How to Manage Meeting Rooms Efficiently

 A manager spends almost 3 hours a day in meetings. Over the course of a 40-year career, this equates to around 16 years of team meetings. One of the key problems in making good use of this time is effectively handling the meeting spaces made accessible to employees.

Meeting rooms Booking : a recurring issue

There are several common problems that businesses must resolve to ensure the comfort and efficiency of their workers, including room availability, unattractive or even unsuitable atmosphere (temperature, brightness, decor, internet access, multimedia equipment...), and "ghost meetings" (room reserved but not used by anyone).

In the management of conference rooms, businesses must resolve two major issues. On the one hand, they must provide an infrastructure that meets the needs of their workers, while also acknowledging that these needs vary depending on the size of the organization, the nature of the teams, future office redevelopment projects, and new working methods.

The second challenge for the property management department (and often the most strategic because of its substantial economic impact) is to increase overall office occupancy rates, especially shared spaces, in order to make the real estate assets profitable. The problem that these divisions often face on this topic is their lack of understanding of the actual application.

Meeting rooms  : a complete infrastructure which should fulfill employees’ requirements

The availability of meeting rooms and an easy-to-use meeting room booking system are the first and most important requirements for optimising meeting room management. Although meeting room availability in terms of quantity and size is often difficult to evolve due to refurbishment constraints, the introduction of a clear and straightforward room booking system unquestionably improves meeting room utilisation.

All standard terminals must be able to use and monitor the equipment given. Everyone is welcome to bring their own devices, and the employee can easily lead the meeting when working on his personal computer. Similarly, it is more productive to share content and communicate with the rest of the team through wifi, which is a secure and adequate link.

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