Not enough conference rooms! Is it due to empty reservations? How can it be operated easily and efficiently?

Employees told me that there were not enough meeting rooms, but should we really increase the number of meeting rooms?

Even if you increase the number of meeting rooms, there is no room in the office, and it costs money to increase the number of meeting rooms in the first place...

There are many people in charge who are forced to make that choice.

First, we will introduce how to solve empty reservations as a simple way to increase the occupancy rate of meeting rooms.

The Reality of Empty Meeting Room Reservations

With the transition to Category 5 of Corona, we have heard more and more that many companies are taking measures to return to work.

I think that the frequency of coming to the company has gradually increased due to the remote work style, and the opportunities to have business negotiations and internal meetings at the company are also increasing. However, remote work has not completely decreased, so it is common for several people to work from home at companies and internal meetings with business partners.

When you come to work, you must use conference rooms and individual booths, whether online or in person. However, when I checked the reservation for the conference room, it was all full and not empty. However, there are people who actually have reservations but do not use the meeting room.

Have you ever encountered this kind of situation where you can't use it when you want to!

I can't help but be told that there is no point in going to work at a company.

Such a conference room empty reservation problem. In fact, according to a survey, 25% of conference rooms are empty. (The latest situation of the "conference room reservation system" that solves the reality that "1 out of 4 rooms are empty" from IT media) It is quite painful that one of the four conference rooms is empty. As a result, the occupancy rate of conference rooms will of course decrease, and we will fall into the problem of not having enough conference rooms.

How to Fix Empty Meeting Room Reservation Issues

There are not enough meeting rooms, so let's increase the number of meeting rooms! This will take a lot of man-hours and costs, but we recommend that you first think about how to eliminate empty reservations for conference rooms.

For example, as an internal operating rule, even if a conference room is reserved, it is OK to use it if there is no one at that time, or if there is no one after more than 10 minutes.

In addition, Colorkrew basically decides on the conference room according to the purpose of use, such as prioritizing which meeting room is preferred when negotiating with customers. In addition, we have a separate space from the office where you can freely hold business negotiations and internal meetings.

That being said, if you are not always watching and it seems difficult to cover it with operation, why not consider a conference room reservation system with an empty reservation prevention function?

Use the Empty Reservation Prevention Feature

If you want to solve the problem with the system, you can do it by using the meeting room vacancy prevention function of the business concierge tool "Colorkrew Biz".

The empty reservation prevention function is a mechanism that automatically cancels the target meeting room when an empty reservation occurs. Colorkrew Biz allows you to set the automatic cancellation time on the admin side.

In addition to empty reservations, you can also send reminder email notifications, so you can prevent forgetting to cancel the meeting room if a meeting is postponed.

Of course, you can also select a meeting room from the map or check the list of where each meeting room is available. Since it is a two-way link with Outlook, companies that have been operating with Outlook until now can use the empty reservation prevention function without changing the operation method.

First of all, I introduced the empty reservation prevention function as an easy solution to the problem when there are not enough meeting rooms, but I would be happy if it could help you reduce the stress of "I can't use it when I want to use it!"

If you are interested, please feel free to contact us.