Among the various options available, Offision stands out as a top contender for the best meeting scheduling app for the remaining half of 2024.

Why Meeting Scheduling Apps Matter

Meeting scheduling apps are essential tools for modern workplaces. They help in:

• Optimizing Time Management: Efficient scheduling ensures that meetings are well-organized and time is utilized effectively.
• Reducing Administrative Overhead: Automation of scheduling tasks minimizes the need for manual intervention.
• Enhancing Collaboration: These apps facilitate seamless coordination among team members, making it easier to find suitable meeting times.
• Improving Resource Utilization: Proper scheduling ensures that meeting rooms and resources are not double-booked or underutilized.

Offision: The Leading Choice

Comprehensive Feature Set

Offision offers a robust set of features designed to cater to all your meeting scheduling needs:

• Meeting Room Booking: Easily find and book available meeting rooms with just one click. Offision’s intuitive interface ensures that you can quickly secure a room that fits your requirements.
• Desk Booking: Offision provides a simple way to book desks by scanning a code, making it ideal for flexible work environments.
• Visitor Management: Welcome your guests with a professional visitor management system that seamlessly integrates with your meeting schedules.
• Smart Office Floorplan: Visualize your office layout and manage bookings through an interactive floorplan, enhancing your overall office management experience.
• Booking Panel: Manage and reserve meeting rooms either via your smartphone or the reservation panel placed outside meeting rooms.
• User App: Offision’s mobile app offers exceptional convenience for scheduling meetings, managing resources, and handling visitor management on the go.

Easy Integration and Cross-Platform Support

Offision seamlessly integrates with popular platforms such as Microsoft 365, Microsoft Teams, and Microsoft Outlook. This ensures that you can continue using your preferred tools while benefiting from Offision’s powerful features.

Additionally, Offision supports multiple languages and works across various devices, including desktops, mobiles, and panels, ensuring flexibility and accessibility.

Quick Setup and User-Friendly Interface

One of the standout features of Offision is its quick and easy setup process. You can start using Offision for free and set up your smart office within minutes, with no additional hardware required. The flexible user interface is designed to provide the best user experience across different screen sizes, from mobile devices to large screens.

Try Offision for Free

Offision offers a free trial for one month, allowing you to experience its full range of features and see firsthand how it can transform your office management. With Offision, you can connect your people, save on office costs, and create a more productive and efficient workplace.

Conclusion

For the remaining half of 2024, Offision presents itself as the best meeting scheduling app, thanks to its comprehensive feature set, advanced analytics, seamless integrations, and user-friendly interface. Whether you are managing a small team or a large organization, Offision has everything you need to optimize your meeting scheduling and overall office management.

Don’t miss out on the opportunity to enhance your workplace efficiency. Try Offision for free today and experience the future of smart office management.

Offision is the one-stop workplace platform that thrives on outstanding efficiency, offering features such as conference room booking, desk booking, visitor management, and AI office data analytics. For more information, visit Offision’s official website.

The post Best Meeting Scheduling App for the Remaining Half of 2024 first appeared on ONEs Blog.

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.

We support both Teams desktop and mobile platforms.

What is the Microsoft Teams integration and what does it do?

ONES Microsoft Teams integration makes booking, scheduling, and maintaining a hybrid working simple and smooth for users on 1 platform.

Our Teams integration helps users to streamline the scheduling of in-office days. They can communicate their locations to their colleagues and aid in determining the ideal days to come into the workplace in order to maximize production.

In Microsoft Team, users can reserve a suitable meeting place for their team, selecting by workspace type and capacity. User can also manage their team and space in one location, encouraging peers to discuss their in-office schedules.

Why is it important for companies to have this functionality?

Many of our customers are having trouble getting their employees back to work. ONES on Teams facilitates this by encouraging users to share their office calendar with their colleagues, enabling them to see which days to attend in order to optimize their productivity. It also ensures that when they are at the office, they have the appropriate area to work and collaborate.

ONES Microsoft Teams integration helps to reduce the friction in office management and make better decisions on their daily work outcomes. It ensures that they have the proper area to work and cooperate when they are in the workplace.

ONES: Your best choice for hybrid work

To help different parties to work together for developing a successful hybrid working environment, you need a smart office system like ONES.

ONES offers a range of features that cater to the needs of hybrid workers, such as room booking, desk booking, and visitor management. These features not only improve flexibility but also enhance the productivity of workers.

By incorporating ONES into their workplace on Teams, companies can ensure the success of their hybrid work model. To learn more, schedule a demo today.

The post Learn more about ONES’ Microsoft Teams Integration 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.

LinkedIn suggests the first step is to improve boring meeting rooms. So, LinkedIn’s new flagship building in Mountain View, Calif. meeting rooms feature comfortable furniture and cutting-edge technology, and it was created by the architectural firm NBBJ, to make their office more flexible. 

What you should know

• The first requirement to improve the meeting room atmosphere is to meet the needs of your staff;
• Flexibility is very important for newly designed meeting rooms;

New design for LinkedIn’s meeting rooms  

LinkedIn believes that bringing flexibility into the meeting space will make people’s work more enjoyable. If they are happier at work, the boring atmosphere would naturally go away. Therefore, compared with traditional meeting rooms, the newly designed meeting rooms with a greater focus on employees’ needs and well-being. 

The new conference rooms feature movable partitions to expand or reduce meeting space at any time and provide additional sterilization equipment to protect the health of employees.  

LinkedIn added open conference spaces amid the desks of engineers on the same teams. If they want to have a discussion with others, workers can pop into one of these spaces and close the sliding doors — or leave them open. Also, providing some soundproof equipment in these areas ensures workers can focus on work.  

Some conference room management systems can provide a very flexible free room combination function. Colleagues can change the size and equipment of the conference room according to the needs of the meeting, so as to add more vitality to the work.

“The intention is for it (newly designed meeting room) to be hyperflexible…Acoustical baffling on the ceiling dampens sound, and its zigzag shape adds more dynamism to the room, enlivening what is normally a flat, static plane,” said Robert Norwood, a principal at NBBJ. 

Relax atmosphere encourages employees to speak more 

LinkedIn uses a modernist oak table from Anthropologie to replace a central table in conference spaces that look more like lounges.  Also, each has a squishy sofa with throw pillows, and plants and books abound.  

“The relaxed look is intended to help meeting participants feel comfortable and encourage members of the staff “who might not speak up in a traditional setting,” Lisa Britz, LinkedIn’s director of workplace design said. 

Virtual meeting tools add interest to meetings 

Adding virtual tools to the meeting room can connect remote workers to work together with office-fully workers and provide more energy in meetings. There have some large horizontal screens in meeting rooms on LinkedIn, allowing for sharing documents on one side and showing the faces of remote colleagues on the other.  

Additionally, some companies’ conference rooms are also equipped with a digital whiteboard and a special camera mounted on an opposite wall that “ghosts out” the person writing so colleagues working at home can see what’s being written in real-time. It makes the meetings or presentations look funnier. 

The real estate services firm, CBRE has conducted a survey of companies occupying office space recently. It found that 76 percent of respondents considered enhanced videoconferencing one of the top priorities in their return to the office. 

Need an office management system to control flexible equipment 

As mentioned above, providing flexible working equipment in the meeting room can improve the condition of work in the meeting. However, you need to be aware that to manage these devices you need a well-developed office management system.  

A well-developed office management system allows you to reserve the required meeting room and ensure that your meeting is not disturbed while it is in progress. 

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease in Indonesia.  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/.  
 

The post Say goodbye to your boring meeting room! How LinkedIn implement new office layout first appeared on ONEs Blog.