A Detailed Guide to the Conference Room Booking System

A Detailed Guide to the Conference Room Booking System

A Detailed Guide to the Conference Room Booking System


Gensler recently surveyed more than half of its people, and more than half said meetings with colleagues, socializing with others, and impromptu face-to-face interactions are the main reasons for returning to work.

The majority of people don’t attend meetings since it’s difficult to collaborate with others when working from home. And that’s despite the presence of virtual collaboration technology. Whether or not a pandemic hits, the conference room is still not dead.

It is for this reason that companies should invest in a conference room reservation system after returning to work after a pandemic.


What is the need for a conference room booking system?

Planning, brainstorming, managing crises, and communicating continue to take place in the conference room in the corporate world.

Having to wait for a conference room when you need one is one of the most common challenges of modern offices.

Many conference rooms are either too small or do not have the necessary technology. It depends on your position in the hierarchy or the criticality of the agenda if you find one, but how long you hold it depends on how long you hold it.

Getting a room is a perennial problem facing the corporate world. If you don’t have one, be prepared for “excuse me, we need this now.”

Following are four common scenarios that people encounter in the conference room while working in an office.

The room is booked, but it’s been vacant for the last half hour

It is common for people not to show up. Meeting rooms are booked for tentative meetings that never materialize or have been rescheduled.

Bookings remain in place. What’s the result? The conference room remains empty. Unoccupied rooms can be automatically pushed back into the pool when using a platform like Deskflex for conference room scheduling software.

Self-meeting in one person

The tendency for people to have an entire conference room to themselves is not uncommon.

Various factors could cause this, including a desire for a distraction-free environment or a lack of seats elsewhere. There could be a bunch of new hires waiting for seat allocation or your sales team coming into the office once a week. Although unused rooms are okay to be used, scheduling software can help prioritize events and notify occupants of upcoming meetings in advance.

A meeting room that is crammed beyond capacity

On the other hand, meeting rooms that are overfilled are also a problem. There are also times when people have to stand because of lack of space.

One floor might have four people occupying a 16-seater, while another floor may have four people sharing one. Rooms can be booked according to the number of participants using a conference reservation system. It is also possible to input the equipment requirements so that a projector and whiteboard are included.


You booked a conference room, but the housekeeping staff somehow failed to clean it

It was always a must to clean up after a meeting. Sanitation is a necessity in the post-COVID era. Timely housekeeping becomes a challenge if start and end times cannot be monitored, posing serious health risks.

Your housekeeping staff can be alerted to clean and sanitize the conference room based on the conference room reservation system. You can also program specific time slots for cleaning.

Conference room disputes can lead to friction within working relationships more than operational issues. Booking a conference room with a room booking software can bring a healthy dose of transparency into the process, which can minimize turf wars.


Meeting room bookings are streamlined through the use of conference room reservation systems, which result in tangible benefits. An investment in a reservation system for conference rooms improves return on investment by providing data about meeting utility and providing a safe and healthy working environment.

Intangible benefits of a conference room reservations system are numerous, too – the most important being the reduction of friction caused by manual bookings. By making a system transparent, people are compelled to adhere to it, decreasing the tendency to override or circumvent it.




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