Why Meeting Room Booking Systems are Gaining in Popularity

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More and more businesses, schools and other types of organizations are turning to automated room booking systems to help organizational members collaborate and share information with each other and with outside audiences.  These automated systems effectively eliminate issues such as double bookings, discrepancies between audience size and seating availability, and privacy issues.  With automated room booking systems, essentially meeting rooms have their own automated calendar system that allows organizations to use these rooms more effectively and efficiently.  Specifically, room booking software addresses the following three trends often seen in today’s modern work environment.

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Open Workplace Structure

In past decades, offices and other working environments were essentially closed off from each other, which sometimes led to members feeling disconnected from the overall organizational body.  This led to changes in office structure and design, allowing for more open workplaces which increased a sense of unity and cohesiveness.  While this type of environment is great for one-on-one interaction, it does not lend itself well to groups of people that need to work more closely together.  Automated room booking systems allow groups of people to quickly form together without disturbing other employees in order to accomplish group tasks.  It also allows team members to discuss private information that should not necessarily be shared with others not in the group.

Collaborate More Effectively

In general, projects and other tasks are becoming more complex, requiring more input and collaboration between various departments and/or employees.  Automated room booking systems allow interested parties to quickly seek out and find which rooms are available in real time, which meeting times are open for attendees, and whether or not a particular meeting area has enough room or if a different size room is optimal.  With the easy resolution of logistical details, organizational members can focus on actually accomplishing their projects and goals rather than juggling room schedules and meeting times.

Informative Analysis

Lastly, automated room booking systems can provide organizations with valuable data and insight into what is, and what isn’t working for team projects.  Reporting data can offer information about:

  • The most popular meeting times and days;
  • Rarely used meeting rooms;
  • Which departments meet most often;
  • Which room sizes are most popular and more.

By reviewing and analyzing meeting room data, organizations can structure their office space more efficiently.  It also allows organizations to increase their ability to meet the collaborative needs of team members.  In turn, improved collaboration increases overall productivity levels, allowing both individuals and groups to meet corporate goals and objectives.

If you would like to know more about room booking systems and what they can offer your organization, please contact us!

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