Scheduling meetings can become chaotic if you do not have a clear plan in place. People end up fighting over who gets a room first, or they might forget to tell others when a room is free. A simple process can fix this problem and simplify your work life. Below, we share the key dos and don’ts for smooth meeting room management. We will also discuss a helpful meeting room booking system that keeps everything organized.
Do: Recognize Why Meeting Room Management Matters
A messy system for booking meeting rooms can hurt your team’s success. When there is a double booking, people lose time and energy trying to sort things out. A clear booking process prevents confusion and ensures meetings start and end on time. An easy plan also helps you track how many rooms are open and which ones are in use. This awareness creates a stress-free environment and allows everyone to focus on the real work.
Do: Use a Room Booking System for Quick Reservations
Using a can make scheduling much simpler. With just a few clicks, anyone in your office can see and book which rooms are available. You will no longer have to send multiple emails or play phone tag to reserve a spot. This system cuts down on errors and keeps everyone informed. A well-chosen meeting room booking system shows up-to-date room details, so nobody wastes time searching for space.
Do: Consider Liso and Naso from Evoko
Evoko makes two easy-to-use solutions called Liso and Naso. Evig, based in Dubai, is an authorized distributor of Evoko products in the UAE. Liso is a self-hosted option while Naso is cloud-hosted. Both are designed to make finding and booking a meeting room simple. Their clear displays let you see the meeting schedule and free times. They work well with popular office calendars like Microsoft Office 365 or Google Workspace, meaning fewer scheduling steps.
Don’t: Overbook or Underuse Rooms
Sometimes people book big rooms for just a few people, leaving no space for larger groups. Others forget to cancel their bookings, so rooms stay empty but appear taken. It leads to frustration and wasted resources. The best way to solve this is to keep track of who uses which room and for how long. A good meeting room booking system can send reminders if a meeting is about to start or if a room is still booked but sitting empty.
Do: Integrate with Existing Office Tools
If your booking system works well with your current email or calendar apps, life becomes easier for everyone. When your system connects directly, you do not have to switch between multiple tools. You can see all the booking details right in your main calendar. This saves time and lowers the chance of double-booking. By merging these systems, your office can enjoy a smooth flow of information.
Don’t: Forget to Update Meeting Room Details
A booking system is only as good as the information it holds. The system becomes less useful if you do not update room availability or if equipment breaks down without being reported. Encourage team members to mark equipment issues right away. It helps the tech team fix problems fast and keeps everyone informed. When each room’s data is current, nobody walks into a faulty setup, and meetings can proceed smoothly.
Do: Keep an Eye on Equipment and Maintenance
Audio-visual devices, projectors, and other tools are important for successful meetings. If a device is not working, it can disrupt the entire schedule. With a room booking system, you can monitor the health of equipment. For instance, the Evoko Naso feature lets users report broken gear immediately. It helps you fix issues quickly and prepare the room for the next meeting.
Don’t: Overlook the Need for a Reliable Partner
Choosing and installing a system are essential steps, but having a trusted partner for support is also key. Evig, a leading company in Dubai, specializes in high-quality products and is the authorized distributor for Evoko in the UAE. They offer the Liso and Naso options, which can solve everyday booking challenges. Working with an expert partner allows you to set up your meeting room booking system smoothly and receive quick help when needed.
Final Thoughts
Keeping your meeting room schedule organized can feel like a big job, but it does not have to be complicated. The right approach includes a clear plan, a good room booking system, and a team that stays on top of updates and maintenance.
Following these dos and don’ts ensures your office runs smoothly and meetings happen on time. Look into helpful products like Evoko’s Liso and Naso, offered by Evig in Dubai, to simplify your room scheduling. With these steps, you will reduce wasted time and help your team work better together.
