The Co-working space or the modern hybrid workplace provides easy access to meeting rooms, desks and other spaces that can be booked by users using room and desk booking systems for their specific needs.
Such systems allow individuals to reserve meeting rooms and workspaces on-demand, optimizing office space utilization and are cost-effective.
However, it is important to have specific rules of usage that can be described as “Terms and Conditions” for the usage of the space. When using a
room and desk booking system, it is essential to understand and adhere to these terms and conditions.
In this article, we will explore the common terms and conditions that users should be aware of when utilizing a meeting room and desk booking system.
Booking Policies
Meeting room and desk booking systems have specific policies regarding the reservation of workspace. Policies may look like these:
- Rooms are to be used only up to the capacity that is allowed. Overcrowding is to be prevented.
- No rearrangements of the tables and chairs are allowed. If a rearrangement is required, please consult with the office or facilities manager and, after the meeting is over, the organizer needs to put them back in their default positions.
- Do not bring chairs from other meeting rooms. If it must be done, then put them back once the meeting is over.
- If there are any faulty amenities found such as broken chairs, leaking air conditioners or faulty projectors, they must be promptly reported to the office or facility managers.
- Damages caused by the users will result in rectification fees charged to the relevant cost centres of the users.
- No-shows will be heavily penalized. The user who books and does not show up more than 3 times will be barred from booking for 1 month.
- If booked meeting rooms and desks are not used, then cancel them in advance.
- Ensure that lights and air conditioners are switched off before leaving the room or workspace.
- If any items are found, please return them to the office or facilities manager.
- Do not use meeting rooms or workstations for personal calls or personal work. If it must be used, use it sparingly or make it short.
- If you need additional services, please provide sufficient advance notice so that the relevant staff can prepare for it. Last-minute requests for services will not be entertained.
- In the event of an emergency such as a fire, leave the meeting room or workspace immediately and follow the evacuation procedure. Do not take your belongings and equipment with you.
- The usage of meeting rooms and desks for social events is not allowed unless explicitly authorized by management.
- Smoking and consumption of alcohol are strictly prohibited.
Policies may also include limitations on the duration of bookings, advance notice requirements, cancellation procedures and more.
Familiarize yourself with these policies to avoid any conflicts or penalties. Adherence to the booking policies ensures fair usage and allows other users to access the available workspace efficiently.
Fair Usage
To promote equitable access to the workspace, meeting room and desk booking systems often implement fair usage policies. These policies prevent any single user from monopolizing the available spaces by placing restrictions on the number of bookings an individual can make within a specific timeframe.
It can also prevent the same user from booking the same desk without allowing others to make bookings. For example, a user who books the same desk facing the window prevents others from having the opportunity to enjoy the view.
By respecting fair usage policies, you contribute to maintaining a level playing field for all users.
Desk Etiquette
When using a shared workspace, it is essential to follow proper desk etiquette. Respect the desk and surrounding areas, keeping them clean and tidy. Adhere to any guidelines provided by the desk booking system provider, such as restrictions on bringing food or drinks near the workspace.
Clear the desk at the end of the day so it can be used by others. No personal belongings should be placed on the desk to “reserve” the spot. This conflicts with open desk policies that the management may have incorporated.
If catering is to be done in the meeting room, please ensure that the room is cleaned up and is left in the condition it was found. No alcoholic beverages are to be consumed in the meeting area. By maintaining good desk etiquette, you contribute to a positive and productive work environment for all users.
Liability and Insurance
Rooms and desk booking systems typically have clauses regarding liability and insurance. As a user, you may be responsible for any damages caused to the workspace or equipment during your reservation period.
It is advisable to check if you are covered by your own insurance or if the provider offers any liability coverage. Understanding the liability and insurance terms will help you mitigate any potential financial risks.
Data Privacy and Security
When using a room and desk booking system, your personal information, such as name, email address and possibly even payment details, may be collected. Providers are expected to handle this information securely and in compliance with data protection regulations.
Ensure that you review the provider’s privacy policy to understand how your data will be handled and if it may be shared with third parties.
Termination and Suspension
The office manager of the room and desk booking system implemented in your organization reserves the right to terminate or suspend the user’s account in cases of misuse or violation of the terms and conditions. This may include fraudulent activities, intentional damage to property or repeated violation of booking policies.
Familiarize yourself with the conditions under which your user account may be terminated or suspended to avoid any disruptions in your access to the system.
Wrapping Up
It is crucial to remember that these terms and conditions can vary between different room and desk booking system providers or from office to office. It is recommended to carefully read and understand the terms specific to the system you are using. Failure to comply with the terms and conditions may result in penalties or even a loss of access to the system.
In conclusion, room and desk booking systems offer a convenient solution for managing workspace reservations in modern work environments. By understanding and adhering to the common terms and conditions discussed in this article, users can ensure a fair, efficient and secure experience while utilizing a room and desk booking system.
