Meetings are a vital part of running a business, and organizing a company meeting or conference can be daunting. You have to be thorough from planning to the post-assessment processes. Arranging meetings can be time-consuming, and although necessary, it will challenge meeting planners always to think ahead and on their feet. The old school method of meeting room booking processes takes up much of the planner’s time only to result in less productivity.
Here are the challenges that meeting planners encounter in organizing company events and remedying these situations using meeting booking software systems.
#1. Old School Method of Meeting Booking Process
The old school method of meeting room booking uses pen and paper and consumes precious time. You also have to deal with spreadsheets and other tools (most of the time outdated), which adds to your workload as administrative staff. Making phone calls, sending emails, and manually updating post-it notes and bulletin board announcements require a lot of back and forth communication. This method is a devious time killer and leaves a lot of room for mistakes and miscommunication.
Meeting Room Scheduler Solution
Having a meeting room scheduler saves meeting room users, managers, and organizers a lot of time. Everyone can quickly view available meeting rooms, invite participants, and add other essential notes. They can also view and check important details about each meeting room and whether it can be sufficient for their upcoming meeting. Meeting booking software enhances your productivity as a team and frees up your time to focus on crucial aspects of the event and other daily tasks.
#2. Scheduling Errors in Paper-Based Booking Processes
Many organizations have a complex, multi-step meeting booking process. Typically, they utilize separate systems for each task in meeting preparation, which results in frequent scheduling errors due to inaccuracy for room availability information. Because different systems and tools most often do not synchronize, you may need to update them manually. Changes and cancellations aren’t reported immediately to concerned people, causing double bookings, unannounced cancelled meetings, or participants showing up at the wrong time or to the wrong meeting room.
Meeting Room Online Booking System Solution
With room reservation software, you can handle all changes and cancellations quickly. Whenever there are changes or cancellations in meetings, the system automatically updates and syncs the information. It immediately sends a notification to attendees and concerned users to have enough time for necessary adjustments.
Additionally, a meeting room scheduler helps prevent scheduling errors. The system saves all information about meeting rooms and schedules and updates them on a real-time basis. Having up-to-date information in a centralized system avoids double-booked meeting rooms and other errors that waste time and kill productivity.
#3. Adverse Effects of Unorganized Meeting Booking System on Client Perception and Employee Self-esteem
Some companies and organizations do not have a solid, centralized system to provide a quick overview and detailed information about the meeting. Because of this, organizers end up relying on their memory to keep track of things. It results in mistakes, uncertainty, and frustration among organizers and visitors alike. Visitors will then have a poor impression of your company from any hassle caused, such as meetings not starting on time, meeting rooms being unavailable when they’re supposed to be, or attendees showing up late.
Moreover, manual booking processes do not help much in monitoring and tracking visitors coming into your facility. When having large groups of guests, you need to keep an eye on who enters your premises.
Meeting Booking Software Solution
Meeting booking software comes with a visitor management feature that eases the visitor check-in process. It automatically notifies the meeting organizers and management of a guest’s arrival. It also provides a seamless, hassle-free experience to both parties, giving them a solid first impression of your company.
#4. Inefficient Use of Meeting Resources Due to Disorderly Booking Process
One of the most valuables resources in an office is the meeting space, which needs close monitoring and analysis. Not being able to do this leads to inefficiency, higher real estate costs, and wasted energy. Heating or cooling an empty room doesn’t sound good, and neither does a meeting for five people hosted in a space for 50 attendees.
Meeting Room Online Booking System Solution
An efficient room reservation software system allows you to quickly generate reports regarding your company’s meeting room and resource utilization. It helps you identify which rooms users frequently use and find ways to optimize those that are less favourable.
Thoughts to Ponder
If booking meetings and scheduling meeting resources is a considerable challenge for you and your team, a meeting room scheduler is what you need. It generally streamlines the booking process because it can provide a complete overview of available meeting rooms, including essential details one may need to know in organizing such a meeting.
Meeting booking software helped the corporate world improved as it replaced unorganized and hassle manual methods. It comes as a single, user-friendly solution that integrates all activities regarding planning and scheduling meetings. It enhances coordination within your team and assures efficient communication.