If you have an office, then you likely have meeting rooms that facilitate employee collaboration and communication. The problem is that there might be too many teams of employees that want to meet with one another in a meeting room than you might have meeting rooms. This can be a cause of strife in many offices and result in less work being done or employees staking out meeting rooms and staying in them all day. In order to make sure that you keep productivity high, you are going to need to manage the meeting rooms in your office. Here are some tips for doing that.
1. Set Room Guidelines
Your first step is to gather all of your employees together, or at least all of your team managers together, to set up some basic guidelines for how meeting rooms should be used. You will absolutely want to talk about the maximum amount of time that any single team should be able to hold a room for, the minimum number of people that it takes to qualify for one of the larger meeting rooms, and other issues that might have plagued your meeting room arrangements in the past.
2. Set Those Guidelines Using Room Management Software
Your next step is to set all of those guidelines in stone by using room management software. You will register each of your meeting rooms in the software. Once they are in there, you can have people or teams sign up for each of the rooms and specify the date and time that they need the room. Make sure that you set limits on how long that they can reserve the room for and any other guidelines that you have discussed in the step above.
3. Enforce the Reservations
Finally, be sure that you take the time to enforce the reservations. If one team's meeting goes on for too long and other people are waiting to use the room at the time that they reserved it, be sure that someone with authority steps in and encourages the team hogging the room to find another time to talk about it or to take the discussion online. Be firm but flexible in order to be sure that all teams get the time and space that they need to do their best work.
For more information, talk to a company that specializes in resource scheduling software. They will be able to give you ideas of different guidelines to set.