Top 10 Ways Your Meeting Room Booking System Can Save Time and Money

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

Effective meeting planning and management is an important key to a successful business. However, traditional meeting planning can be time-consuming and potentially expensive. Fortunately, there is a solution: meeting room booking systems. These innovative technologies have the potential to revolutionize the way we plan and manage meetings, while saving businesses time and money. In this article, we’ll explore the ten ways a meeting room booking system can financially benefit your business and how MyDesk meeting room booking system stands out by offering unique features that optimize meeting planning and resource management.

1. Reduce wasted time and double bookings

One of the most obvious financial benefits of implementing a meeting room booking system is the ability to reduce wasted time and avoid double bookings. With an easy-to-use and centralized system, employees can easily see the availability of meeting rooms in real-time and reserve them without fear of overlap. This saves time, frustration and the costs that can be associated with wasted time.

2. Optimize resource allocation

Meeting room booking systems allow you to analyze meeting activity and meeting patterns. This helps identify which meeting rooms are used the most and which are used infrequently. As a result, you can optimize resource allocation by assigning the most in-demand meeting rooms to the most critical meetings while reducing resources to less-used areas. This leads to cost savings and more efficient utilization of facilities.

3. Eliminate External Venue Expenses

For many businesses, the cost of hiring external venues for large events can be significant. A meeting room booking system allows you to identify and reserve internal meeting rooms suitable for large events like conferences or workshops. This eliminates the need to pay for external facilities and can result in significant savings over time.

4. Reduce administration costs

Traditional meeting planning and management can require a significant amount of manual labor, including emails and phone calls to check availability of meeting rooms and facilities. With a meeting room booking system, this process is automated, reducing the need for administrative work and potentially freeing up resources for more value-adding tasks.

5. Access Analytics and Reports

Most modern meeting room booking systems offer comprehensive analytics and reporting tools. These reports give you insights into meeting activity and resource usage, which can help you identify areas where savings can be made. By analyzing data, you can also identify trends in meeting activity and make informed decisions about resource allocation.

6. Simplify Meeting Catering

Some meeting room booking systems, like MyDesk, offer integrated options for meeting catering and catering. This makes it easy to plan and order meals for meetings, which can save time and eliminate the need to manage separate catering agreements and costs.

7. Improved Employee Satisfaction and Productivity

Employees who have easy access to meeting room booking systems often have a better experience when planning and attending meetings. They save time and avoid frustration, which can lead to higher satisfaction and increased productivity. Employees who are satisfied with meeting scheduling are also more likely to actively participate in meetings and contribute to decision-making.

8. Get a Visual Overview of Available Meeting Rooms

MyDesk meeting room booking system stands out by offering employees a visual overview of available meeting rooms, even through Outlook, which they are used to using. This makes it easy for users to see which meeting rooms are available at any given time and reserve them with ease. This visual approach makes it easier for employees to find the right meeting room for their needs and avoid the hassle of manual lookups.

9. Share Meeting Rooms Across Companies

MyDesk goes even further by offering the ability to book shared meeting rooms across companies. This is a unique feature that allows companies to utilize unused meeting rooms and create a more flexible environment. Companies can share resources and reduce costs by sharing facilities with other organizations.

10. Reduce the risk of oversights and errors

Meeting room booking systems can also help reduce the risk of oversights and errors in meeting planning. The system sends automatic reminders and confirmations to users, ensuring meetings stay on track and avoiding unwanted cancellations or delays. This reduces potential costs of having to reschedule meetings and compensate for errors.

Ultimately, a meeting room booking system like MyDesk can significantly contribute to saving time and money for your business. By optimizing meeting planning, resource allocation and facility management, companies can achieve financial benefits and improve efficiency throughout the organization. So why not consider implementing a meeting room booking system in your business and start enjoying the benefits today? It can prove to be an investment that pays off quickly and in the long term.

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Henrik, Jesper og Louise - MyDesk

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Henrik, Jesper og Louise

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