What is Conference Room Management Software?

Introduction

Conference room management software offers basic tools to reserve meeting rooms and other resources or spaces in a shared workplace or office. The platform ensures attendees and organizers have the needed accommodations for crucial meetings, and enables office managers to maintain an up-to-date and accurate view of how the firm’s resources are being used. Office managers can configure these solutions with user permissions and other control measures to ensure proper usage of corporate resources.

Conference room management software is leveraged to plan and invite participants to meetings like brainstorming sessions, one-on-ones, sales calls, and team scrums. They are also utilized by community managers and members of co-working spaces to reserve rooms, quiet spaces, designated call areas, and desks. These applications enhance workplace efficiency and help to avoid double bookings to ensure meeting resources and spaces are available at critical times. Advanced software programs in this category offer analytics tools that deliver insight on shared space usage and assist to improve conference room management.

Features of Conference Room Management Software

Easy to Use

Most conference room management software systems are simple to use and can be mastered with minimal training. Your office managers can effortlessly learn to use them effectively in no time.

Run in Real Time

Real-time updates are essential for fast-paced offices. Therefore, there should be no lag in performance in your conference room software. If a meeting is a canceled, calendar appointments and conference room displays should be simultaneously updated to avoid scheduling overlaps. Your company operates in real time and your conference room solution should offer the tools to facilitate this.

Integrate with Existing Calendar Programs

Staff members shouldn’t have to shift to a new calendar system to reserve meetings. It is time-consuming and error-prone to transfer calendar appointments, emails, and contact information from one tool to another. To minimize lost time and mistakes, your conference room software should easily integrate with your calendar platforms like Microsoft Exchange, Office 365, or Google.

Fast Booking on Multiple Devices

Mobile device compatibility is important in today’s business world. For instance, if you get confirmation for a meeting time during your commute to the office, the conference room software should permit you to book it using your smartphone.

In addition, staff members should be able to see which rooms are available and swiftly schedule meetings based on the particular resources needed for each meeting, like phone systems or projectors. Irrespective of the device used or location, the software should facilitate fast booking.

Reports for Budgeting and Planning

The conference room management software should deliver insights on how to utilize your meeting rooms more efficiently. It should enable you to view data on how your workforce is utilizing conference rooms and leverage this info to optimize future meeting schedules.

An innovative conference room application should assist you to learn about your company’s meeting habits and the types of technology and resources that are commonly used. This insight will help you to efficiently plan your annual budget and allocate funds for the most important areas.

Benefits of Conference Room Management Software

Reduces Management and Admin Costs 

A smart conference room management software eliminates the need for a dedicated staff member to operate phones and organize schedules. The platform allows clients or employees to organize services and rooms in a synchronized but decentralized manner.

Improved Coordination and Organization

Conference room programs assist to minimize human mistakes like double booking and prevent no-shows by sending automated reminders. Plus, they offer customization features that allow you to up-sell products and services, including projectors, food and drinks, and more.

Robust Customer Interfaces

Frustrating user interfaces can lead to ineffective booking and affect a company’s efficiency and reputation. A quality conference room software should help your staff to swiftly and effortlessly organize a Friday rundown or Monday meeting.

Flexible Access

24/7 booking access is a boon for those working in night shifts and late hours as they need to schedule meeting at odd times when the workplace is mostly empty. Thus, this feature is essential for enterprises that function round the clock.

Effective Resource Monitoring

An efficient conference room management software can give you information and insights on which facilities and services are used frequently by your staff. You can use this data to plan and budget efficiently and provide funds and resources to improve frequently utilized amenities.