference room utilization metric and a great way to track the ROI of your software.
True room utilization is an important workplace metric that tracks how often your team is using its existing space. Teem has found that the optimal usage for individual rooms is between 3.5 and 6.5 hours per day, depending on your organization’s size and the time of year.
True room utilization is different from perceived utilization, which is the number of rooms employees think are in use because they appear to be reserved. You can improve true room utilization by enabling the check-in feature and Zombie Hunter within Teem’s room scheduling software.
Any scheduled meeting without participant check-in is considered unattended. It’s important to keep track of unattended meetings so you know how much conference room space is potentially going to waste.
Untracked meetings are meetings where check-in is not enabled in Teem’s room scheduling software. These are missed opportunities for improvement. As management expert Peter Drucker famously said, “you can’t manage what you don’t measure.”
Tracking the number of visitors who come to your workplace is important, especially if you have decided to limit the number of people in the office at one time to maintain safe distancing.
Using Teem’s visitor management software, you can analyze trends by visitor type (such as clients, contractors and guests), and also see historical averages for the number of visitors on any day of the week. This can be useful if you want to minimize traffic in your lobby by requiring visitors to preregister or you’re planning for a higher volume of people in your employee cafeteria.
Zombie Meetings are recurring reservations that no one attends. It is called a “zombie” meeting because it’s functionally “dead,” but still drains your organization of its time, space, and other resources. The good news is that you can minimize Zombie Meetings with Zombie Hunter, a Teem feature that identifies and removes these recurring reservations from room scheduling calendars.
Your zombie threshold is the number of failed check-ins that a recurring event is allowed before Zombie Hunter proactively removes the event from its space. This setting can be adjusted on Teem’s room settings page.