How to Implement a Booking System for Improved Resource Management in the Office

Search, find and book meeting rooms that match your needs via 3d floor plans

With our platform, it’s easier than ever to find and book meeting rooms that fit your exact needs. Our innovative 3D floor plans give you a visual representation of each meeting room so you can choose the perfect setting for your next meeting. With just a few clicks, you can reserve the optimal space for your requirements.

All from one place and in a single application.

We’ve made meeting room booking simple and user-friendly. Our platform offers a visual and user-friendly interface that makes it easy to find and book meeting rooms. Best of all, you can manage all your meeting rooms from a single application. We also have the ability to share meeting rooms with others in the same building, promoting collaboration and optimizing the use of resources.

Book mødelokale uden skærm og med QR kode

Meeting room screens or QR code for entrance of the meeting room

We make meeting room booking even more convenient. Our platform allows you to use meeting room screens or QR codes to book the meeting rooms.

Install the MyDesk app on your existing screens or print our QR codes and save the cost of screens. With QR codes, you can scan and book a room directly from your mobile phone – just like you do from screens.

Alternatively, let us install new screens on your premises, we support most types of screens to match the exact design you want.

Order meeting catering from Outlook, Teams or mobile

Management module and mobile app for canteen staff

Integration to financial system and PowerBI

Free module included in the meeting room booking system

Book catering and meeting rooms directly from Outlook

Send us an email or book a meeting

Louise, Henrik og Jesper - MyDesk

Modern office landscapes demand flexibility, efficiency and dynamism. In the midst of this new work culture, a room booking system has become an indispensable resource for companies looking to optimize the use of their meeting rooms and other shared facilities. Implementing such a system can seem overwhelming, but with the right approach, the transition can be smooth and the outcome highly rewarding. Here’s a guide on how to implement a room booking system to improve meeting room management in the office.

Step 1: Needs analysis and requirements specification

Before choosing a system, it’s important to understand the specific needs of your business. What types of rooms should be bookable? Do you need to integrate with other systems such as Outlook or Google Calendar? Is there a need to report and analyze meeting room usage? Answers to these questions will form the basis for system selection.

Step 2: Market Research and System Selection

With the requirements specification in place, research the market to find a system that matches your needs. Consider features such as ease of use, cross-device accessibility, support options and security aspects. It can also be beneficial to choose a cloud-based solution for easy access and maintenance.

Step 3: Create an Implementation Plan

A well-considered plan is essential for a successful implementation. The plan should include deadlines, assigning responsibilities, training employees and any adjustments to the office layout to accommodate the new system. Make sure all relevant stakeholders are informed and involved throughout the process.

Step 4: Technical Implementation

Once you have chosen your solution, the technical implementation needs to take place. This will often involve setting up the software, integrating with other IT systems and configuring user accounts. Depending on the complexity of the system, it may be necessary to involve an IT specialist.

Step 5: Education and Communication

One of the biggest challenges when implementing a new system is ensuring employees know how to use it correctly. Develop training programs, which can include workshops, online tutorials and written guides. It’s important that communication about the new system is clear – everyone needs to know when the system goes live and how it will affect their daily work.

Step 6: Test Phase and Feedback

Before the system is put into full use, conduct a test phase where a select group of employees use the system under controlled conditions. Collect feedback and adjust the system as needed. This will help identify any issues before they affect the entire organization.

Step 7: Roll-out and Follow-up

After a successful test phase, the system can be rolled out to the entire company. But the work doesn’t stop there. It is important to regularly monitor the use and effectiveness of the system. Gather feedback from users and make necessary adjustments to ensure the system continues to meet the needs of the business.


Implementing a local booking system can revolutionize resource management in your office, but it requires a considered and structured approach. By following these steps, companies can ensure a smooth transition to a system that will optimize the use of meeting rooms and other workspaces, boost productivity and increase employee satisfaction. Such a system isn’t just an upgrade to the office’s technology infrastructure, it’s a strategic tool that can transform the entire work environment.

With MyDesk meeting room booking system, we’re with you every step of the way, ensuring you and your employees are happy with the implementation of a new meeting room booking system.

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Henrik, Jesper og Louise - MyDesk

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Henrik, Jesper og Louise

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