In the modern workplace, automation is a great convenience. When a singular user input can be processed to produce a desired effect with very little or no human interaction, it saves time and allows everything to run smoothly. Nowhere do we see this more than in scheduling software for conference rooms. Automated conference booking software enables businesses to organize a conference, invite attendees, and collaborate more easily in a time when agile workplaces are on the rise.
Automation can be great when it works…but not always. If it doesn’t, it will create far more problems than it will solve. When setting up automated Conference room management software, make sure you do it right the first time. Modern Integrated Workplace Management Systems (IWMS) like SpaceIQ shouldn’t pose any problems for facility managers. Room booking software is as easy to use as it is to deploy.
Take a look at what it takes to get your conference room scheduling software up and running at your company, so your employees can start taking advantage of its many benefits as soon as possible.
Integrate your facility management software with our platform
Software for managing facilities is essential for booking rooms. Digitizing each room enables automation, providing the variables needed for booking. Employees can bridge the gap between their physical needs and the booking process through the use of digital twins for conference rooms.
In the IWMS, label each bookable room and create the booking variable. Ensure that employees can locate and book conference rooms by using simple, memorable naming conventions. If you are creating a quick-reference profile of the room, make sure you include all relevant facts, including the room’s size, IT amenities, and location.
Software that is used by employees
After the room’s digital twin exists in the IWMS, you need to connect the employee-facing tools used to book it to the booking software. An intranet portal could be integrated with a messaging service like Slack, for example. Requests are submitted here to IWMS for processing, and employees receive confirmation or rebuttal here.
An IWMS is at the heart of automation; employee-facing software is merely the medium. An IWMS ensures seamless booking regardless of which method of booking someone uses because everything is synced through the IWMS. It’s important to note that if someone books Conference Room A at 2 pm IWMSs coordinate requests across all channels through central processing.
Set up a booking system
Qualifying booking methods follow the establishment of booking channels. The advantage of automated room scheduling software is that companies can control the booking process, creating a logical structure.
If you book a room through an intranet web portal, you may be asked to enter the following information: date, time, room name, booking length, person reserving, email addresses of invitees. By checking and confirming the booking based on the date, time, name, and length variables, the IWMS emails confirmations to participants. You may also use Slack for booking. Typing “/reserve” in a channel would generate a list of nearby rooms that can be booked for different lengths of time. When you click a time, an action is triggered that invites others using the “@person” command, and each receives a notification of where and when the meeting is.
Learn how to quantify room usage
The room booking software automates the process as well as quantifies the usage of the rooms. IWMS provides facility managers with insights into which rooms are in demand and which are not frequently used. Using these insights, facility managers can shape the workplace. Is Conference Room C unused? Is there a need for additional collaborative spaces due to the high volume of bookings? Have we leased space that we do not need?
Monitoring conference room bookings provides facility managers with better control over the workplace, while reducing the workload of coordinating people’s use of facilities. With automated room booking, they can spend more time ensuring that space is properly utilized and making adjustments where needed.