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Whether it’s a co-working space, the local library meeting room or the company boardroom, when it comes to booking meeting facilities, good old-fashioned paper and pen is making way for technology, and it’s offering a host of benefits to the facility owners and users involved.
Here’s an insight into the rise of tablets in meeting rooms, and the benefits of going digital.
We’ve all been there, mid-debate, mid-presentation, or engrossed in a group conversation when a timid head pokes its head around the door of the meeting room. “Will you be much longer?” they ask “I was hoping to use this room at 3pm”.
Here begins the eternal bind of shared facilities, and it doesn’t matter whether the venue is public, a co-working space or the hub of a busy corporate office – clarity over who is entitled to use a meeting room, for how long, at what time, is essential.
Over recent years that’s given rise to some nifty little tech trends, one of the most simple and easy to implement being a tablet that is mounted to a wall or on a stand which features room scheduling software.
Here are seven benefits that tablet-based room scheduling can offer.
When it comes to meeting scheduling, even the tried and true method of writing bookings in a diary can quickly lead to confusion. Where’s the diary kept, who’s responsible for the booking, and if a meeting ends early or needs to be rescheduled, how will anyone know?
This is where software and a trusty tablet can help eliminate a whole host of confusion. Displayed outside the meeting room, the tablet can indicate when a room is booked, and how long it’s booked for.
It can also allow meeting organisers to book a room at the next available opportunity right there on the spot, but most importantly it rules out the likelihood of double bookings or jumping the queue.
Ultimately this convenience helps save everyone involved a whole lot of time.
It saves time spent attending meetings where the room is already booked, saves time making the booking, and with check-in and check-out features also allows a meeting host to indicate a meeting’s finished early and the room is now available for impromptu use.
Meanwhile, because a tablet outside the meeting room displays when the room is booked from and to, it reduces the tendency for events to run over time.
When you consider that Atlassian recently found the average US employee spend 62 hours in meetings a month, it’s easy to appreciate the meeting room is in clear demand and that time is of the essence.
In big corporations or shared workspaces, the meeting room is often under the watchful eye of a secretary or assistant, whose job it is to take bookings and record them in a diary. But surely there’s better things this valuable employee could be doing?
Tablets save on manpower. They also help minimise human error and clearly indicate who is doing what at which time.
In addition to finding US employees spend 62 hours a month in meetings, Atlassian also noted employees consider half of that time wasted. That’s 31 hours a month where they would rather be doing something else.
The last thing anyone wants is a meeting interrupted with the question “Have you booked this room?” which results in the get-together being lengthened further.
Meanwhile, in an era where shared workspaces are the new norm and hot desking is the go, a dedicated meeting room that offers refuge and a quiet working space for a set time is a must.
One of the biggest attributes of room scheduling software is that in most cases it can be booked remotely. That means a meeting host can book a facility in a few simple clicks from the comfort of their desk, home or wherever.
They can then rest assured this booking will be logged and displayed outside the meeting room. It can’t be double-booked, it can’t be argued, and it can’t be superseded by someone with a more prestigious title.
A neat feature of most room scheduling software is visitor or attendee logging. That means attendees can check in and out of the meeting using a QR code, email address or by simply ticking their name off.
This offers real clarity when it comes to visitor management and employee work expectations.
Finally, intuitive booking software like that available through tablet-based scheduling, allows for better facility management. It enables corporations, shared workspaces and business to understand how in-demand their key areas are, who is using them, when busy times are and more.
This allows for better workflow, better efficiency and better facility management.
You can see our top tablet enclosures, wall mounts and stands for tablet-based room scheduling here.