The Journey from Outlook-based Meeting Room Booking to Modern, Visual Systems

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

As work environments evolve, so do our ways of organizing and coordinating. This is evident in the transition from the traditional Outlook-based methods of booking meeting rooms to today’s more advanced and visually-oriented systems. This article explores this transformation and its significance for modern businesses.

Challenges of the Past

For many years, Microsoft Outlook was the standard tool for many companies to schedule meetings and book meeting rooms. Although Outlook offers basic calendar management functionality, it had significant limitations, especially when it came to visual overview and efficiency. Users often experienced difficulties in finding available spaces, resulting in wasted time and frustration.

Lack of Visual Clarity

One of the biggest challenges with Outlook-based meeting room booking was the lack of a clear visual overview. Users had to manually search through calendars, often guessing the availability of a particular room. This led to confusion and inefficiency, especially in larger companies with multiple locations.

Limited Functionality

In addition to the visual clarity issue, Outlook-based systems offered limited functionality. It was difficult to customize bookings with specific requirements, such as adding meeting catering or special equipment. This lack of flexibility limited companies’ ability to effectively manage their resources.

The Transition to Modern Systems

With the advent of new technologies, there has been a significant shift in how businesses handle meeting room bookings. Modern systems not only offer a better visual overview, but also a range of features that make the booking process more efficient and user-friendly.

Visual Clarity and Efficiency

Today’s booking platforms give users a clear visual overview of available meeting rooms. With easy-to-use interfaces, employees can quickly identify available spaces and view the specifications of each space. This visual aspect minimizes confusion and saves time.

Integrated Functions

In addition to the visual overview, these systems offer advanced features such as the ability to add meeting catering directly in the booking process. This allows companies to offer more tailored meeting experiences. In addition, integration with other business systems is a major benefit as it ensures more seamless and efficient management of resources.


The transition from Outlook-based meeting room booking to modern, visual systems marks an important step in the evolution of workplace technology. By utilizing these innovative solutions, companies can achieve greater efficiency and flexibility, which not only saves time and resources, but also contributes to a more pleasant and productive workday for all employees.

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Henrik, Jesper og Louise - MyDesk

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Henrik, Jesper og Louise

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