It’s vital that when a meeting room is booked that it’s fully used for that period. That might sound very basic, but no-shows or ghost meetings can be a huge waste of money and lead to poor productivity. One of the best ways to ensure this happens is to use a booking panel outside of a meeting room and is now a familiar item in the modern workplace, whether you have 5 or 500 meeting rooms.
A good room screen with a robust meeting room booking system should provide a clear indication of the room status (booked, free or waiting check-in) using colored LEDS and or color-coded design templates. See the Aura range meeting room screen for a great example of this functionality. Utilizing a check-in, check-out policy is also one of the best ways to eliminate empty meeting rooms that are showing as booked. Whilst doing this it is important to get users to buy into why these policies are in place and to make their operation as simple as possible. To make this work effectively some form of booking authentication should take place, getting the resource booker to confirm on the meeting room screen that the reservation is about to commence (check-in). Similarly, checking out after a meeting finishes early, automatically frees up the resource for colleagues to use at the earliest opportunity.
An alternative to using a traditional meeting room touch screen is to use a multifunctional RFID capable device with status indicating LED’s and touch button controls such as the Qubi3. This provides most of the functionality that a meeting room screen does, at a much lower cost.
Another great idea to help prevent no-show meetings is to implement a “Three Strikes and You’re Out” policy. This cancels a series of meetings if the booker doesn’t show up three times in succession.
Not only does this punish those serial offenders who swallow up as many resources as they can without actually using them, it’s also a great way to ensure that leavers who have booked a series of meetings in the future have these reservations cancelled.
RFID access cards or PIN codes provide a quick and easy method of authenticating meeting bookings.
If a meeting booking is not checked in, then an auto cancellation policy can be applied so the room can be freed up for others to use, saving valuable time and helping your fellow workers find suitable meeting spaces.
Similarly, if a meeting room is booked for a certain period and the meeting finishes early, authenticated check-out at the meeting room screen, immediately frees up the resource for your colleagues to use.
A familiar scenario is when you need to extend the meeting for an extra period when your current reservation is about to end. Status indicating LED’s on the meeting room screen should be able to warn users that the booking is ending and if the following period is free, a simple swipe of the RFID card can extend the reservation for a further period.
An even better way to remind service users that the meeting is coming to an end is to deploy an in room status indicator such as Qubi3 which will gently pulse prior to the end of the booking, so organizers can extend the meeting if the room is free in the following period.
Having the meeting room status clearly indicated on the room screen lets everyone know which rooms are free.
So, when that spontaneous meeting is required, it’s important that users can quickly source a meeting room and grasp the moment.
So you wrap up a great meeting and the consensus is “same time, same place next week?” (or you wrap up the meeting with “that was so bad, we’re going to have to do it all again next week!”).
Having the ability to search for free slots in the future, directly at the point of use can be very useful for future meeting planning. This can be done from the meeting room screen or from a mobile kiosk app.
At least you know you’ve secured that all important room at the earliest opportunity.
There’s nothing more unproductive than arriving at your meeting to find out the VC facility is out of action or the in-room display is broken. Having the ability to report equipment problems directly from the meeting room screen ensures that the relevant FM team are informed at the earliest opportunity.
This information can then be fed back into the system, so that when colleagues are choosing a suitable meeting room, they understand the current availability of equipment within the room and can choose the best meeting room to suit their needs.