Meeting room booking and meeting management is a vital area in any organization. The fact is that meetings are an essential part of any modern organization and the bigger your organization is – the greater the need for an intelligent and efficient system to manage meetings and resource bookings.
Meetings are more than booking the right size of meeting room and inviting the right people. Meetings can involve catering services, invoicing, and welcoming external guests in the reception. With this kind of complexity and processes that need to run smoothly, disorganization and confusion are not just irritating but can cost your organization both time and money.

6 signs that you need to improve your meeting management:

1) Your no-show rate is high

Are your meeting rooms being booked but left empty? This is very common for many organizations and the empty rooms are not just inconvenient – the unused empty space costs money and productivity. No-shows happen when an employee forgets to cancel the meeting or the room booking. The no-shows leave meeting rooms empty and prevent other employees from booking the unused meeting rooms.

The frustration of looking at lots of empty meeting rooms without being able to book them can be solved by a simple check-in/check-out system. You can, for example, implement a system that requires all employees to check-in to their meeting either from their phone or from a meeting room panel. Checking in from a meeting room display can be done either by a simple touch (without user authentication) or by scanning an RFID-card on the meeting room panel. Checking-in by using the RFID card can also be connected to user authentication so that only employees that attend the meeting can check-in from the meeting room panel. If the employee doesn’t check-in either from the phone or from the meeting room display, the booking will automatically be canceled and be free for others to book. A great benefit that comes with a proper room booking and meeting management system is that a no-show report can be generated allowing administrators to analyze on the no-show rate and identify employees who do not show up for their meetings. Learn more about how to eliminate no-shows with our mobile booking app or with our meeting room panels and check-in/check-out system.



2) Double bookings and ‘room-sharking’

Another classic issue in offices are double bookings and so-called ‘room-sharks’ who occupy meeting rooms that are already booked by others. Double bookings can occur if your system is not efficiently synchronized on all platforms or if your system is managed manually.

‘Room-sharking’ often becomes a problem if a booking system is not intuitive and easy. An efficient booking system lets employees both pre-book meetings and book instant meeting rooms seamlessly. Ad-hoc and spontaneous meetings happen all the time and in this case being able to book a meeting room from the phone or from a meeting room panel placed at the entrance of a meeting room can be essential. If the booking process is too complex people will often avoid booking a room and simply choose the nearest empty room – even if it might be booked. This form of ‘room-sharking’ can create an unprofessional image for your organization and lead to misunderstandings.


3) Wrong deliveries of services for meetings

Managing catering and service orders for your meetings can be difficult for your kitchen and service providers – but it doesn’t have to be. With a powerful service tool, you can make it easy for both the people booking the catering and the kitchen who manages the orders. Many organizations struggle with catering services being delivered to the wrong meeting room because meeting updates are not sent automatically to the kitchen. Another classic thing is that employees make changes right up to the meeting start making it impossible for the kitchen to deliver the right catering services. In some cases, employees even book their meeting and the catering services very close to the meeting start which also makes it impossible for the kitchen to plan, prepare and deliver the catering items.

For kitchen personnel, planning is the most important factor in order to deliver the ordered services at the right time. It is essential for a kitchen and other service providers to strive to automate time-consuming and routine tasks such as tracking costs, printing production lists, and taking out reports, to concentrate on other tasks. With the right catering system, your kitchen can rely on the system to manage everything and get detailed reports to help plan the day. You can get more useful information about meeting management here


4) Lengthy invoicing processes

As stated earlier booking a meeting consist of many steps: inviting guests, booking the appropriate meeting room, ordering the right catering services, “welcoming” your guests in the reception, and preparing and sending invoices. A one hour meeting with the necessary preparation can take up an incredible amount of time.

Managing invoices is often a critical hub for organizations and especially large corporations can have a very complex invoicing process where catering invoices can get send back and forth between different divisions before they get approved. Applying a system that automates and eases the invoicing process is something that can help you save a lot of time and money.

Read how Orion optimized their internal workflows with Concierge Booking


5) Reception staff not being informed about visitors

A great first impression is everything, and your reception staff is the first point of contact for your visitors. If your visitors are met by a receptionist who is not aware they are coming or has to call around letting the right people know about the guests, the first contact can be unprofessional and confusing.

Imagine your visitors checking in at your visitor screen and instantly being given the information they need – a printed visitor card, a Wi-Fi code, directions to their designated meeting room, and an automatic SMS and/or email sent to their host notifying them about the visit. No more hassle for your visitors as they don't have to answer questions about who they are visiting, what meeting they are attending, etc.

With a great visitor management system, you can make your visitors feel welcome and well informed and give them a professional first impression of your organization. At the same time, you can improve productivity for your reception staff who won’t have to manually check-in visitors and guide visitors around.



6) Missing insights into your office space usage

Are you basing your decisions on gut-feeling instead of data? Don’t you have an overview of how your office space is being utilized? Not having the correct data can prevent you from getting the most out of your office space. Learning which meeting rooms are always booked, which are always empty and which desks and resources are in high demand can give you great insight into how to potentially expand or organize your office environment.

Getting the information you need, enables you to make informed decisions about your ideal number of meeting rooms, their optimal capacity and the resource requirements of the meeting rooms. A reporting tool can save you from guesswork and back up your decisions with valid data. Learn more about how our services can ease your meeting management

If you recognize any of these factors in your organization and see a potential to improve one or more of these areas, you are welcome to contact me for a chat about what we can do for your organization.

Picture of Jakob Baagø Ohlsen
Written by Jakob Baagø Ohlsen