In a world where flexibility and efficiency are key in the workplace, intelligent meeting booking is more crucial than ever. At MyDesk, we understand that time is one of your most valuable resources. That’s why we’ve developed a comprehensive platform that revolutionizes the way you book and manage your meetings and meeting rooms. We remove friction, minimize wasted time and ensure your employees can focus on what really counts: productive meetings. A smart meeting booking solution is an investment in your company’s efficiency and employee satisfaction.
What is meeting booking – and why is it important?
Traditional meeting booking can often be a source of frustration. Double bookings, empty rooms because meetings are canceled without notice, and the time it takes to find an available room can quickly eat into the workday. At MyDesk, we define meeting booking as a streamlined process that makes it easy and intuitive for your employees to find, reserve and manage meeting rooms and resources.
An efficient meeting booking solution is essential for any modern business. It ensures that your meeting rooms are optimally utilized, reduces wasted time and increases employee productivity. With MyDesk, you don’t just get a booking system; you get a complete solution that adapts to your needs and integrates seamlessly with your existing systems like Outlook and Teams. It’s all about creating a flow where meeting booking is an easy and seamless part of the workday.
Benefits of digitizing your meeting booking
Switching from manual to digital meeting booking with MyDesk opens up a number of significant advantages:
- Increased efficiency: Employees can quickly and easily view available rooms and book them with just a few clicks.
- Better resource utilization: Avoid double bookings and empty rooms due to no-shows thanks to automatic release.
- Data-driven insights: Get a detailed overview of space utilization so you can optimize your office layout and resource allocation.
- Integration with existing systems: Our platform integrates seamlessly with popular calendaring systems, ensuring a consistent user experience.
- Improved employee satisfaction: Less frustration with booking systems leads to more satisfied employees.
How does MyDesk meeting booking work?
Our meeting booking solution is designed with usability in mind. We strive to make the process as straightforward as possible for everyone.
Intuitive booking via app and screens
With MyDesk, your employees can easily book meeting rooms via our mobile app, through a browser or directly on our elegant E-Ink screens set up at the meeting rooms. This provides full flexibility and ensures that an available room is never more than a few taps away. Our 3D floor plans provide a visual overview of the office, making it easy to find the right room for your meeting booking.
Read more about our solution here: MyDesk meeting room booking.
Smart integration with Outlook and Teams
We know that many companies already use Microsoft 365, which is why we’ve put a lot of emphasis on seamless integration. When you book a meeting room via MyDesk, it automatically syncs with your Outlook calendar and Teams. This eliminates the need for manual transfer, reduces the risk of errors and makes your meeting booking more efficient. Meeting invitations are sent and updated centrally, saving time for everyone involved.
Automatic room release in case of no-show
One of the biggest problems with traditional meeting booking is "no-shows", where rooms are booked but not used. MyDesk solves this problem with our intelligent auto-release feature. If a meeting starts and no one checks in (e.g. via QR code or sensor data), the room is automatically released for others to book. This ensures maximum utilization of your valuable meeting rooms. This feature helps to significantly optimize your meeting booking and space utilization.
Workplace analytics for a smarter workplace
With our sensors and IoT technology, we collect anonymous data on how your office space and meeting rooms are used. This data gives you valuable insights into occupancy rates, peak loads and unused resources. With MyDesk Analytics, you can make data-driven decisions about:
- Optimization of office interior design
- Adjusting room capacity
- Identifying the need for more or fewer meeting rooms
- Streamlining cleaning routines based on actual usage
This insight is essential for creating a flexible, efficient and productive workplace. Read more about our sensor solutions: Sensors for the office.
Extended features for your meeting booking
MyDesk is more than just a meeting room booking system. We offer a range of extended features that support the entire meeting process and contribute to a more streamlined office experience.
Visitor registration
Give your guests a professional welcome even before they arrive. With our guest registration system, you can pre-register visitors, send them relevant information and facilitate the check-in process. The system can also be integrated with meeting booking so that guests are automatically registered when they arrive for a booked meeting. This creates a seamless experience for both you and your guests. Find out more here: Guest registration.
Catering management
Ordering catering for your meetings is easy with MyDesk’s catering management module. Integrated directly with your meeting booking, you can order food and drinks in one shot, with the option to customize to the number of participants and specific preferences. This eliminates manual coordination and ensures catering is ready when the meeting starts. We also integrate with systems like Opus.
Share meeting rooms with other businesses
In multi-company buildings, MyDesk offers a unique opportunity to share meeting rooms. It gives your company access to a wider range of facilities without having to invest in them yourself, while optimizing the use of shared resources. This is a win-win solution that promotes collaboration and efficiency.
Price for meeting booking with MyDesk
We believe in transparency and our prices are designed to match your needs. For meeting room bookings, you can have one room for DKK 180 per meeting room. Please contact us for a customized offer based on your company size and specific requirements.
Why choose MyDesk for your meeting booking?
At MyDesk, we are dedicated to creating the most user-friendly and efficient platform for office optimization. Our solution is developed in Denmark and supported by a team that is always ready to help.
We are proud of our Danish support and we keep all records for a minimum of 5 years as required by law, however, you can have your data deleted at any time if you wish.
We understand the challenges facing modern workplaces and we’ve built a solution that not only solves them, but also creates new opportunities for optimization and efficiency. From intuitive meeting booking to in-depth workplace analytics, MyDesk is your partner in creating the flexible workplace of the future.
Are you ready to optimize your meeting booking and create a more efficient workday? Contact us today for a no-obligation chat or a demonstration of our platform. You can call us on +45 6916 0382 or write an email to mail@mydesk.io. Our address is Struergade 22, 2630 Høje Taastrup, CVR: 41545518.
Frequently Asked Questions about Meeting Booking
- What are the benefits of a digital meeting booking system?
- A digital booking system like MyDesk eliminates double bookings, automates the process, provides insights into room utilization and improves employee productivity and satisfaction. It makes your entire meeting booking process much more streamlined.
- Can MyDesk integrate with Outlook and Teams?
- Yes, MyDesk is designed to integrate seamlessly with your existing Microsoft 365 solutions, including Outlook and Teams. This integration ensures a consistent user experience and minimizes manual administration of your meeting booking.
- How does MyDesk ensure that meeting rooms are not empty?
- We use an intelligent auto-release feature. If a booked room is not used within a certain period of time (e.g. via QR code check-in or sensor data), the room is automatically released for others to book. This optimizes the utilization of your meeting rooms and improves your overall meeting booking flow.
- Can I see how our meeting rooms and office spaces are being used?
- Absolutely! With MyDesk’s Workplace Analytics using sensors and IoT, you can gain in-depth insights into occupancy rates, usage patterns and unused spaces. This data is crucial for making informed decisions about office design and resource allocation. It gives you a solid basis for evaluating your meeting booking strategy.
- What other features does MyDesk offer besides meeting booking?
- In addition to meeting room booking, MyDesk also offers desk booking, guest registration, catering management, working time registration, E-Ink screens and advanced workplace analytics solutions. Our platform is a total system for a flexible and organized workplace. In short: A unified platform that optimizes your meeting booking and much more.
- Is support included in the price of MyDesk meeting booking?
- Yes, we offer dedicated Danish support to all our customers. You can contact our support team on 5191 4488 or write to support@mydesk.io. We are ready to help you with any questions regarding your meeting booking and our platform.
