Our partner, Add-On Products, offers a useful summary of the key feature requirements in selecting a solution
1. On-Premises and Software-as-a-Service (SaaS) Options
For many organizations, using a SaaS resource scheduling system is the best choice because there are minimal upfront costs, support and maintenance are included as part of the monthly subscription, and the solution is scalable
For larger enterprises, using on-premises software may make more sense because of the control, ownership, and added security it provides.
2. Built to Integrate with Microsoft Outlook®, Exchange, and 365 If you’re already using Microsoft Outlook®, Exchange, and 365, maximize your investment! Make the transition to a new meeting room booking system seamless by choosing software that integrates with Microsoft solutions. This will ensure that data is synchronized and up-to-date. It also means that the software will be easier for employees to use because it is an extension of Outlook’s familiar interface.
3. Intuitive, User-Friendly Interface
User-friendly software can also be implemented more cost-effectively because administrators can get acquainted with the system faster. Additionally, ongoing training costs are lower if the application is easy to use.
4. Desk Booking Capability
The cost of real estate is rising globally, and desk sharing is a great way for businesses to maximize office space and cut costs. Resource management software that allows you to book desks in addition to meeting rooms will make it easier to manage flexible working arrangements like hoteling and hot desking.
Users can book a desk quickly and easily with a desk booking app. They will be able to book desks from their mobile devices before they arrive at the office, so they know exactly where they are going to sit. Administrators can flag some desks as unavailable in the desk booking app to ensure that bookable workstations are properly spaced out.
5. Touchless Booking & Check-ins
The no-touch check-in feature allows staff to scan QR codes with their mobile devices to check in when accessing reserved meeting spaces and desks. Companies can affix QR codes to any bookable resources available in the office, including hot desks, conference rooms, and equipment.
All users have to do is scan the QR code with their mobile device to book the resource or check in without having to touch a shared surface. If someone doesn’t check in to use their reserved meeting room or desk, the resource will be freed up for someone else to use. This eliminates the problem of ghosted meeting rooms and no-shows.
6. Ordering Equipment and Services
Organizing a meeting requires more than just a meeting space. You also might need catering and refreshments or equipment for your presentation. Look for a meeting room booking system that allows you to book catering and A/V equipment in the same transaction. Such a tool would allow you to book the services and equipment you need for your meeting and automatically send work orders to service providers. If the meeting time changes, the attendee count changes, or the meeting is canceled, the system will notify service providers immediately and prevent wasted deliveries.
7. Generate Reports and Evaluate Workspace Analytics
The best meeting scheduling software puts robust workspace data at your fingertips, so you can track exactly how your office space is being used and make better decisions about office layout and design in the future. Armed with workspace usage data and comprehensive reporting, you can ensure that your office space is maximized and that workers have access to the right type of space based on activity.
ReSoft International offers solutions to assist organizations in implementing a hybrid workplace; including Desk and Room booking, user software License Adoption, realtime uptime of cloud software applications.