Meeting Room Management is the process of co-ordinating collaborative spaces, like conference rooms and other types of workspaces to facilitate meetings, presentations and other events. Efficiently managed meeting rooms reduce cost and increase productivity by maximizing use of existing resources.
Effective space management can help to reduce energy costs as lights, heating and cooling are used only in the event of occupied spaces. This decreases the amount of overhead investment that is not used and contributes to sustainability.
It is essential to have a clear view of the availability of meeting rooms, so that everyone can easily locate and book a space when they need. A central system that shows live availability, along with an unobtrusive calendar and easy to use search features will make it easier to book. It can also help prevent duplicate bookings that can cause confusion and delay.
A simple change can cancel a reservation and release the space. This will help to avoid late cancellations and no-shows that can impact the utilization of rooms.
Make sure to have all the equipment you require in the room before each event. This will ensure that participants are able to begin their work on time and avoid delays. The identification of any technology issues such as intermittent internet connectivity or recurring hardware problems can also help with proactive maintenance and minimize interruptions.