Nowadays, hybrid work is becoming more and more popular.
In a hybrid environment, a meeting room bridges the gap between in-office and remote employees. Most people agreed that the right set-up for a hybrid working model begins with having enough meeting spaces.
Some studies have shown a 73% increase in the need for meeting rooms in flexible 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.
A meeting room reservation system is the only solution to solve the problem that is not having enough meeting rooms to use in the hybrid office.
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Why is the demand for meeting rooms increasing now?
A survey by Randstad US and Future Workplace found that 80 percent of workers say virtual communication has made them more reactive than strategic in their daily work.
Especially for new employees, pointed out that they need a face-to-face conversation with an experienced in a meeting room to have an immediate solution to their problems.
Therefore, a meeting room is very suitable for them to face-to-face work together, review staff performance, and set the right strategies; it also provides some equipment for communicating with remote workers and working collaboratively with them.
What is a meeting room system?
Meeting room booking software 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.
5 reasons why a meeting room system must be needed
An excellent meeting room booking system can help you simply book a room, but there are five other important reasons why you need it.
Reduce waste of resources due to the absence
In general, when someone has booked a room, the resources in the room will be ready for the user; but when the user is absent from the meeting, the lights, air conditioning, or even the screen in the room are still not turned off until the end of the reservation time.
But, if someone uses a meeting room system to book a room, the system will connect with the IoT sensors in the room. The room system will cancel the booking and shut down all the equipment in the room when the sensors detect there has no one in the use of the room.
The auto-release room function can help to improve office productivity by allowing other users to book it. This can prevent the resources in misusing and save the extra cost since someone is absent.
Instantly find the right room for you and ensure no double-bookings with others
A floor map in the conference room management system can show the available rooms and the number of rooms on the floor. Users can also click on the available rooms in the floor plan to make a reservation in real time.
Compared with the traditional booking method, the booking time is faster because there is no need to check the reservation record first.
In addition, using a meeting room management system to book a meeting room can avoid some human mistakes, such as double-booking a room. The system has the ability to filter available rooms and prohibit other users from booking rooms that have already been reserved.
As a result, making a room reservation with the room management system is faster and less likely to result in errors than manual reservations.
Reduced time for management and easy access to appointment records
The meeting room system will operate on its own without the need for dedicated monitoring, and the administrator can even set different privileges for individual ranks to make sure C-level has priority access.
Front desk staff or the admins no need to use the time to address room reservations, resulting in less workload and thus higher quality of work.
Moreover, the system has a “history” function that allows users to check their upcoming appointments and past appointments at any time.
Simple interface and easy-to-use
An effective meeting room system interface should be simple and easy to view.
Also, it should be easy to use and does not need to arrange a time for staff to learn to use the system because they can be integrated with Microsoft Teams or the Microsoft Outlook.
Reduce operation cost
One of the most important issues for a company is how to reduce its operating costs.
A meeting room management system records detailed data on room usage, so you will know when and which rooms are in most demand or less to use, and then you can then develop new ways to optimize the room usage or plan new meeting space more effectively.
In fact, using a meeting room management system can reduce labor expenses by replacing the number of management staff.
In addition, most meeting room management systems are available at trial prices. Long-term pricing is flexible and affordable.
What should you do now?
Since there are lots of benefits to using a meeting room system, many companies become to implement a meeting room system for their hybrid office.
For future work, don’t wait and implement the meeting room system in your office now.
ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease. You can easily perform virtual meetings, desk hoteling, and digital office management with our Room Booking, Desk Booking, and Visitor Management features.
Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.