room and desk appointment booking

Room Booking Technology: The Secret to Making Team Meetings More Enjoyable and Engaging

Meetings and conferences make organizations keep going. It is the chance when departments and teams evaluate their performances and how near or far they are from hitting their targets.

However, the majority of office workers said that they hate meetings due to numerous reasons. They consider conferences as long, tedious, and make them sleepy. But the more significant issues in these sessions are the manner of people involved and the room booking preparations – stress, conflicts, overbookings, no-shows, and many more.

Despite the bad reputation of attending meetings, it is agreeable that this gathering is essential for the business’ success. As vitally important, meeting sessions help employees feel trusted, included, and motivated, knowing they can contribute to their companies’ growth.

Organizing Enjoyable and Resourceful Meetings

Meetings are here to stay. The good thing is that employers and managers can turn a lousy meeting into a good one. They have to create a better experience for both themselves and their team members and employ room manager booking technology to ease conference stress and serve its the meeting’s real purpose.

In this blog, we aim to help you and your organizations hold more meaningful and useful conference sessions by sharing ideas on the ideal things that would perfectly complement your meeting rooms. Let’s start by giving reasons to adore your office’s rooms.

Reasons Why You Will Love a Conference Room

We have stated the importance of having team meetings. However, its effectiveness depends on its resources, such as the session room. Having a well-equipped and well-furnished conference room helps team members boost their performance. Among the reasons why these conference rooms are the place to be:
1. They are secret keepers.
2. They serve as collaboration stations.
3. They create a connected culture.
4. It serves as a mission launch-pad.
5. It empowers you to make a great impression.
6. It enables you to focus better.
7. Perfect for training-grounds to achieve success.
8. Push companies to move ahead.
9. Has a great atmosphere to inspire collaboration and creativity.
10. They are the gateway for discovering new talents.

Room Display Accessories for Better Meeting Experience

Effective meetings are good meetings.

Back then, once organizations agreed to have a meeting, a receptionist will mark the calendar, inform the people involved one-by-one and manually choose a room they will use. These meeting arrangements have led to many errors such as double bookings, incoordination, miscommunication, no-shows, and many more that will also result in unproductive meetings.

Good thing that the only constant thing is change.

The office rooms have evolved through the years, from cubicles to enclosed spaces and now replaced open floor plans. It presents team members with a flexible workspace where they can choose which workstations they prefer at a given time. From manually reserving a room and inviting participants, now they can book a room and send an invitation a glance.

Like the office rooms and work arrangements, the meeting room process has now evolved into more convenient and hassle-free tasks. Gone are the days of tiresome meeting preparations that cause inefficient sessions. Now, you can eliminate stress right from the initial step up to the last.

But it is a matter of technology and room booking systems integrations to make these improvements into reality. To help make your meetings even more engaging and enjoyable, we created a list of room booking system hardware and software to make your guests’ and attendees’ experience a delightful one.

Room Booking System Display

A room display touchscreen is an integral part of the room scheduling system. It is attachable outside meeting rooms. Along with the room booking systems integrations, this device provides you these functions:

  • Display a room’s availability using a stylistic LED lighting system.
  • Automatically frees the room up if no one confirms the reservation within 15 minutes.
  • Show who is presently using a specific conference room and the duration.
  • Exhibit the remaining time when a conference room will be available.
  • If a session ends early, it frees up the room for the following users.
  • If a session extends, users can easily customize the reservation settings until they finish.
  • Supported by RJ45 with Power over Ethernet (PoE), it is usable even without a power outlet.
  • Connects to the Wi-Fi

Room Scheduling System App

Using your handheld devices, anyone can access your organization’s room reservation system anywhere at any time. It comes with a mobile app that you can install either on your smartphones or laptops and come up with the following features:

  • Give access to data on an existing meeting room, its availability, sizes, and equipment available.
  • Provides information about the room booking schedules for a specific room at any given time
  • Allow you to book a conference room at a time and date of your choosing.
  • Create and invite your meeting attendees with room booking software outlook.
  • Customize room and desk appointment booking interface.
  • User-friendly interface
  • Provide high-definition images of the office spaces.
  • Send automated notifications.
  • Generate reports and analytics.
  • Compatible with all devices
  • Show real-time booking, availability, and confirmation.
  • Provide multi-lingual access.
  • Secure payment options
  • Ensure workplace health and safety practices.

room booking systems integrations


Custom 3D Floor Maps

A room reservation system may also come with customizable 3D floor plans. Once your company implements room and resource scheduling software, developers will customize this 3D floor plan based on your organization’s structure. This feature gives you the following perks:

  • Indicates occupied and available desks and meeting rooms using color-coding.
  • It makes it easy to locate a particular room as if you are in the 3D floor maps.
  • In case of emergency or need to find someone, you can quickly find their location.
  • Displays each team member’s online profile with photos synchronize with Windows Active Directory.
  • Allow team members to change workstations on any floor, room, or space in the entire building.


Lobby Kiosk

The COVID era changes the way people meet. Now that they can gradually return to their regular meetings, they need a room booking system hardware such as a lobby kiosk to help them protect team members, guests, and the workplace from virus contamination. A lobby kiosk can offer your organization these benefits:

  • Its sleek design makes it easy for device disinfection.
  • Transmits data to the central control site for administrators easy monitoring and modification
  • Requires only one-tap for check-in, check-out, viewing, and modifying room reservations
  • Reduces the need for face-to-face contact when making office space reservations.
  • It saves on staffing expenses as it eliminates the need for front-desk staff when booking a desk.
  • It comes with a highly touch-sensitive screen for light tapping use
  • Supports Full HD Video format


Bluetooth Beacons

Another addition to the room reservation system COVID-compliant tool is the Bluetooth Beacons. This small blue device allows you to do the following functions contactless, decreasing the chance of transmitting the virus.

  • Check-in and check-out
  • Send and capture information with short distances.
  • View upcoming meetings for a particular space.
  • Book the workstation
  • Easy to install for glass, wood, and drywall
  • Show Bluetooth-connected devices’ availability


Central Room Manager Booking Management System

All the devices and apps you integrate into your room and desk appointment booking system are centrally manageable by a cloud-based application. The room and resource scheduling software provides you with these features:

  • Meeting rooms utilization data
  • Insights into booking behaviors
  • Help make the necessary adjustments in desks and room management to improve efficiency and functionality.
  • It makes meeting room management more manageable.
  • It comes with top-level security for high data security


The next-generation work management device, FlexCube, along with room booking systems integrations, makes it convenient to reserve a desk or a workspace. Furthermore, the desk and room display will help you do the following:

  • Book desks or workspace
  • Provide accurate desk availability.
  • Easy reservation by scanning the QR code via an app
  • View upcoming reservations with room booking software outlook
  • Indicate the workspace availability through the colors guide.
  • Lightweight and easy to place anywhere.
  • Connects to the internet via Wi-Fi
  • LED lights.


Remember That the True Essence of Meeting Is Beyond Your Agenda

According to recent research, attendees see effective meetings as new learnings. As the possibility allows, it is best if the knowledge is shared and fostered among all participants. But, there are times that this isn’t possible. Despite the inactive learning, it may still be necessary for you to show up to the meeting to share your perspective and ideas so that others can learn and coordinate. If all participants know that the meeting’s purpose is not just about you and them, it will help them cope with the perceived hassle it may bring.

It is natively to be self-focused, mostly in a workplace where a more independent culture reigns. But it is still possible to spare oneself before a meeting to be more team-oriented. You can do it by imagining yourself as a part of a team working regarding common goals or thinking that success requires teamwork. By preparing yourself to be other-oriented, you will eventually see that even if the conference is not the most captivating for you and your colleagues, it still serves its purpose for the entire team and the company.

DeskFlex room booking software outlook will help you become the team member you wanted to be.

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