Why Do Organisations Need A Meeting Room Booking App?

By Author: UrSpayce
Total Articles: 15
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“A meeting room booking app promotes a culture of collaboration and makes your workforce more engaged and productive.”

Undeniably, one of the most important resources for a workplace is its meeting rooms. They help teams get on the same page, cement and translate strategies into implementations, and pave the way for cross-deparIn today’s agile and hybrid workplaces, no two employees’ work days are the same. Employees could be working from their kitchen in the morning and gathering for a team meeting in the afternoon. Some would work remotely while others would follow a hybrid schedule. In this scenario, a critical question for organizations is: Do your employees have access to the workplace resources that make them productive, regardless of where they work?

In the simplest terms, the meeting room booking software lets employees reserve meeting rooms ahead of time and helps you track their usage. Meeting room booking systems can be software, web-based, or as an app installed on your smartphone.

For modern, flexible, and integrated workplaces, a meeting room booking app is a catalyst to make the ...
... most of your resources and employees’ time. Let’s take a closer look at why organizations need a SaaS-based meeting room booking app and what makes Urspayce the best meeting room booking system.

Why do modern organizations need a SaaS-based meeting room booking app?
Real-time actionable data for space utilization
What was once unheard of has now become a norm at organizations: some employees work from home while others are at the office. Using real-time data from a meeting room booking app, office admins can allocate meeting rooms based on how many employees are present in the office along with the equipment like a screen for employees working out of the office.

Without this data, keeping a track of everything becomes a challenging task that eats up the productivity of the admin and operations staff.

If your organization has a fixed schedule of meetings that don’t change often, manually managing booking rooms might work. But if there are ad-hoc meetings, you will struggle to predict what happens next and a SaaS-based booking room management software gives you real-time information with a few clicks.

A comprehensive solution for better coordination between employees
Employees can coordinate better with a booking room meeting system about where and when a specific meeting would take place. Another challenge is making sure everyone knows the meeting is taking place, where, and at what time.

A meeting room booking app sends notifications to both internal and external attendees once the meeting room is booked: thereby finetuning the visitor experience. Participants can confirm their availability so that everyone is on the same page.

Give a memorable experience to guests
One of the most important benefits of a meeting room booking app is accurately representing meeting room locations within the building. For remote employees in hybrid offices as well as external attendees, having reliable information about the office layout is a major time saver and leads to a smooth visitor experience.

Manage flexible routines
A SaaS-based meeting room booking system shows everyone in the organization the rooms that are open to using, which eliminates double-booked office spaces. Increased productivity is the direct impact of employees spending less time scrabbling to find conference rooms. It takes the guesswork out of where team meetings would be held.

Now you might be wondering, how to choose the right SaaS based meeting room booking software. For starters, look for an integrated workplace solution that offers the following features.

SaaS meeting room booking system: The most important features
#1. Does the software offer real-time data?
How many team members are in a typical meeting? How often are the meetings canceled? Do employees book the meeting in advance or are they ad-hoc? Equipped with this data, you can make more informed decisions such as underutilized meeting rooms could be converted into open spaces.

#2. Minimize the booking steps
Manually booking conference rooms involves:

Scheduling a meeting
Sending the invite to all attendees
Finding an empty meeting room
Sending the location/room details
Attendees have to be shown to the conference meeting room
Instead, a meeting room booking app reduces the booking steps. Here’s how:

Check the meeting rooms available when you’re scheduling the meeting
Send the time and location in one go to all participants
They can accept/reject the invite
The software integrates with your Google Calendar and Microsoft Office to reduce no-shows
Guests are notified about the location and the building plan
The meeting scheduler can request the admin for specific amenities or equipment over the centralized platform
Look for a cloud-based meeting room software like UrSpayce with a seamless experience of allowing employees to check and book the meeting room, communicate the details with participants, and book or change meetings on the go from their smartphone.

#3. Easy-to-use and role-based access
Your meeting room booking system should enhance the employee experience and not have a learning curve that adds to their existing work. In addition, with role-based security access control offered by meeting room booking systems like UrSpayce, meeting admins can customize privacy settings.

Upgrade your workplace with UrSpayce meeting room booking software
As an integrated workplace management system with a meeting room booking app, we help organizations build workplaces that their employees love. We’re rooted in a strong belief that creating sustainable workforce readiness is a shared commitment to learning, growing, and managing crises together.

Features of cloud-based Urspayce meeting room booking app include:

Scheduling meetings through your daily calendar like Google Calendar or Microsoft Office
Integrations with G Suite and Microsoft Outlook
Digital floor maps to reserve and find rooms
Meeting room usage analytics
Enterprise-grade security
Establishing a truly agile workplace starts with a robust SaaS meeting room booking app or system as your workplace technology.

Sign up for your first account on UrSpayce if you’re looking to:

Optimize your office space
Facilitate a culture of collaboration
Contribute towards making your workforce more engaged and productive