Select as needed

Enter the date, duration and number of participants before looking for a room. Also consider video equipment, accessibility and the decor required for the meeting. A smaller meeting room and a workshop room solve different tasks. Use filters, room information and floor plan to select suitable frames.

Complete the reservation

In Outlook, choosing a room is not enough: send the invitation and check the room's acceptance. If the room declines, you must find another room or time. An invitation in your own calendar does not prove that the room is reserved. In Planner, the overview allows you to compare premises and time periods.

Consider delivery and participants

Add catering and guest registration when your solution supports it. Enter the correct quantity, delivery time and special requests, and respect the canteen's deadlines. Put a clear agenda on the invitation so that participants can prepare.

Release capacity for changes

Fix or cancel the meeting when plans change and check the associated bookings. Look separately for independent catering orders. If you use check-in or sensors to release unused rooms, rules and breaks must be clarified with the employees.

Use data for the next improvement

Look at the bookings' duration, room size and distribution over the week. Reservations show demand; actual use requires a different data base. Use both parts together with the experience of your colleagues before you change the layout of the premises.