How to Choose the Perfect Meeting Room: Booking Tips and Tricks

Modern meetingroom

In a world where the work environment is constantly changing, the ability to effectively book meeting rooms plays a crucial role in business success. A well-chosen meeting room can be the key to productive meetings, creative brainstorming and effective communication. This article will dive into the art of choosing the perfect meeting room and introduce the MyDesk meeting room booking system as an integrated solution for booking in the office.

Understanding Your Needs

Before booking a meeting room, it’s essential to understand exactly what you need. Consider the size of the group, the purpose of the meeting and the type of technology required. Is it an informal brainstorming session or a formal customer meeting? Needs vary significantly depending on the nature of the meeting.

Location and Availability

The location of the meeting room is crucial. A meeting room centrally located in the office is ideal for internal meetings, but if you’re expecting outside visitors, consider a room close to the entrance for easy access. In addition, you need to ensure that the room is available at the desired times. This is where the MyDesk meeting room booking system can be an invaluable resource, as it allows you to easily view availability and book meeting rooms with just a few clicks.

Facilities and Equipment

A well-equipped meeting room is a must. Check for essential equipment like projectors, whiteboards, and conference call features. With MyDesk, you can also see specific details about the equipment in each room, making it easier to choose the perfect space for your specific needs.

Comfort and Size

Comfort is key to a productive meeting. Make sure the room has sufficient space and ergonomic furnishings. A crowded space can quickly become uncomfortable and distracting, while a room that’s too big can feel intimidating and impersonal.

Acoustics and privacy

The acoustics in a meeting room are often overlooked but extremely important. Poor acoustics can make it difficult to hear and communicate effectively. Likewise, privacy is essential for confidential meetings. Choose a space that offers the right balance between openness and discretion.

Atmosphere and Design

The atmosphere in a meeting room can have a huge impact on the tone of the meeting and the engagement of the participants. A room with natural light and a comfortable layout can boost energy and creativity. With the MyDesk meeting room booking system, you can get an insight into the layout and design of the room before you book.

Customization options

Some meetings require special setups or customizations. Make sure the meeting room can be configured to suit your meeting’s unique requirements. This could be anything from arranging chairs in a circle to setting up special presentation equipment.

Practical Considerations

Also check for practical aspects such as parking, access for people with disabilities, and proximity to toilet facilities. These details may seem small, but they can make a big difference in the overall meeting experience.

Using Booking Systems like MyDesk

In a busy workday, booking meeting rooms can be a time-consuming process. This is where the MyDesk meeting room booking system comes in. The system provides a quick and efficient way to view available rooms, book them and even manage changes or cancellations. The integration with office calendar systems also ensures that double bookings are avoided.

Continuous Feedback and Improvement

After booking and using a meeting room, it’s important to collect feedback from participants. This can help you understand what’s working well and what can be improved. The MyDesk system can also be used to collect and analyze feedback, making it easier to adapt and improve future bookings.


Choosing the perfect meeting space is more than just finding an available room. It’s about understanding your needs, using the right tools like MyDesk, and paying attention to the details that make a meeting effective and enjoyable. By following these tips and tricks, you can ensure that every time you book a meeting room, it’s a well-considered and successful decision that supports your team’s productivity and creativity.

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