Monday, January 19, 2015

How to improve your scheduling and meeting room booking processes with an integrated meeting room booking tool for your Outlook or Office 365 Calendar.

How to improve your scheduling and meeting room booking processes with an integrated meeting room booking tool for your Outlook or Office 365 Calendar


Meetings are a necessary part of business, but what isn’t necessary is the amount of time spent arranging them.

An integrated meeting room booking extension to your Outlook Calendar like Meeting+ from AskCody can take away the hassle of meeting room booking and booking of associated services, improve your business meetings and enhance your workday productivity. Save hours on meeting room booking routines every week! 

Learn how an integrated booking tool can improve your time spent and keep you ahead when booking your meetings in Outlook.





  
Meeting scheduling is a routine activity in the workplace, yet it can be complicated and time-consuming if you don’t have an efficient booking process and an integrated meeting room booking tool that takes away the hassle of finding available meeting rooms as well as order additional and associated services.

Meeting organizers are tasked with getting a group of busy people together at the same time and place. This may involve communicating back and forth with attendees via email or phone. Once everyone agrees on a time to meet, meeting organizers have to find a meeting room that fits their needs as well as order audiovisual equipment, catering, and other additional services.

When they’re finished coordinating a meeting, meeting planners may find that they’ve spent more time scheduling the meeting than they’ll spend in the meeting itself.

Ever experinced that?

All these time consuming and unsynchronized processes are costly and cumbersome for the service providers and service managers as well due to time spend on trying to be up-to-date or  catering or other services being delivered at the wrong time or to the wrong meeting room.

The challenges with an unsynchronized booking can be:
  • Error-prone booking methods
  • Wasted time and wasted resources
  • Scheduling errors
  • Damage to Client Perception and Company Image
  • Inefficient use of Meeting Spaces
  • Additional services being delivered at the wrong time or to the wrong meeting room


However, it doesn’t have to be this way. With an integrated meeting room booking tool for your Outlook calendar like Meeting+ from AskCody you can streamline meeting room booking processes and enhance productivity.

Read on and learn about how you can improve your meeting room booking processes instantly with an integrated solution.
An integrated productivity extension to your Outlook Calendar like Meeting+ from AskCody gives you the ability to book everything needed for your meeting inside Outlook. You can now ditch all 3rd party applications

11 improvements an integrated meeting room booking tool  brings to your company


1. Consolidate all activities related to planning and scheduling meetings

Meeting room booking software replaces disparate systems with a single, easy-to-use solution that consolidates all activities related to planning and scheduling meetings. Staff members are able to order catering and other services without leaving Outlook.

2. Ditch the manual processes

No more paper-based booking methods, spreadsheets, and other outdated tools that add significantly to the workload of busy administrative staff. 

Ditch the manual processes for arranging meetings, such as phone calls, emails, and post-it notes, leading to a lot of back and forth communication,

3. Ditch 3rd party applications

Book what you need inside Outlook, and catering or facilities management instantly knows exactly what, when, and where you need it. No need for any other application. Just use your Outlook Calendar.

4. Your orders stay with the meeting

Your orders stay with the meeting and instantly notify your vendors. No need to manually synchronize systems. Reschedule, relocate, or update without a worry.

5. Tell at a glance what’s needed

Vendor managers can tell at a glance what's needed and how many people need service as well as the location of the service. Vendor managers have an instant one-stop interface with an updated overview in real time.

6. Preventing scheduling errors

All information about meeting rooms, schedules and additional resources reside in the same system, which is updated in real-time. Providing users with access to up-to-date meeting information in a centralized location prevents double bookings and other errors concerning addional resources. Information is is always accurate and you want have to worry about synchronization between disparate systems. 

7. No more catering being delivered at the wrong time or to the wrong meeting room

No more meeting rooms being double booked, attendees showing up to cancelled meetings, or catering being delivered at the wrong time or to the wrong meeting room. With an integrated booking solution you can comunicate changes and cancellations immediately to meeting attendees and service providers.

8. Handle all changes and cancellations automatically

If a meeting is changed or cancelled, the system is updated automatically. This means that attendees and service providers are notified immediately and have time to adjust their schedules.

9. Ditch mistakes, uncertainty and frustration

You can ditch mistakes, uncertainty and frustration among staff and visitors will get a strong first improssion of your company due to well organized meetings. This also gives you the ability to keep important projects on track.

10. Save time for all meeting room users. Enhance productivity. Be efficient.

Save time. Plan more effectively. No more back and forth communication jumping in and out of disparate systems.

Meeting room scheduling software saves meeting room users, facility managers, receptionists, and other staff members time. It enhances your staff’s productivity and frees up time to focus on whats important to your business.

11. Easy user adoption


Your staff members are already familiar with Outlook and it’s interface. An integrated booking tool that’s built on top of that and simplifies the process of booking rooms and resources inside Outlook encourage user adoption and will gain favor with users.