Book a meeting

The final step to booking a meeting is clicking “send,” “book,” “reserve,” submit,” or whatever button the in-house calendar or room management system offers.

Not all offices are alike. While most have a backend meeting room scheduler platform such as Office 365, or Google Workspace, some offices invest in a workplace management system, offering more flexibility for how a room is booked. Here are a few scenarios showing the booking experience:

  • Traditional meeting. Traditionally, meetings are supposed to be on-site and premeditated. If it weren’t for other meeting types, most in-house scheduling platforms would be enough to keep the office running smoothly. With ad-hoc and hybrid meetings in the mix, a room management system can go a long way toward improving the employee experience.
  • Hybrid meeting. Hybrid meetings are best booked from your in-house room scheduling platform. This way, an email can be sent to remote participants with a link to the meeting. Still, for hybrid meetings, it’s important to book a room that covers all of your teleconferencing needs. A meeting room management system can show which rooms have which technologies on hand.
  • Ad-hoc meeting. Some meeting room management systems boast a touchscreen meeting room display from which users can book a room with a tap. Alternatively, employees can open the booking app on their mobile devices and book a room on-the-fly. With full transparency, a meeting room management system significantly reduces the risk of room squatters and overrun meetings.

While each office may have a slightly different process for meeting room reservations, the principles are the same. The more visibility employees have into a room’s availability, the smoother the booking experience will be.