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Why You Should Implement a Room Scheduling System

Room scheduling systems

You and your team have dedicated hours and hours to this meeting, making sure all your information is current. You’ve practiced your presentation more times than you can count and have double-checked all your data. Once you realize you haven’t reserved a room for the meeting, it’s too late!

When you have the right Workspace room booking software in place, finding and booking space is easy and fast. Booking a space that can accommodate all your attendees and has all the workplace technology you need is as simple as pulling out your phone. 

How Do You Implement Room Scheduling Systems?

Software and hardware are the main components of room scheduling systems. Room scheduling systems like Crestron Room Scheduling and Steelcase RoomWizard operate through one network cable, allowing for ease of installation and operation. 

HARDWARE

  • Room scheduling panels have a touchscreen interface, reside outside your meeting space and come in many sizes, colors, and mounting options (drywall, direct-to-glass, mullion mounting).
  • Display room information includes the room name, a full schedule for the day, meeting information, and a check-in feature so users can reserve a room directly from the device
  • Availability indicators connect to a computer via USB and display if a room is available (e.g., a light bar turns red or green when the room is available).

SOFTWARE

The majority of room scheduling systems come with software that connects directly to popular calendaring platforms from Microsoft, Google, and more. You can easily update this software if you change platforms in the future. 

  • Calendar integration allows organizations to utilise their existing calendar software (like Outlook or Gmail), which makes scheduling on the platform familiar to their employees
  • Two-way communication ensures that your schedule is always up-to-date, so you can see availability and updates in real time 

Room Scheduling Systems: Who Uses Them?

How do room scheduling systems benefit users? That’s a pretty easy question to answer. Using room scheduling systems benefits everyone inside and outside your organization, including:

  • The organization as a whole
  • Organizational departments (Human Resources, Accounting and Finance, Leadership)
  • Groups within a division (Sales, Engineering, Design, or Marketing)
  • Contractors or project-based teams
  • Guests, vendors, clients, and representatives from outside

Room Scheduling Systems: What are their benefits?

1. Streamlines and simplifies collaboration

Not all meeting spaces and meetings are created equal. It is sometimes necessary to have a quick one-on-one meeting in a small room. Other times, you need a larger room with conferencing and presentation capabilities. 

You can book the right meeting space for your people using room scheduling systems. They can choose from a broad ecosystem of zones to minimize interruptions and double bookings, regardless of whether they need a meeting room for collaboration with colleagues or a private space for an HR meeting. 

3. Keeping your employees healthy and safe

Office safety measures have always been important, but the COVID-19 pandemic underscored the need for the office to play a role in mitigating the spread of disease. It also inspired some organizations to adopt hybrid work-from-home policies to reduce operating costs and keep employees safe. 

Having a room scheduling system allows people to maximize their time in the office. Whether they’re collaborating, focusing, or learning, they can reserve their workspace in advance and ensure they’ll have a dedicated workspace for the day. 

Do You Need a Room Scheduling System?

Businesses can benefit from room scheduling systems in a variety of ways. Using a familiar platform, they streamline and simplify the process of booking a meeting space, allowing employees to book with ample time to spare.

Furthermore, room scheduling can grow with your organization, particularly when combined with other workplace technologies like conferencing technology, digital signage, and sound masking, to increase employee wellbeing and engagement.