How a Consulting Firm Streamlined its Meeting Room Bookings and Made Employees More Productive
While the firm had lots of space, they didn’t have a painless way of booking it. Employees reserved rooms manually, which led to double bookings. People would also hold conference rooms “just in case” and then never use them. Employees grew frustrated and wanted to know why they couldn’t find space even though so many rooms were empty. The consulting firm worked with a partner to pinpoint the inefficiencies in their manual, room-booking process. Then, they purchased a room-booking solution to improve meeting room utilization and partnered with the vendor to efficiently implement and integrate this solution into their existing office infrastructure. The vendor trained stakeholders within the firm, who then showed others how to use the new system. Employees now use the software to find and book space in just seconds. They can make reservations from their desktops, their mobile devices and the digital display screens located outside each meeting room. Since the room-booking software integrates with Microsoft Outlook, employees can also schedule meetings and reserve space directly from their calendars. After an employee books a room, the system updates in real time. This prevents double bookings and improves meeting room utilization. If a meeting doesn’t happen, the system automatically cancels the booking, freeing up the meeting space for someone else to use. The new system maximizes internal resources, reduces employee frustration, and supports the impromptu collaborative conversations that drive projects forward. The consulting firm now has happier employees, as they can devote meetings to solving challenges for their clients, instead of looking for space.