Typical challenges of meeting room booking with Outlook

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

Booking meeting rooms is a crucial task in any organization, but it can also be a source of frustration. From double-booking to underutilization of space, there are many challenges that businesses face. In this article, we’ll dive into some of these challenges and suggest solutions to improve the meeting room booking process.

Outlook as a Meeting Room Booking Tool

Microsoft Outlook is known as an excellent email tool, but as a tool for scheduling and booking meeting rooms, it has some limitations. Let’s take a closer look at some of these challenges.

Double booking of meeting rooms

One of the biggest challenges with Outlook is the risk of double booking. Unfortunately, Outlook allows multiple users to reserve the same room at the same time. This can result in more annoying interruptions and employee dissatisfaction.

Missing Overview of Assets in the Room

Another limitation of Outlook is that it doesn’t allow employees to see what assets are in the room they are booking. This can be problematic when, for example, you need to hold a meeting with a certain number of participants and need specific equipment.

Limitations in Room Reservation

Outlook only allows employees to reserve meeting rooms. This can be a challenge, especially in modern workplaces that include activity-based working and companies where meeting catering is also available.

No Insight into Space Utilization

Finally, Outlook doesn’t provide access to data or insights into actual space utilization. Without this data, businesses can struggle to identify and solve space utilization issues.

How Can Room Reservation Software Solve These Challenges?

Room reservation software like MyDesk meeting room booking can help solve many of the challenges associated with booking meeting rooms.

Preventing double booking

When a room is reserved in MyDesk, it will appear as unavailable to anyone who has access to the solution or who has the MyDesk Add-in installed in Outlook. This eliminates the risk of double booking.

Ready Information about Activate

With MyDesk meeting room booking, employees can view details about the room they’re booking. This includes the size of the room, the number of chairs and equipment available, as well asany meeting catering available in the chosen meeting room and time.

Greater Flexibility in Room Reservation

MyDesk also allows employees to reserve different types of spaces, not just meeting rooms. This can include desks, collaboration areas and quiet zones.

Data-driven Insights into Space Utilization

One of the biggest benefits of MyDesk is the ability to access data and see actual space utilization in MyDesk Analytics. This can help organizations identify and solve space utilization issues.


Booking meeting rooms can be a challenge, but with the right tool, the process can be significantly improved. By switching from Outlook to MyDesk, companies can solve many of the challenges they face and create a more efficient and satisfying booking process for all employees.

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6916 0382 eller mail@mydesk.io

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Henrik, Jesper og Louise - MyDesk

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Henrik, Jesper og Louise

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