Each Meeting Room must accommodate the appropriate number of people, as well as contain the necessary settings and equipment. What you only need is a Meeting Room Booking System.

What is a Meeting Room Booking System (MRBS)?

A Meeting Room Booking System (MRBS) (房間管理系統) is used to reserve conference rooms and boardrooms. Also, it suits shared workplaces.

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. 

Meeting Room Booking System 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.

Schedule your meetings with your phone

Booking a Meeting Room in advance should not be more difficult than the meeting itself.

ONES All-in-One Smart Office System has made booking your next Meeting Room a breeze. Download our mobile app or open our web app on your tablet or iPhone to gain instant access to a booking system that is designed to make your life easier when it comes to scheduling meetings.

Our Meeting Room Booking feature is intended to help you find the right Meeting Room at the right time while also keeping your colleagues informed.

Our real-time office map reveals an interactive live view for quickly finding and managing available hot desks, meeting rooms, car parks, etc. You can easily find available space in our app and on the floor display. 

ONES Meeting Room Booking System makes it simple to schedule meetings. There’s no need to double-check everything to make sure the proper meeting place is available at the desired time slot or whether your colleague is still available – it’s all right there, just a few clicks away.

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

The post Make your office more efficient with the Meeting Room Booking System (MRBS) in Taiwan first appeared on ONEs Blog.

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.

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.

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.