Effective meeting room management is key to maintaining good communication and productivity. There are challenges to this, but solutions are available. Let’s look at some of the most common challenges and how to overcome them.

Minimise availability issues

Availability conflicts and double bookings are common in many workplaces; however, a centralised booking system, complete with real-time updates, can minimise time-wasting booking problems.

Prevent no-shows

No-shows take up space and waste valuable resources. You can help to prevent missed meetings by sending out automated reminders in advance, ensuring everyone is aware of where they should be and when, and providing time for cancellations if the meeting room is no longer required.

Ensure the right space is allocation

Meeting rooms that are purely allocated on a first-come-first-served basis can result in rooms not being the optimum size for the gathering of people. Take time to allocate suitable spaces by knowing how many people will be attending, any room layout preferences, and any audiovisual needs. If you need more meeting room options, explore outside options for meeting rooms Exeter or elsewhere, such as the unique spaces offered by companies such as Nettl of Exeter.

Manual booking processes

Booking sheets and email bookings can be confusing and lead to errors; in turn, this can lead to problems with meetings and their role as an integral part of good business communication. Instead of manual processes, digital booking systems can combine a user-friendly interface with an efficient system to minimise the potential for booking issues and wasted time and resources.

Reduce search times

Ensure employees don’t have to waste time looking for suitable meeting rooms by providing a way that they can quickly and easily find meeting room availability and schedules. Consider integrating your booking system with apps such as Microsoft Outlook or Google Calendar to enable the seamless scheduling of meetings. Meeting room displays, situated close to the relevant rooms, can also offer a way of ensuring all staff members have the information they need and can easily book the available meeting spaces.