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Smart meeting reservation system

Reserving a meeting room might sound simple in theory, but in practice employees can find themselves running into issues. Double bookings, uncertain availability and inefficient use of rooms cause frustration and eat up valuable time, but there is a smart solution to all these challenges. A smart reservation system is not only convenient, but also boosts efficiency and cost savings throughout your business, and can be used for your meeting spaces as well as for booking workstations.

Benefits of a meeting room reservation system

A good reservation system automates and streamlines the booking process, providing a number of benefits for both employees and managers:

Time savings

Automate the booking process and save manual effort.

Usage insights

Analyse usage data and optimise occupancy.

Enhance collaboration

Support teamwork with clear availability and scheduling.

Cost savings

Save on space and maintenance by making better use of the rooms you have.

Seamless integration

Works with tools such as Outlook, Microsoft Teams and Google Calendar.

Increased productivity

Employees can quickly and easily reserve the room they need.

User-friendliness

Access the system via mobile apps and desktops from anywhere.

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Top features

To get the most out of a reservation system, there are some features that you simply shouldn’t do without such as real-time availability so you always know which rooms are free. Automatic confirmations and reminders ensure everyone is on the same page at all times while flexible customisation allows you to easily manage room assignments, facilities and recurring reservations. Another indispensable feature is access management as it allows you to define which teams can book which rooms. Then there are the integrations with tools such as Microsoft 365 and Slack supporting an efficient workplace experience and data analytics tools that let you analyse peak hours, how rooms are being used and optimise workstations.

reservation system

Not sure how to choose the right reservation system?

Selecting the best tool for you requires careful consideration. Think about the following points to ensure you get the optimum solution for your needs.

Compatibility:

Will the system work with your current calendar and e-mail tools?

Usability:

Is it intuitive enough for your employees?

Scalability:

Will the system grow with your organisation?

Features:

Consider real-time visibility, notifications and filters.

Support:

Are good service and technical support available?

Costs:

Will you get value for money?

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Microsoft Places – Your smart assistant

Microsoft Places is a stand-out example of an innovative reservation system that uses AI to boost workplace efficiency by aligning employee calendars to help plan and manage meeting spaces. This not only supports efficient scheduling, but allows teams to make the best use of the spaces available, while cutting costs and boosting productivity thanks to in-depth insights into room utilisation.

Integration into Microsoft 365 allows rooms to be booked directly through tools your employees are familiar with such as Outlook and Teams. What’s more, Microsoft Places offers AI-driven recommendations, giving users suggestions for the most suitable rooms based on their specific needs, providing greater convenience and smoother collaboration within teams. Microsoft Places is still relatively new to the market, but there are several others that support hybrid working with features for reserving meeting rooms and desks. Another example is Logitech View,

which simplifies hybrid working and space management with intuitive software, advanced hardware and seamless integration with Microsoft 365 and Google for the more efficient use of office environments.

Meetings made easy.

With a good reservation system, you can simplify how your employees use meeting rooms, saving time and money.

Creating effective meeting spaces requires a thoughtful approach that considers various aspects, such as integration with the existing IT infrastructure.

Take a look at the e-book to learn how to future-proof your meeting rooms in five easy steps.

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