Improving Meeting Room Management: 4 Easy Steps

The Robin Team
The Robin Team
Published on 
7.25.2022

Team members at a meeting

The office looks a little different nowadays. Instead of going in everyday, teams are going in for collaboration and connection. In-person Meetings help spark ideas and move projects forward, but scheduling meetings can be a tedious task that adds friction to the workplace experience.

Whether you have a dedicated meeting room manager or each staff member handles their own room reservations, there are simple steps you can take to make scheduling meetings easier.

Tweet from Robin about hybrid meetings

1. Provide Meeting Room Amenities

When your employees are in the office, make sure they have what they need to be productive. In meeting rooms, it’s helpful to have amenities such as:

  • A whiteboard and markers
  • A/V equipment, such as a projector and screen
  • Conference phone
  • Hand sanitizer
  • Podium or lectern

Consider using modular furniture so that tables and chairs can be easily rearranged for different meetings and events. 

2. Use Meeting Room Manager Software

As people return to the office, companies are taking a fresh perspective on how they handle meetings. A report from McKinsey found that 80% of executives are considering or have already made changes to meeting structure and cadence at their organization. 

One option that will streamline processes and increase productivity is to use meeting room management software so that each team member can view open conference rooms, see which colleagues are in the office, and make reservations accordingly. 

3. Set Room Reservation Policies

A few basic guidelines can help make all your meetings run smoother. First, you may want to consider setting time limits, especially for popular meeting spaces. No one wants to be in a meeting that runs long – or worse, be waiting to get into a meeting room that you’ve reserved in advance. 

You can also set policies that encourage healthy work-life balance – for example, make sure that your team isn’t booking meetings that take place before 9:00 a.m. or after 5:00 p.m.

4. Keep Track of Room Utilization

If you have office space that’s going unused, you’re not making the most of your resources – and you could even be losing money on rent or overhead. With a meeting room management system, you can run reports on space utilization and identify patterns in room usage. 

This helps you understand which meeting spaces are working well or need improvement. Plus, these insights can drive better decisions in the future if you move to an office hoteling or hot desking model.

Simplify Conference Room Management with Workplace Tech

Optimizing the office requires utilizing the right workplace tech. Every teams needs are different, but meeting room management systems can help simplify the process and empower your teams to utilize the workplace as a resource.

Want to learn more about how Robin supports conference room management? Schedule a demo today.