4 Tips for Meeting Room Reservations

Charlie Bedell

Coordinating meeting room reservations can be a hassle, especially when there are multiple teams or departments vying for the same space. Double booking is a common point of contention that results in frustration, along with disagreements about length of meetings and how often you can reserve a room.

These issues occur at most companies, but they are completely avoidable. By following some best practices, you can streamline the process and ensure that your team makes the most of their meeting time.

These four best practices help simplify meeting room reservations and share how TimeTap can help.

1. Establish a meeting room reservation system 

One of the best practices for reserving meeting rooms is to establish a meeting room reservation system. This can be an online scheduling solution like TimeTap that allows employees to book rooms online.

An online reservation software not only saves time, but it ensures that there are no double bookings or scheduling conflicts. With TimeTap, your team can see all meeting rooms available and reserve the space anywhere, anytime, and on any device. You can also set up your scheduler to allow people to remove or reschedule their own reservation times, saving your team the time of manually managing the meeting room schedule.

TimeTap can also be used to set up recurring meetings. Attendees can get automatic confirmation and reminder emails for their reservation, and even add the meeting to their personal calendars with a few clicks.

2. Set up rules for room usage 

Another way to establish a system for reserving meeting rooms is to set up rules for room usage. This can include guidelines for booking rooms, such as how far in advance they can be reserved, how long meetings can be, and who has priority for booking.

A robust online scheduling software can help automatically maintain some of these rules. TimeTap allows you to set specific time paraments for reservations, restrict people from booking too many time slots, and even create waitlists for popular meeting times or spaces.

By setting clear rules and expectations, everyone can understand the process and work together to ensure that meetings are conducted efficiently.

3. Keep meeting rooms clean and well-stocked 

It is essential to keep meeting rooms clean and well-stocked with essential items such as markers, whiteboards, TVs, projectors, speakers, and other necessary equipment. This not only ensures that meetings run smoothly but also makes a good impression on clients and visitors.

It’s likely that your meeting rooms will use some kind of technology to connect with remote attendees. Make sure to consider any adaptors, remote controls, and even printed instructions on how to connect to the room’s technology.

It is also a good idea to have a cleaning schedule in place to ensure that rooms are regularly cleaned and disinfected. This is especially important if the room is used frequently.

4. Use technology for room management 

Technology can be a valuable tool for managing the operations of meeting rooms, especially when they may not be in use all the time each day.

For example, you can use sensors or smart lighting to save energy when meeting rooms are not in use. You can also use your online scheduling program to gather data about how and when people are using meeting rooms.

Reserving meeting rooms can be a challenge, but by following these four tips, you can streamline the process and ensure that meetings run smoothly. Using a powerful scheduling tool means more valuable time for your organization – encouraging productive collaboration for your team.

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