Does your current meeting room booking system give you more problems than solutions? Although they’re designed to make working lives easier, traditional systems can’t often keep up with the flexibility you require on a day-to-day basis.
Drawbacks of Traditional Meeting Room Booking Systems
If you’re still using old-school booking systems, you may be experiencing these kinds of problems:
Overbooking or Underutilization
Meeting rooms are important office spaces that are vital for engagement through idea exchange, decision making and meeting with clients. Unfortunately, traditional booking systems are unable to keep up with the collaborative nature of the modern workplace. Without the data to make informed decisions regarding which room you can book, you cannot accurately accommodate both remote and office workers in the same meeting.
This often leads to wasting time searching for empty meeting rooms with a screen monitor, double booking and time conflicts or underusing spaces. Plus, with out-of-sync calendars, there is added confusion and likelihood of meeting rooms being unused even though they are reserved.
No Data or Analytics Collected
Without the ability to collect occupancy data for different office spaces, including meeting rooms and collaborative workspaces, you may end up with under or overutilized areas. The lack of information will negatively impact the ability to make redesign decisions in the future that would enable you to create optimal workplace environments for your organization.
Difficultly Reserving Space
Out-dated systems often make it harder to get a meeting room booked. The process is longwinded, unclear and, most of all, inefficient. This ultimately has a domino effect on the productivity of your team, wasting their time and adding unneeded frustration.
If you’re tired of time conflicts, last-minute schedule changes and room unavailability you just don’t understand, it may be time to switch to a modern system with much more control and efficiency.
Introducing a Meeting Room Booking System Integrated with Outlook
Freespace has designed an integrated platform to overcome these challenges and increase efficiency within your organization. Our meeting room booking system integrates with Outlook and helps you manage and operate the workplace with smart automations.
The Freespace Spatial Platform for Operations Transaction (SPOT) seamlessly connects externally to your existing workplace applications using Rest or Webhook APIs. It aggregates, analyses and visualizes data fed into the platform to help improve your user experience, amongst many other features.
Features of a Meeting Room Booking System Integrated with Outlook
Seamlessly Sync with Calendars
Our SPOT platform, alongside the Freespace employee experience app, facilitates seamless meeting room booking which easily syncs with your Outlook calendar, so you can ensure that booked meetings effortlessly align with individual and team schedules. There is also the ability to create, modify and delete meetings through our calendar integration. Our latest release, DNAi, considers individuals within departments and offers intelligence-driven solutions to any office space booking problem.
Real-time Availability
Freespace integrated technology provides users with a fully transparent, real-time view of room availability, so the frustration of double bookings and conflicting schedules is eliminated.
User-friendly Interface
Our user-friendly interface enables you to book a meeting room with just a few clicks, removing the need for convoluted processes, especially for those working remotely. This system is suited for the hybrid working environment, with remote access to meeting room bookings so remote workers can secure spaces no matter if they are in the office or working from home.
Continuous Improvements
As mentioned above, our SPOT platform aggregates and analyses user input into the platform, so the entire system can continue to improve the user experience and align with your changing business needs.
Benefits of a Meeting Room Booking System Integrated with Outlook
Improve the User Experience
At Freespace, we recognize that the heart of every space is the people, so we aim to enhance the user experience through creating optimal human-centric work environments with our integrated technology, including the meeting room booking system. The integration with Outlook creates a more efficient and engaged workplace by building a seamless and connected experience for employees.
Reduce Time & Cost
The seamless user interface and calendar sync enables organizations to reduce admin and real estate time and costs. The real-time availability reduces time spent trying to find a meeting room or dealing with clashing schedules.
Alongside other Freespace technology, this integration can also provide insights into how meeting rooms are being used, so you can improve room allocation and make informed decisions. The data and insights reduce cost by helping you to optimize your real estate and space utilization.
Eliminate Frustrations
Eliminate employee frustration of booked but unused spaces with this dynamic and integrated system that provides accurate, real-time updates on room availability and booking changes. Leading to more engaged, motivated and productive employees and better space utilization.
At Freespace, we provide an integrated solution that combines sensor technology, advanced data analytics, user-friendly interfaces, and integrated policies to effectively govern all tools and systems to provide all these benefits and more.
Get in touch with us today to experience a solution that provides the control and ease you need.
