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Managing shared workspaces can be challenging when some employees are in the office full-time, others come in a few days a week, and some work remotely, visiting only occasionally. To accommodate everyone, you need an effective way to book conference rooms, collaboration areas, and shared desks – and just knowing that the space is occupied is no longer enough. |
The solution is a workspace reservation and scheduling tool with robust capabilities. Using one eliminates friction for employees and allows them to move seamlessly between home and office or among different workspaces on your campus.
Room Scheduling: Feature Overview
Modern room scheduling tools make it easy and convenient for employees to access real-time information about workspace availability, typically through an app, kiosk, or touch panel near or in the space. Most of these solutions also include:
- Mobile and desktop access
- Seamless calendar integration
- Immediate and advanced booking
- Room details (e.g., capacity, amenities, and tech capabilities)
- Check-in and auto-release (to ensure booked rooms are used and unused rooms are released for others to book)
- Visibility to who’s in or out of the office each day
- Usage analytics for administrators
These tools have come a long way in the last 12 months, and they’re always adding new, more powerful features. At AVI, we believe the pace of innovation and the speed with which new tools hit the market are tell-tale signs of where the industry is headed.
For example, Microsoft Places has just raised the bar in a big way by incorporating AI and adding features like finding the best work patterns for teams or having Copilot manage your bookings.
Room Scheduling: Key Benefits
While the list of specific features varies by platform, most workplace reservation tools provide similar benefits, including:
Employees:
- Flexibility – allows employees to choose where and how they work.
- Collaboration – makes it easy for teams to find spaces with the tools they need to achieve specific outcomes (e.g., brainstorming).
- Productivity – simplifies the booking process for all work arrangements, saving time and reducing frustrations.
- Employee satisfaction – reduces friction and creates a seamless experience, making the workplace feel more supportive and efficient.
Customers and Vendors:
- Visitor experience – allows visitors to book a space with specific technology for their presentation or to schedule a spot to take calls or work between meetings.
IT and Facilities Leaders:
- Data insights – provides a range of data to help you make smarter space-related decisions (e.g., how many in-office days your space can support) and invest in the right solutions for your team.
- Space optimization helps you understand whether you’re using every square foot of your office effectively and efficiently, which can reduce real estate and operational costs.
Room Scheduling: Implementation Best Practices
Thinking about implementing room scheduling tools? Here are a few best practices:
Don’t skip due diligence: You want a scheduling solution that’s easy to use and easy to integrate. To achieve that, most companies go one of two routes: an add-on to their existing platform (e.g., Zoom or Microsoft) or an open API third-party software and hardware combination (e.g., Appspace with Crestron touchpads or Logitech Dock Flex) Either of these paths allows you to maintain your existing workflow, which makes adoption a breeze.
Get IT involved early: They can ensure your reservation solution integrates smoothly with existing systems like calendars, email platforms, and hardware devices, minimizing disruptions and ensuring the technology works flawlessly for users. IT can also address technical requirements like permissions, network security, device compatibility, and scalability, setting the foundation for long-term success.
Plan and map your space thoughtfully: To get the full value from these tools, you must complete a thoughtful set-up process that drives the platform’s functionality. For example, you need to identify what spaces you want to include, decide where to place the scheduling devices within those spaces, and then map the spaces within the software. Some companies have the internal resources to complete these steps; others ask their AV implementation partner to take the lead.
Your Trusted Partner for Room Scheduling Solutions
If you’re ready to create a friction-free office, a room scheduling solution can help you quickly upgrade the employee experience.
AVI Systems offers a range of solutions – from standalone room booking to our complete Velocity Workspace Solution. This service offers pre-configured workplace neighborhood technologies that enhance the use of flex desks and bookable meeting rooms in open office environments. Velocity is simple to order and deploys quickly into your environment, whether you have a single office location or offices in dozens of cities.
