However, large meeting rooms were frequently only used by one person, which causes a waste of resources. No-show meetings can even have a negative impact on productivity.    

Great productivity loss due to meeting room misuse  

Some reports indicate that misuse in meeting room bookings such as frequent no-shows can lead to a lack of effective planning of office space due to incorrect utilization statistics.

In fact, this can have a costly effect on performance. Some companies even point out that this can increase operating costs.  

Wasting time for searching empty rooms 

WSJ’s report shows that 40% of employees spend up to three weeks a year looking for a meeting room, and are frequently forced to walk around the office in circles seeking for potential meeting locations at the last minute.

When this ratio is compared to the global average of meeting room use, which is just 35%, two distinct difficulties appear. We’re all having trouble booking a conference space, but we’re not making the best use of the ones we have.

Operational costs wasted

A report indicates that companies often need to call emergency meetings for their business, but misuse of meeting rooms can cost them more than $1 million a year.

Also, no-show meetings can obstruct others from using the room to make important policy decisions. 

Failure in data analysis and office investment 

The report “Density’s Mid-Year 2019 Workplace Utilization Index” exemplifies small rooms (2-4 people) are seldom wasted by people, while over half of the extra-large rooms (13+ people) have been wasted. Even the largest gatherings rarely occupied more than 45% of the available space.  

No-shows caused the manager to incorrectly collect data that make them still decide on the construction of the useless large meeting room.

Actually, most meeting rooms need to cost $2.8 million during the first renovation, so this also makes companies only have less budget to improve other equipment. 

Also, based on some research, only 13% of businesses keep track of meeting room no-shows. As a result, an overwhelming number of employees lack meeting space.

What should we do for preventing productivity loss? 

According to the latest data from Coworker.com, global meeting room demand within flexible office spaces is up 73% from 2020. 

Flexible meeting rooms only need less space and support collaborative work or short-time meetings, such as LinkedIn’s new office meeting room. Therefore, there is no need for a big budget for building large meeting rooms and it is not so effective in current days. 

To prevent no-shows and misuse of meeting rooms, we should understand the demand for using meeting rooms first, and then decide the size and number of meeting rooms.

An effective meeting room system can prevent staff to waste time researching empty rooms.   

Technology can helps  

ONES Meeting room booking systems provide simple tools for reserving conference rooms associated with various areas or resources within a workplace or shared work environment. 

Our all-in-one smart office system can ensure that face-to-face and virtual conference organizers and attendees have the necessary accommodations.

Workplace managers can program these platforms with user permissions and various restrictions to ensure that these valuable resources are used appropriately. 

No-shows can be relieved by the occupancy sensor detection of room vacancy with our auto-release function which can help you automatically release  (usually 15 minutes after a booking begins) the rooms and desks for other users to use if no one actually using them.

At the same time, workplace managers keep an accurate, up-to-date record of how rooms and desks are used, to monitor if any office resources always remain empty and help you to plan for a more effective office set-up.

Feel free to contact us for more detail to improve your office efficiency and stay away from no-shows!

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

The post Meeting room no-shows kill your productivity  first appeared on ONEs Blog.

This year, many companies in Hong Kong are responding to this trend by giving their employees the option to work more hours from home, while improving the quality of life of their employees and reducing their traditional rental costs.

So how to implement hybrid working in your office? First, you need to have a meeting room booking system.

What is a meeting room booking system?

Meeting room booking systems mean a simple tool for reserving conference rooms associated with various areas or resources within a workplace or shared work environment.

This system can ensure that face-to-face and virtual conference organizers and attendees have the necessary accommodations. At the same time, workplace managers keep an accurate, up-to-date record of how company resources are used.

Workplace managers will program these platforms with user permissions and various restrictions to ensure that these valuable resources are used appropriately.

The key functionalities of meeting room booking systems:

1. Easy-to-use room calendar for booking.
2. Have desk booking functionality.
3. Allow self-check-ins and touchless booking.
4. Fully integrated with Exchange, Microsoft Outlook, and Office 365.
5. Customizable room policy to improve office efficiency.
6. Generate real-time reports and evaluate workspace analytics.

ONES all-in-one smart office system

ONES all-in-one smart office system helps you to prepare for a hybrid working environment and adapt to hybrid office changes early, which will be of great benefit to the competitiveness and image of your business.

Key Features 

Conference room booking system: Integrate all your meeting room, and facility management into one user-friendly solution that gives users a better booking experience.

Hot desk booking system: Provide a more agile office by introducing a digital desk booking platform. Assist users to reserve a workspace easily via a few touches on the screen.

Visitor management system: Greet your guests with the agile sign-in system on a tablet, and notify your employee of the visitor’s arrival.

Support & service system: Provide full support and service for your office that gives everyone a great smart office experience.

Integration with Microsoft Office 365 and Outlook: ONES integrates with Microsoft Office 365 and Outlook to help you organise your room booking schedule in a simpler way, and save your time learning a new platform.

Pros

• An all-in-one smart office system with all features a hybrid office will need.
• Fully integrated with Office 365, Outlook, Exchange, and Teams.
• Self-developed interactive floorplan for real-time office plan.
• Various hardware support for different office set-ups.
• Support cloud and on-premise installation.
• Detailed policy setting for office setting customization.

Contact us for implementing your own hybrid working office: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.

Condeco

Condeco is designed to equip everyone with the tools they need for a seamless end-to-end experience in today’s office. By giving people control over flexible work, we deliver the certainty people need, enable the collaboration teams to crave, and facilitate insights into the capacity that employers demand. 

Key Features 

Meeting Room Booking System: Securing the meeting space you need, at the time you need it, has never been easier. You can find a suitable space and time, check all attendees are available and make a booking in moments.

Desk Booking System: Condeco connects you to the spaces you want, on mobile, on the web, or through Microsoft Outlook. Through a visual floorplan view, you can locate the perfect space for your needs and immediately book it for the time you need it.

Visitor Management: Condeco’s end-to-end digitally connected workplace experience easily brings everyone together. It’s designed to deliver a safe, compliant, and healthy environment for your visitors and employees whilst also reducing operational costs.

Pros

• One will book the meeting space on the spot, which will be displayed on the Condeco panel. More will be started as an alternative, still from the meeting space and Outlook. This ensures that resources are used correctly.
  
• Meetings will still be formed from the panel. As a result, there is no need to travel to the geographical point and book a gathering, which saves time.

Cons

• The product is designed mainly for small to medium-sized businesses.
• UI interface may still need to be improved in font size and style.
• It is hard to have customization for a particular case.

Joan

Joan is the best solution for desk booking, room booking, and the management of the workplace. It allows you to safely reopen your offices and set up a frictionless workspace. 

Key Features

• Its e-ink device does not require cables, wires, or drilling, and is easy to be installed.
• Sustainable: Devices consume 99% less energy consumption compared to AN LCD screen and leave only one carbon footprint. 
• Energy-efficient: the sole powered resolution on the market with up to a few months of autonomy on one charge. 
• All-in-one proprietary solution: utterly bespoke hardware and software system to resolve geographic point management challenges.

Pros

• Joan e-ink device is lightweight which provides an energy-saving and easily installed deployment.
• It has an easy-to-access interface that provides all the features. 
• It has a free version, and the price is relatively low.

Cons

• Their visitor management system may not be as powerful as others.
• The hardware is not up to par and is comparatively easy to break.
• It has a lot of issues with its battery. It connects with the wrong access point that drains its battery. 

Conclusion 

Meeting room booking systems provide simple tools for reserving conference rooms associated with various areas or resources within a workplace or shared work environment.

This can help you to easily implement hybrid working by digitalizing your office resource management and implementing a people-oriented workplace for your employees.

Contact us for implementing your own hybrid working office: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post A Guide To Meeting Room Booking Systems In Hong Kong Now (2023 version) first appeared on ONEs Blog.