A well-defined policy helps eliminate conflicts, reduces wasted space, and enhances workplace experiences. In this article, we will discuss the critical steps to defining an effective meeting room policy for your office.

Determine the Scope and Purpose

Before drafting your meeting room policy, clearly define the scope and purpose. Consider factors such as maximizing space allocation, optimizing utilization, limiting distractions, fostering collaboration, and eliminating booking frustrations.

Decide whether the policy will apply to all locations or if individual offices can establish their guidelines.

Establish the Purpose of Each Room

Take an inventory of the meeting rooms in your office and determine the purpose of each room. Consider factors like capacity, equipment available, and specific functionalities.

For example, designate certain rooms for client meetings, collaborative work, or video conferencing. Defining the purpose of each room helps set clear guidelines for usage.

Use a User-Friendly Booking System

Implement a user-friendly system for booking meeting rooms. Manual systems can be time-consuming and inefficient, so consider utilizing meeting room booking software that integrates with your calendar system such as Outlook.

This allows employees to easily schedule, book, and cancel reservations while providing visibility into room availability, resources, and capacity. Streamlining the booking process saves time and reduces conflicts.

Clearly State the Rules

Communicate the meeting room guidelines clearly to ensure that everyone understands and adheres to them. Provide instructions on using equipment, specify any rules for specific rooms or locations (e.g., quiet zones), and indicate time limits for bookings and auto-cancellation settings.

Consider including health and safety measures or clean-up protocols. Displaying this information on conference room displays helps make it readily available to teams.

Establish Monitoring and Enforcement

To ensure compliance with the meeting room policy, use the booking system that can help you monitor and enforce the rules. This can include sending reminders to employees who violate the policy or fail to book rooms in advance.

Managers should proactively enforce the policy and address any violations that occur. Consistent enforcement helps maximize the effectiveness of the policy and prevents negative consequences.

Collect Feedback and Continuously Improve

Periodically review and gather feedback on the meeting room policy to identify areas for improvement. Consider input from employees, IT, facilities, and people teams. Adjust the booking system or add more rooms based on feedback and demand.

Update the policy to accommodate changes in meeting dynamics or safety measures. Continuously improving the policy ensures its relevance and effectiveness.

Conclusion

By following these steps, you can define an effective meeting room policy for your office that promotes productivity, collaboration, and a positive workplace experience.

Remember that the policy should be easily enforceable, regularly communicated, and adaptable to the evolving needs of your organization.

Start your new room booking experience: Offision All-in-one Smart Office Platform

The post How to define an effective meeting room policy for your office? first appeared on ONEs Blog.

Employees can use the system to reserve and manage conference rooms, guests, services, video conferencing, lockers, or any other area through a single platform.

If the meeting schedule changes, all relevant modifications are made immediately, keeping everyone involved in the know.

The system also enables administrators to understand space consumption as well as resource requirements through thorough reporting, allowing them to make better decisions and efficiently manage expenditures.

Business Trends

Market Dynamics

The meeting room booking system software market is gaining pace as a result of the increased use of mobile devices in workplaces and the necessity for time-efficient meeting scheduling solutions.

However, data privacy issues and the availability of alternatives such as scheduled meetings and team collaboration technologies limit market development.

(Stratview Research)

Target Audience

The Meeting Room Booking System Software market strives to convert the following clients the most:

• Meeting Room Booking System Software Vendors
• Coworking Space Service Providers
• Conference Room Service Providers
• Hotels
• Enterprises

(Stratview Research)

Key Players in Global Market

The followings are the key players operating in the global meeting room booking system market in 2022:

• The U.S.: Accruent, Teem, AgilQuest, SpaceIQ, RobinPowered, Envoy, OfficeSpace, Roomzilla, iOFFICE
• UK: Condeco 
• Australia: Skedda 
• Ireland: Book Meeting Room
• Hong Kong: ONES – All-in-one smart office system

Size of Global Meeting Room Booking System Software Market

The Global Meeting Room Booking System Software Market is anticipated to increase at a CAGR of 12.9 percent from USD 65.5 million in 2020 to USD 135.4 million by 2026.

(Stratview Research)

Trends of Meeting Room Booking System Software Market

End User Trends

Meeting room booking system software is extensively used by medium-sized and large enterprises with a significant number of cabins on their premises.

IT and telecom, healthcare, and manufacturing are some of the market’s top industrial verticals, with education predicted to expand at the fastest CAGR due to the increased usage of new software solutions for class management.

(Stratview Research)

Regional Trends

Because of the widespread presence of major firms and vast office buildings, North America is likely to dominate the market over the projection period.

Due to the rise of businesses and infrastructure in growing economies such as India and Australia, the Asia Pacific is predicted to have the greatest CAGR.

(Stratview Research)

COVID-19 Impact 

COVID-19 has had a detrimental influence on the worldwide conference room booking system software industry. The reason is that many firms were forced to close their offices for an extended length of time and their staff were forced to work from home.

Even the growing use of online meeting solutions like WebEx, Skype, Zoom, and Google Meet has slowed the business use of meeting room booking system software.

(Stratview Research)

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.

The post Room Booking Statistics & Trends You MUST Know in 2023 first appeared on ONEs Blog.

A Meeting Room Booking System (MRBS) (房間管理系統) can help you to adopt a hybrid working style. Some studies have shown a 73% increase in the need for meeting rooms in hybrid office spaces.

Meeting rooms in flexible workspaces provide the ideal in-between office space, providing a solution that is both professional and casual enough to be used on an as-needed basis.

ONES – All-in-one smart office system

ONES offers functionality for bookings of a meeting room with office equipment and services and provides a 3D floorplan for a clear view of availability and reservations. We work with Microsoft Outlook for ease of room booking.  

The features of ONES: 

1. Centralized and user-friendly platform: Providing an informative schedule calendar and an interactive 3D floor map, also suitable for mobile and desktop.   

2. Multi-channel for booking: Booking on mobile apps, web browsers, room display, floor display, kiosk, Microsoft Outlook, and Teams;  

3. Customizable policy: Provides room setting (capacity, amenity, location, service etc.) and the quota setting. Allow users to set the advanced permission to allow specific staff to use rooms;  

4. Centralized management: Managing from a room to multiple buildings on the same platform;  

5. No-show Auto-Release function (自動釋出房間功能): Automatically keep your rooms from being empty when the meeting is a “ghost meeting”;  

6. Customizable room service (自訂服務): Support your request for special room service before the meeting and notify related staff for the service support. 

Booking a room is now an enjoyable experience with our meeting room booking system. Moreover, we provide a visitor management system (訪客管理系統) and hot-desk booking service (辦公桌預約功能), ensuring your office easily adapts to a hybrid working style. 

ONELAN 

ONELAN uses Reserva system to improve workspace utilization and ROI. The features of ONELAN: 

1. Alert notification: notify managers of the status of equipment in the meeting room; 

2. Auto-Release Room: notification of meeting room usage time and automatic cancellation if late (instant booking for others);  

3. Room Display: Show all details and three colors show the room condition; 
    

ATEN 

ATEN RBS seamlessly integrates with leading calendar systems such as Microsoft 365 to automatically sync appointment information from the device to the mail server.  The features of ATEN: 

1. A customizable interactive interface: Customizable background, exclusive corporate logo, fashionable appearance, etc;  

2. Room Panel: Quick searching suitable rooms and show the details of rooms;  

3. Centralized management: Manage multiple meeting rooms, even across branch offices and overseas offices;  

4. Supported service: Software update service and support different kinds of language. 

ATEN also offers a variety of charging docking stations for your office. 

Ragic 
 

Ragic system can intergrade the data and help your company to build up a database. The features of Ragic:  

1. Free templates: Lots of management templates for you to download if you use them;  
2. Latest statistical technology: They have a unique way to build a database of rooms; 
3. Easy-to-use interface: Show the details clearly, ensure you are easy to view for management; 
4. Alert notification: notify managers or the staff about the latest changes in rooms. 

Ragic manages rooms with a proprietary Room Booking Management system. 
 

IMage UCMS 

 
IMage Room Booking Management System provides a full range of management mechanisms, making users feel like they have a full-time management assistant. The features of IMage: 

1. Easy management: Help you to arrange meetings, send meeting notices, connect to video conferences and sign up for meetings; 
2. Face Recognition: Protecting the use of the room from being used by others; 
3. Authority: Setting the advanced permission to allow specific staff to use rooms; 
4. Meeting Room List: Show the available rooms by room display.  

IMage UCMS focuses on room management and security. 

ONES Software now has a dedicated page to introduce a series of smart office measures to help you solve problems. You may wish to go to A Complete Guide for Room Booking System Now – ONES Blog for further reference. 

Contact us: hello@ones.software, or visit ONEs Software official website for more information: https://ones.software/. 

The post The Best 5 Taiwan Room Booking Systems In 2023 first appeared on ONEs Blog.

Smart office has become the workspace that can allows your workers and guests to conduct meetings in a seamless manner is crucial to meeting productivity and employee morale.

The finest meeting room booking system makes the booking process effective, intuitive, centralized, time-saving, and cost-effective. It should be a scalable solution that lowers administrative labor, optimizes workspace utilization, and integrates intelligent meeting room booking procedures into your business.

What is a meeting room booking system for now?

Meeting Room Booking System is a software that includes capabilities for managing, optimizing, and streamlining the meeting room booking process. 

It can also offers functionality for bookings of meeting room with office equipment and services, such as a intuitive booking calendar to find and reserve the suitable room based on your needs. It can allow user to perform booking cancellation, extension and swap management. 

Meeting room booking system also commonly integrates with visitor management module to manage the invitation of the bookings, which can provide a streamlined smart office experience for your users. It also come with the support of room display and floor display that provide clear overview and concise control of room booking in your office.

Advantage of adopting a room booking system

There are several advantages to using a meeting room booking system straight now. Following are some of the most important benefits of using a booking system to handle your workspaces:

1. Automatic elimination of overlapping conflicts and double-booking

A good room booking system will detect and restrict customers from reserving rooms that are currently in use. This proactive detection and avoidance strategy avoids the bulk of the office productivity-related problem of needing to find an empty workspace.

2. Delegation of user responsibility

Self-service gives user the ability to control their meetings when using a room booking system. Room scheduling and reservations are no longer manually handled by the receptionist. When the task of room reservation is delegated to the staff, coordination among the staff can result in the people working together to take over empty meeting rooms.

3. Centralized service coordination

Along with the room reservation, a meeting room booking system allows users to request services such as man-power for space setup, tea service, and resources such as A/V, conferencing units etc. This provides a centralized interface for tracking all meeting-related activity. 

Changes of meeting times and location are easily communicated to the various parties involved, avoiding the need to inform separate parties through email for each booking change. This can save significant time and enforce confidence for meeting requestors, while also making life easier for the resources and catering staff.

4. Better use of office resource

This is the most significant advantage of all. When you have office space, you want to make sure that it is being used to its full potential. If a thorough strategy is in place, the rooms may be used in a more organized manner. Room booking systems tend to improve room use by organized reservation process and strict booking usage. As a result, office space may be utilized more effectively.

Key features for a good room booking system

There are several key features that a good meeting room booking system should have:

1. Ensure meetings will not be interrupted by preventing anyone from knocking on the meeting room’s door to inquire about its availability.
2. Ensure frictionless meetings without double-booking and overlapping issues
3. Achieve transparency in meeting room usage by making the process participatory.
4. Integrations with office software and business communication platform such as Office 365, Outlook, Microsoft Exchange Microsoft Teams for increased productivity
5. Support different levels of customization on the meeting room such as room type, capacity, amenity, location, business hours, quota, booking rules and approval
6. Support delicate authentication control such as user permission level, user right assignment and user group setting to favor administrator control
7. Prevention of unauthorized access with access controls
8. Management of visitors, including visual navigation to the conference room, notification for visitor arrival
9. Obtaining information for data analytics regarding meeting room usage, peak hours, user no-show rate etc.
10. Enforce resource usage optimization such as auto free up unused meetings, quota mechanism
11. Support Multi-Language and Multi-Platform 

Smart office in a simple tool: How Bookings ONE can help your office

ONEs is here to help if you are ready to adopt your new smart office setting but do not know how to begin. 

Our smart office management software enables your employees and visitor to rapidly find, choose, and reserve the workspace that best meets their needs. 

Schedule a demo of Bookings ONE now for more details.

The post What is meeting room booking system for now? first appeared on ONEs Blog.

Business Type: Beverage manufacturer
Main users: Hundreds of employees
Function: Room reservation, visitor and equipment management system

Case Study:

The client is a famous beverage manufacturer in Hong Kong. In order to promote the digital transformation of its office in Quarry Bay, and to enhance the use of office resources, the company adopted the resource reservation system provided by Bookings ONE intelligent office platform with Qbic TD-1050 Pro to manage office resources such as rooms, equipment, room services, and visitor management.

Staff can use Bookings ONE reservation function through Bookings ONE’s web-based platform or directly in the Outlook interface to create reservations for various resources, encouraging staff to make the best use of limited office resources. Receptionists responsible for visitor management can also conduct the visitor arrival process on the same platform, eliminating the need to handle daily tasks through different platforms or software, reducing the time spent on learning the system operation and avoiding time-consuming and unnecessary operations.

The Qbic TD-1050 Pro at the front door not only helps users to understand the current room usage and reservation schedule, but also includes the NFC/RFID card reader to integrate the reservation process, which allows users to authenticate with their staff cards and quickly complete the reservation process without the need for additional accessories.

To find out more features and details of Bookings ONE, contact us:

Enquiry Hotline/Whatsapp: (+852) 5538 3410
Email:　hello@ones.software
Website: https://ones.software/

The post Case Study: A Digital Transformation In The Beverage Industry first appeared on ONEs Blog.

Business Type: Government agencies
Main users: Dozens of people
Function: Room reservation

Case Study:

For government agencies, digital transformation or modernization refers to the use of new technology to successfully improve an agency’s ability to engage audiences and fulfill its objective.

The client is one of the most important government agencies in Hong Kong. The client currently consists of two buildings to provide office space for the key personnel of the agency. In order to enhance the efficiency of the use of office resources, the client adopted the room reservation system provided by Bookings ONE intelligent office platform, together with Crestron’s room reservation panel TSS-1070 and sensors, in order to provide a suitable smart office environment for each key personnel.

Through Bookings ONE’s reservation system, users can reserve
meeting rooms and press rooms in different buildings and floors on their schedules to reserve their daily work space. They can also make real-time room reservations on the Crestron room reservation panel at the entrance of each room and determine if the room is occupied or not via the light showing on the panel .

Bookings ONE also provide the ability to the administrators to set various rules and limits on resource usage, and encourage users to make the best use of their rooms. As a result, their limited office resources can be allocated efficiently to all users.

To find out more features and details of Bookings ONE, contact us:

Enquiry Hotline/Whatsapp: (+852) 5538 3410
Email:　hello@ones.software
Website: https://ones.software/

The post Case Study: Digital Government Transformation first appeared on ONEs Blog.