Meeting Room Booking System

The modern, open workplace emphasizes collaboration and teamwork more than anything else.

So, the demand for meeting rooms is ever greater with globally dispersed teams and customer base.

With such high demand for meeting spaces, there is a need for managing the meeting rooms and controlling their usage.

This is where a meeting room booking system becomes an important tool in your workplace.

Learn more from our article on When Do You Need A Room Booking System?

There are tremendous benefits that organizations can realize from using a meeting room booking system like ecobook.

1. Increased room utilization by reducing no-shows and ghost meetings.
2. Increased productivity by allowing people to look up available rooms and select the ones best suited for their needs.
3. Less need for office administrators and assistants to coordinate and manage the meeting rooms.
4. Management has a better understanding of the space utilization through the meeting room booking system. It means, they can make better decisions on future planning.

You can read more about the benefits through our details articles:

1. When Do You Need A Room Booking System?
2. 7 Common Room Booking Frustrations That Can Be Solved Using A Room Booking System
3. 6 Immediate Benefits of Adopting A Room Booking System For Businesses

While existing calendaring systems such as Microsoft Office 365 and Google Workspace are very good tools for scheduling meeting rooms, they come with certain limitations.

For instance:

1. They do not have fine-grained control over the business rules.
2. The ability to set restrictions and control access lies in the hand of IT departments instead of end-users.
3. They cannot directly link to digital signage or visitor management system.
4. They do not have check-in features and have no control over the meeting room utilization or occupancy.

To augment the scheduling system or to have a dedicated system to manage the workplace, a meeting room booking system can play an important role in ensuring your workplace is being used efficiently.

Read more from there articles:

1. Benefits of Room Booking System Over Microsoft Exchange

Implementing a meeting room booking system in your office is a fairly straight-forward initiative.

Essentially, it requires planning on how you implement the meeting room, allocations, and business rules.

In addition, you can choose to link the meeting rooms to the existing scheduling systems.

There are different ways to ensure the proper usage of meeting rooms using the room booking system .

No-shows and ghost meetings are a bane to most organizations. With some basic configurations and settings, you can dramatically improve the utilization of meeting rooms.

For example:

1. Mobile or web based check-in.
2. QR-Code based check-in.
3. Auto-cancellation and no-shows.
4. Sensor based occupancy detection.

You can read more about the different ways ecobook can help on this aspect here:

1. Methods To Release Empty Meeting Room Bookings
2. 6 Ways To Capture Room & Desk Occupancy Data In The Office
3. Implementing cross-departmental charging in meeting room booking system

Control is a very important aspect in a open, hybrid workplace environment.

ecobook has several ways of controlling the usage of meeting rooms such as:

1. Restricting users to specific meeting rooms at certain buildings and locations.
2. Group permissions to set viewing and booking rights for meeting rooms.
3. Booking restrictions such as booking hours, lead times, advance booking windows and day-of-week permissions.
4. Controlled rooms with approvals.
5. Setting check-in periods and auto-cancellation functionality to release unused meeting room bookings.

You can read more about how our meeting booking system allows better control of the desks here:

1. 5 Ways To Improve Room & Desk Usage In The Office
2. Methods To Release Empty Meeting Room Bookings
3. How To Ensure Proper Meeting Room Usage