Conference room booking system – 5 unmatched features
Conference room booking system selection can be a challenge for many businesses and organizations, both during and after the pandemic period. On the one hand, employees are increasingly working remotely, and on the other hand, there is still a need to organize live meetings and conferences. Therefore, the choice of the right software becomes extremely important. In this article, we will present five features to consider when choosing a good conference room booking system.
- How can we all fit here?
In today’s world, more and more employees work remotely, which means that a large conference room is not always necessary. On the other hand, some companies still prefer to hold live meetings. Therefore, it is worth paying attention to whether the selected conference room booking system allows for the size of the room to be adjusted to the number of participants working in the office, especially when the organization operates in a remote or hybrid model. This way, it is possible to avoid occupying the largest room for a meeting with a small number of people working in the office on that day and leave it available for a larger group scheduled at the same time.
- Does this time work for everyone?
We no longer have to ask this question – a good conference room booking system will automatically ask all participants which of the proposed dates is the most convenient. As part of this function, participants have the option to vote for the most convenient date. Thanks to this, unnecessary complications can be avoided, and the meeting organizer can be ensured that each of the employees participating in the meeting will be able to attend.
- Are you going to use this room?
It often happens that conference room reservations are made well in advance and then canceled due to various circumstances. Therefore, it is worth paying attention to software that allows automatic cancellation of reservations in case of the meeting will not be held. Additionally, information about the availability or occupancy of the room should be provided in real-time, so that everyone has up-to-date information about the available dates for specific rooms.
- Did we have a meeting today, or not?
Ghost meetings (meetings where no one shows up) are a common problem when it comes to conference room reservations. It often happens that participants forget about the meeting, do not confirm their attendance, or simply do not come. Therefore, it is worth choosing a conference room booking system that will reduce ghost meetings by sending automatic reminders to all the participants to confirm their presence.
- Why this projector isn’t working?
When organizing conference meetings, there is often a need to order additional services, such as connecting the appropriate equipment, ordering catering, or changing the room arrangement. Therefore, it is worth paying attention to choosing a system that allows for easy and quick ordering of additional services, without the need for additional contact with providers. This way, the process of meetings organization will be much easier and more efficient.
In conclusion, choosing the right conference room booking system can be crucial for effective meeting organization. It is worth paying attention to several key features, such as the ability to adjust the size of the room to the number of employees working in the office on a given day, the ability to vote on the most convenient date, automatic cancellation of reservations, automatic reminders, and the ability to easily order additional services and other resources.