5 Questions to Ask When Choosing the Perfect Meeting Room Booking Software

One of the best ways to organize a shared office space is to use meeting room booking software, but before buying any meeting room booking software, there are some important questions to ask yourself. Why? There are also things about booking a room. Invest in a complete space management ecosystem: a set of controls and balances to ensure maximum use of public space. It is worth knowing how the various options compare to your convenience.

Here are five simple meeting room booking software questions to stimulate further discussion on how to make the most of it. These questions are also the easiest way to understand which features and functions you need most and how the booking engine can simplify your installation.

1. What integrations are available?

Meeting room booking software needs to be integrated for a real workplace experience. Employees must be able to book through the portal using their existing calendar; otherwise, they are unlikely to use it. Look for software that supports multiple booking options and is intuitive enough to manage from a centralized queue.

It pays to follow the principle of simplicity and explore solutions that integrate with the technologies you already use. Checking the compatibility of the selected room manager with the calendar options already used by your company will save you a lot of hassle and complicated integration. Compatible with Google Apps, Office 365, Microsoft Exchange and other calendaring solutions to avoid learning a new planning system that wastes time, efficiency and money.

2. How will the meeting room booking software be hosted?

There are two types of hosting: on-premise and cloud. Today, everything is moving to the cloud. Using a vendor’s server to run programming software is a very popular choice for businesses large and small. But for some organizations, they are usually large. Still need some on-site accommodation. They find this very important because they want all the data to be stored on a server in their office, and their IT department is paying close attention to this.

If you don’t have your own server yet, hosting it locally will become very expensive because you need to set up the servers first, and you may even need to hire IT technicians to maintain them. Implementation in the cloud is faster and does not require experts to solve. In addition, if you want to expand the system, the cloud can minimize your workload, and provider subscriptions are usually cheaper than paying management fees. On the other hand, local infrastructure may be what your company needs to meet established encryption and security requirements. Key takeaway: Before deciding on hosting, you should understand the needs and capabilities of your business.

3. How would you like to schedule your meetings?

Do you want to schedule a meeting through the mobile app or the screen at the door of the meeting room? If you choose meeting scheduling software, you can book a meeting room and view the calendar on your phone or tablet. This allows you to organize meetings anytime, anywhere.

If you want to display this information on the door so that you can quickly see what is happening when you walk in, you will need a tablet or mobile phone (such as an iPad or similar software) to assist the software. The integrated conference room display gives you the best of both worlds-the ability to plan anytime, anywhere.

4. Meeting room booking system sync with mobile app

A meeting room system with a compatible smartphone interface is very important today: if you want to have a meeting room tablet next to each room so that employees can enter from the room, then this tablet should be able to interact with the application provided by the meeting Work the room together normally. Or a clumsy mobile interface is a good way to reduce workplace productivity and increase operating costs.

Meeting room booking integrated with an easy-to-use mobile application is your best choice. Or, if the mobile interface is simple enough in a web browser, it can also work, although it is not the best choice.

5. Who will support your room booking system?

Finally, it is best to decide in advance who will manage the conference room reservation system. Is it the office manager, assistant, IT department, or someone else? If your decision to book a room is complicated, it is recommended that you consider wasting resources before proceeding with the selection process.

If there is a problem, it is also important to get support from the solution provider. All suppliers want to provide you with the best products, but sometimes they fail when it comes to customer support. When something goes wrong, waiting for an email is simply invalid. Direct contact and fast support can save you time and ultimately money.

Software updates are also important here. Responsible (and responsible) companies will notify you in a timely manner and will notify you when new updates are available, what they are doing and why they are important to you.

Choosing a new technology solution for your office is not easy, so it is important to determine your needs first.

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