5 Tips for Effective Conference Room Management

The Robin Team
The Robin Team
Published on 
7.5.2022

Hybrid meeting in the workplace

The way we use the office is different than it was 2 years ago. People are working to build vibrant hybrid workplaces that enable collaboration and connection, which means the way we use our spaces has changed.

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Conference rooms are no longer only used for large in-person gatherings. They’re used for quick check-ins, brainstorming sessions, and hybrid meetings. With these changes, it’s important for workplace experience teams to monitor office usage, so they can ensure they aren’t wasting time or money. 

Planning for space allocation upfront makes it easier to ensure workforces have the space they need when they need it, which is why intelligently managing spaces is essential.

Looking to build a conference room management strategy? Try these recommendations to make managing your shared spaces easier.

1. Use a Single Meeting Room Management System 

Few things are more frustrating than finding the conference room you need is double-booked. Teams can be left unable to complete their tasks, and it can even cause tension among those competing for space. 

Using one central reservation system for all your shared meeting spaces can help you avoid those problems. Simplify conference room booking with the right meeting room management technology.

Good space management requires clear rules regarding how people can book space and for how long, and teams should be able to easily access that information from their phones, computer, or tablet.

2. Highlight Room Features

Different meetings require different equipment, and booking the right conference room with the right tools should be simple. Eliminate friction by clearly listing what technology each space has available.

Having a clear list of features and amenities will give employees a better idea of whether a particular room is right for their needs. For example, note if a conference room has a whiteboard, projector, or computer screen. You can also highlight the room’s capacity and if it can be rearranged into different layouts.

Clear communication will ensure your teams have what they need to succeed.

3. Label Your Rooms

Even a well-managed meeting room strategy can be derailed if employees aren’t sure which rooms are which. It sounds simple, but giving each conference room a unique name makes it easier for employees and guests to get to the right meeting at the right time. 

This is especially helpful for larger organizations that may have multiple floors or even several branch locations. While even analog signage is a big help, digital displays go a step further by showing who’s meeting where and how long a particular room will be booked. These displays can also integrate with your meeting room management system, automatically updating whenever the room is occupied. 

Don’t be afraid to have a little fun with it! No one will forget where a conference room is if you name it something like “Hogsmede” or “Kahuna.”

4. Note Cancellations

One of the most frequent wastes of conference room space occurs when teams aren’t aware of cancellations. There are plenty of times when a meeting is rescheduled or canceled altogether. An unexpectedly free conference room is a great resource for ad hoc meetings or brainstorms. 

Avoid “ghost meetings” by noting the cancellation on your conference room management app and marking the room as available to improve space utilization. This setup gives teams the ability to meet and solve problems with less friction.

5. Communicate Health and Safety Measures

For many employees, personal well-being has become a top priority. As companies navigate how to reopen their offices, it’s important to make sure that employees, as well as guests, feel comfortable. 

Communicating health and safety measures will allow employees to maintain their well-being while interacting with one another in the office. Think about how to make your conference rooms safer, whether that’s as simple as putting hand sanitizer in each room, or investing in equipment like air filtration systems.

Make sure each employee knows their responsibilities, too, such as cleaning up after themselves when they’re done using a meeting room, or “checking out” of the space in your conference room management system, so janitorial staff members know they’re free to enter.

Simplify Meeting Room Management

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Workplace experience software, like Robin, can help you manage your whole office from one platform. Finding the right tool is crucial. Look for a platform that allows you to:

  • Customize your office map 
  • Find and book rooms based on amenities, location, or other filters
  • Send company-wide announcements
  • Set booking permissions
  • Run workplace analytics

With a meeting room management system, your teams will spend less time looking for space and more time doing the work they love. 

To learn more about how Robin can help your team, schedule a demo today.