Does this situation sound familiar? It’s time for a web conference, so you waltz to a meeting room, open the door, and are met with a dozen confused faces. Whoops. You quickly slam the door shut, embarrassed, and then try a second room. This room is entirely empty, so you set up your computer, dial in, and get ready for the meeting to start. But just as your coworker is about to answer, the door swings open—someone else has booked this room, too.
Conference room scheduling can be surprisingly difficult, especially if you’re lacking the right technology. But even the right technology won’t save you if certain policies aren’t in place. Unfortunately, the more issues you have with scheduling a room, the more time and money you’re wasting.
Here are 3 common issues with conference room scheduling (and 3 ways to fix these issues!).
1. Your Company Doesn’t have a Conference Room Scheduling Process
Ok, this first issue is an obvious one: if you don’t have a scheduling system in place, it only makes sense that employees will fight over rooms. But with so many scheduling systems to consider, how can you know which is best? Should everyone draw lots for a room? Or write down their names on a sign and hope someone sees them?
The best way to reserve a room is by using a touch panel. A touch panel synchs up with your calendar, and it allows you to see which rooms are available when. Better yet, if someone reserves a room but fails to show up, the touch panel will update with new availability. Simply put, a touch panel keeps everyone accountable for reserving their rooms, and it leaves little room for argument.
2. You’re a Victim of the Dreaded Double-Booking
Double-booking is ridiculous. It turns into a he-said-she-said about who owns the room, and without a scheduling system to speak the truth, the argument continues. Fortunately, a touch panel prevents these disagreements by letting you know if a room is already reserved. If someone’s booked it, you won’t even be able to reserve the room, and your coworkers will have definitive proof that the room is theirs.
3. You’re Booking a Room that’s too Big (Or Small)
Sometimes, everything seems to be going right. You’ve booked your room, no one’s double-booked, and your computer is ready to go. Your other attendees arrive and take their seats… or at least, they try to take their seats. But it quickly turns into a game of musical chairs, because there simply isn’t enough space!
On the reverse side, booking a too large room can be a problem when your company only has a limited number of conference rooms. If you’re meeting with one or two other people, choose a huddle room instead of a conference room. This way, you’ll have plenty of space for your own conference and your coworkers can reserve the larger spaces for larger meetings. Everyone gets what they need, and both meetings can continue unimpeded.
Booking a conference room doesn’t need to be difficult. With the right technology and right procedures, all employees can reserve the rooms they need. So, the next time you have issues with conference room scheduling, it might be time to reassess: is your scheduling system working correctly? Are you using it correctly? And how much time would you save if you optimized your system?