How to Implement a Meeting Room Booking Software

With this move to a hybrid work setting, our workplaces are changing. The hybrid work model has introduced a balanced workplace, one that hinges on flexibility. But that hasn’t changed the stance of meeting rooms in our workplaces. Since 2020, organizations worldwide have witnessed a 12.9% rise in the number of meetings per person. Be it brainstorming new ideas, making important decisions, or collaborating with colleagues, meetings remain one of the most socially charged office activities. Now, in a hybrid setting, where the employees are scattered across various locations, meetings are essential to upholding the office culture. 

According to a Gensler survey, more than 50% of employees acknowledged that scheduled and impromptu meetings are primary motivators for getting back to the office. It goes without doubt that meeting rooms will become a shared space for collaboration. Hence, workspace managers need to optimize their methods for meeting room management. And nothing can defeat the purpose of getting a meeting room booking software. 

So, what is a meeting room booking software? And how can companies implement it seamlessly? Keep reading this article to learn more. 

Meeting room booking software: Definition

Meeting room booking software allows employees to schedule conference rooms, book required amenities, and automate post-meeting sanitizations. An automated meeting room booking software eliminates the guesswork in managing meeting rooms and simplifies the booking process. Facility managers can get insights into the usage and utilization of different meeting rooms. A meeting room booking software can be instrumental in optimizing office space. 

Meeting Room Booking Software: The Implementation Process 

Collaboration, productivity, and space utilization are the three pillars of a hybrid workplace. A meeting room booking software should ensure to uphold all three. For an organization to implement a meeting room booking software, the following steps need to be followed. 

  1. Ensure it has all the features you are looking for 

A meeting room booking software should offer everything you are looking for. Before implementation, ensure that all the required features are included. For instance, meetings are monumental for collaboration in a hybrid workplace. However, too many meetings can result in wasting employees’ time. So, a meeting room booking software should offer real-time data to show utilization. Or maybe check if the meeting space booking process is optimized or not. Once you are done implementing the software, making such changes can be unhinging. So ensure that all of your requirements are met before adopting the software. 

  1. Plan training sessions before scheduling a rollout 

To get the employees on board with the meeting room booking software, it is essential to train them properly. Facility managers can conduct live sessions or provide video tutorials to the employees. This will help employees get acquainted with the new software. Video tutorials can work best for a hybrid workplace setting. 

Managers can also share relevant emails containing the features, use cases, etc.. they can also draft an email outlining the rollout plan combined with a manageable timeline.

In a hybrid workplace, meeting room booking software can transform how organizations collaborate and use their office space. It can be instrumental in ensuring employee safety and productivity as well.


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