Why does empty meeting room reservations occur? Solved with a reservation prevention system!

Hello!

This is Shimojima, a writer.

I want to use a conference room, but the conference room is not available. But in reality, it is only reserved and not used.

Such a problem of empty reservations for conference rooms.

In this article, I would like to introduce the causes and countermeasures for empty meeting rooms, as well as five functions of Colorkrew Biz that can help you eliminate empty reservations.

Thinking about the Causes and Countermeasures for Empty Meeting Room Reservations

Let's think about the causes and countermeasures for empty conference room reservations.

The reasons why empty meeting rooms occur include:

• I have reserved a meeting room for the time being, but I have forgotten about it.
• My schedule has changed, but I haven't canceled my meeting room reservation

It is possible to think of something like that.

In some companies, there are cases where meetings end earlier than planned, but the meeting room is not returned to a usable state.

To prevent this from happening, the meeting booking system is enabled.

With the reservation system, you can check at a glance who is reserving the meeting room and whether it is currently in use, and you can easily cancel the meeting on the system if there is a sudden absence of a meeting.

5 Features of Colorkrew Biz to Help You Prevent Empty Reservations and More

Colorkrew Biz also has useful functions such as a meeting reservation system that prevents empty reservations.

I will introduce them one by one!

(1) To reduce unused meeting rooms, use the "Empty Reservation Prevention and Reservation Auto Cancellation Function"!

First, I will introduce the "empty reservation prevention and automatic reservation cancellation function".

This is a feature that allows users to automatically cancel their reserved seats if they do not check in by the predetermined time.

The time can also be set individually, such as morning reservation, afternoon reservation, and all-day reservation.

You can also set the department you want not to cancel.

If you're an admin user, you can also cancel all bookings individually.

(2) Visualize the space status to grasp "who is holding what kind of meeting" at a glance!

You can check "who is holding which meeting" and "what kind of meeting is being held" in the space function.

You can filter by date or area to see the usage status and content of the meeting room in a list.

If the meeting room is available, you can make a reservation as it is.

You can filter by time, so you don't have to worry about checking the available meeting rooms one by one.

(3) Outlook linkage of conference room reservation information prevents double booking problems!

If you use the space function linked to Outlook, the reserved and reserved meeting rooms will be displayed in Outlook, eliminating double booking problems, schedule breaks, and discrepancies in reservation information.

(4) You can also take measures against internal communication with the seat analysis function!

You can manage people after using the meeting room with the seat analysis function.

When you use a conference room, a log remains and you can check "who, when, and which conference room was used".

By checking the logs, such as whether necessary communication within the company is being obtained from the log data, it can be used to consider internal communication measures.

(5) Meeting room reservations can be registered in bulk up to one and a half years later!

Reservations for conference rooms, café spaces, concentration spaces, etc. can be reserved until the scheduled time in six months.

From the site for administrators, you can register your plans in bulk up to one and a half years from now.

This will reduce the hassle of coordinating the conference room and listening to usage status.

(*Integration with Office365 is possible.) ）

Conclusion

In this article, we introduced the causes and countermeasures for empty meeting rooms, as well as the five functions of Colorkrew Biz to eliminate empty reservations.

It turns out that empty meeting room reservations are related to inadvertent mistakes such as forgetting to book a meeting room or not canceling a rescheduled meeting room reservation.

This kind of inadvertence can be solved by using a meeting room reservation system.

Colorkrew Biz has a variety of useful features in addition to preventing empty bookings, so if you are interested in a company representative, please contact us.

I'm sure it will be useful.