Booking system for the conference room: why it's worth it

You have an important customer appointment in conference room A, but a presentation is being held there? If this situation sounds familiar, you could benefit enormously from a workplace booking system. This way, you can avoid double bookings and ensure that your desired conference room is available for each of your appointments. Workplace booking systems are not just for large companies, but can also bring enormous simplification and flexibility for smaller companies.

- Booking system for the conference room: why it's worth it

Why it pays to set up a workplace booking system

As a general rule, the larger a company is, the more difficult it is to manage individual employees and workspaces. Automated systems and technical aids can be an ideal support here. However, misunderstandings and double bookings can also occur in smaller companies. Here, however, it is often difficult to switch to another room as the company has fewer conference rooms.

 

In order to save working time that is lost due to misunderstandings and, in the worst case, to avoid upsetting customers, room booking systems are suitable. These allow employees to book a room for themselves and their colleagues or customers and use it for a fixed period. Unlike with an oral agreement, room booking systems do not even allow a further booking for the same period.

Additional functions of room booking systems

There are now numerous separate booking systems for the workplace, but many companies also use Outlook for this purpose. You can create and book individual meetings using the Outlook Scheduling Wizard. The wizard allows you to view the current occupancy data of the rooms and see when which room was booked. You can also set series dates and thus permanently secure the conference room for the weekly team meeting.

 

Other workspace booking systems offer the same possibilities. Which of these software options is best suited to your company depends on your individual requirements. For example, if you have a large number of employees in the home office, it is worth using a system that makes it easier to connect to conferences. A combination of video conferencing software, high-quality hardware and the room booking system thus ensures a frictionless workflow for all those present and absent in person.

Management of other participants using the workstation booking system

After colleagues have accepted your meeting invitation, they remain informed of any changes. If the meeting is canceled or moved to another room, all participants are automatically informed. This is particularly helpful when several employees from different time zones join the meeting. The system takes the work out of calculating and costing. Workplace booking systems also help each individual to organize their own working day and avoid double-booking appointments.

 

The private sphere does not have to be left behind. Every professional booking system should offer the option of booking a conference room without specifying the exact reasons. For example, if it is a private staff meeting that should not be recognizable as such to everyone online, the room booking can easily be marked as private. This way, everyone knows that the room is not available without knowing the specific reasons for this.

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Workplace booking systems for more than just the conference room

In times of Working World 4.0, in which more and more employees are working part-time or full-time from home, booking systems are no longer just for the conference room. In the form of the reversible office, fewer and fewer employees have fixed workstations, as these would otherwise remain empty for a large part of the time. Workplace booking systems are therefore no longer only suitable for room bookings, but also for the occupancy of individual desks in the open-plan office.

As a professional provider of conference room and media technology, we are your contact for all forms of hardware and software for your company. We will be happy to advise you on the best video conferencing software and equip your open-plan office with the right technology. This also includes the most suitable booking system for your workplace.

In addition to consultation and design of your premises, our services also include installation and regular maintenance of all technical equipment. We have been equipping customers with high-quality conference and media technology since 1993 and always keep up with the times. From presentation technology – to digital signage and signal management – we are your contact! Our customers include businesses as well as educational institutions and hotels or museums. Are you interested in one of our services?

 

We look forward to your contact!

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