A room booking system makes managing meeting spaces so much easier. It keeps everything organized and helps avoid double bookings or wasted time. But like any tool, it works best when used the right way. Here’s a simple guide to help you make the most of your meeting room booking system while avoiding common mistakes.
Do Use the System for All Bookings
Make sure everyone uses the room booking system to reserve meeting spaces. Whether a quick team chat or a big presentation, every booking should go through the system. It keeps the schedule clear and helps avoid last-minute confusion.
- It ensures no one books the same room twice.
- Everyone knows which rooms are available.
- It’s easy to check the schedule if plans change.
Don’t Skip Checking Room Availability
Before planning your meeting, check the system to see if the room you want is free. Forgetting this step can lead to frustration when you realize the space is already booked.
- Look for the color-coded indicators on systems like the Evoko Liso Room Booking System (green means available, red means booked).
- Double-check the time slot to make sure it works for everyone.
- If your preferred room isn’t free, use the system to find an alternative.
Do Encourage Team Members to Use It
A meeting room booking system works best when everyone in the office uses it. Share tips with your team on how to book rooms quickly and easily.
- Explain how the system works, especially to new employees.
- Highlight features like the touch screen and integration with tools like Google Workspace or Microsoft Office 365.
- Remind team members to update or cancel bookings if plans change.
Don’t Overlook Setup Needs
When booking a room, consider what you’ll need during the meeting. Does the room have enough chairs? Is the projector working? Are cables or a whiteboard available?
- Add these details to the booking if your system allows.
- Check the room a few minutes before your meeting starts.
- Use features like the proximity sensor on the Evoko Liso to view room details when you approach.
Do Take Advantage of Features
Modern booking systems, like the Evoko Liso Room Manager, have great features. Learn about these tools and use them to save time.
- The overview screen shows schedules for the whole building at a glance.
- Color-coded lights (green, red, and amber) make it easy to check room availability quickly.
- Integrating with platforms like Microsoft Office 365 or Google Workspace ensures smooth scheduling.
Don’t Forget to Cancel Unused Bookings
If you booked a room but no longer need it, cancel the reservation as soon as possible. This will free up space for someone else.
- Update the system when plans change.
- Use mobile or desktop integration to cancel quickly, even on the go.
- Avoid wasting valuable meeting spaces.
Do Use It for Co-Working Spaces
A room booking system can make life much easier if your office has shared spaces or multiple teams. Tools like the Liso Room Manager are perfect for managing co-working environments.
- Teams can book meeting rooms without confusion.
- Shared spaces are scheduled fairly, with no double bookings.
- Everyone gets a clear view of which rooms are free.
Don’t Ignore Training
While booking systems like the Evoko Liso are user-friendly, it is still a good idea to provide basic training for your team.
- Show them how to book and cancel rooms.
- Highlight time-saving features like the touch screen or proximity sensor.
- Answer any questions to make sure everyone is comfortable using the system.
Do Work with Trusted Brands
A good booking system is key to keeping your office organized. Evig, a leading audio-visual company in Dubai, offers trusted tools like the Evoko Liso Room Booking System. These systems are easy to use, reliable, and packed with helpful features.
- They work with popular platforms like Google Workspace and Microsoft Office 365.
- Multiple language options make them ideal for global teams.
- Flexible mounting options mean they fit perfectly in any office.
Final Thoughts
Using a meeting room booking system can save your team time and reduce stress, but only if it’s used properly. Stick to these simple dos and don’ts to get the best results. Encourage your team to use the system for all bookings, explore its features, and cancel unused slots. Tools like the Evoko Liso Room Manager, distributed by Evig, make scheduling easier and more efficient. With these tips, you’ll have a smoother, more organized office quickly!
