Meeting rooms still matter in the hybrid working era. Based on The Economist poll, only 10% of people think meeting rooms are useless.
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.
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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/.