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Discover the secret of great meeting room management

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HomeGreat meeting room management

The only guide to meeting room management you need

  • Keen to manage your
    meeting rooms better
    in the new world of
    hybrid working
    ?
  • Want to make sure
    your agile workers have easy
    access to brilliant
    collaborative workspace?
  • Want to utilize your valuable
    real estate better?

You’ll find this guide from NFS and Rendezvous meeting room management
software the complete go-to resource you need.


Download Guide

What’s changed in your workplace?

Meeting rooms
Meeting rooms

In the hybrid office your meeting rooms are now hubs where your remote workers come together for collaboration

Hybrid meetings
Hybrid meetings

The online experience needs to be as good as in-person – and organizing hybrid meetings across multiple locations must be easy

Dynamic space
Dynamic space

You need the flexibility to reconfigure as the needs of your workforce evolve

Digital experience
Digital experience

Your meeting room management system supports every aspect of the employee experience

Wellness
Wellness

Encouraging wellbeing is high on your agenda, promoting strong productivity and good talent retention

Workplace culture
Culture

Empathetic management and building better trust in the workplace are key to success now

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    What are the Challenges
    you need to tackle?

    Workplace leaders need to find their own route forward in the hybrid working world, because every organization has its own requirements, constraints and opportunities.

    You need to build a workplace ecosystem that includes how your staff use space and workplace technology to support operations. You also need robust employee engagement so you can be sure of their co-operation.

    This well-rounded approach to meeting room management creates flexibility to respond to your organization’s evolving needs and provides the strategic and operational underpinning to make it succeed.

    You want a collaborative agile environment where the focus is on output rather than location; where your staff work wherever needed – and where they can always book a meeting room quickly for collaborating with whenever colleagues.

    It can seem like a long workplace wishlist. But with the help of s good meeting room management system, it’s easy to achieve.

    What are the Challenges
    you need to tackle?

    Workplace leaders need to find their own route forward in the hybrid working world, because every organization has its own requirements, constraints and opportunities.

    You need to build a workplace ecosystem that includes how your staff use space and workplace technology to support operations. You also need robust employee engagement so you can be sure of their co-operation.

    This well-rounded approach to meeting room management creates flexibility to respond to your organization’s evolving needs and provides the strategic and operational underpinning to make it succeed.

    You want a collaborative agile environment where the focus is on output rather than location; where your staff work wherever needed – and where they can always book a meeting room quickly for collaborating with whenever colleagues.

    It can seem like a long workplace wishlist. But with the help of s good meeting room management system, it’s easy to achieve.

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    Your workplace
    transformation
    wishlist

    You want to:

    • Gain insight for planning by capturing data and analyzing it with your meeting room management system
    • Create a great employee experience where staff can book meeting space for office visits
    • Implement great meeting room management that maximizes yoru investment in real estate
    • Develop a workplace ecosystem that supports strategy and operations
    • Remove silos by integrating your workplace technology with signage, Outlook, Teams and Zoom
    • Tackle evolving hybrid working challenges such as ‘are my colleagues in the office?’
    • Improve staff wellness through technology, collaboration and culture

    The fully-integrated meeting
    room management system:

    Rendezvous is the wide-ranging platform
    that helps you overcome everyday challenges
    Mobile app

    Staff can locate and book the meeting space they need using an app in a couple of clicks. The system uses a graphical floorplan that boosts collaboration by making it easy to see if colleagues are in the office, and where they will be working.

    Mobile app
    Meeting organization

    Meeting room management software takes away the admin from organizing a meeting, even in multiple locations and time zones. Staff use their app to locate and book a meeting room, as well as facilities they need such as video conferencing, AV or even catering. It’s all achieved in one meeting schedule transaction, and any subsequent changes to arrangements are automatically notified to everyone involved.

    Meeting organization
    Open API

    It’s critical to your success to connect your meeting room management software to other digital platforms such as digital signage, Outlook and Teams. Rendezvous’ open API enables seamless integration and great meeting room management every time.

    Open API
    Sensor technology

    Accurate data on how your space is used provides great support in is making planning decisions such as redesigning space for hot desking or informal collaboration. Occupancy sensors integrated with your Rendezvous meeting schedule technology provide views of space availability views in real time.

    Sensor technology
    Touchless check-in

    Once employees book a meeting room or hot desk, the meeting schedule system sends a QR code so they can check in and out of the booked space contact-free. In video conferences, the system can start the meeting automatically when as attendees check in.

    Touchless check-in
    Visitor management

    The Rendezvous meeting room booking system enables a VIP experience for every visitor. They check in and out contact-free using QR and RFID codes sent by the software, which delivers pre-visit health questionnaires if required and integrates with your digital signage for wayfinding in your offices.

    Visitor management

    Meeting room management
    software helps your staff

    Surveys suggest many people will go on with a hybrid style of working – Deloitte says six in ten want to do more home working.

    Workplace leaders are making the most of hybrid working for 3 good reasons:

    Productivity – contented workers do a good job.

    Talent retention – Employees in control of their workloads and conditions are more likely to stay with your organization.

    Wellbeing – Employers realize that it’s worth creating an environment that encourages good mental health.

    Deploying workplace management is a huge enabler of all these aims.

    Using a mobile app to make a quick meeting room reservation is quick, easy and admin-free. Your employees gain confidence that when they come into the office their workspace is secured. They can even locate collaborating colleagues using the graphical floorplan.

    Organizing a hybrid meeting in a number of locations was once an admin headache, but Rendezvous makes it a simple matter to find and book space, invite colleagues and add services such as video conferencing, AV and catering. The system notifies everyone of any changes, thanks to Outlook integration.

    Workplace leaders are kept in the know about how their space is being utilized via sensors that are integrated with the meeting room

    management software. It means you can review available space easily and make decisions on how it is configured. For instance, you might see that more informal drop-in meeting space is needed.

    The easy booking process, together with integration with digital signage means fewer people miss their meeting. The technology also starts the meeting automatically when attendees check in, so time-consuming delays are minimized.

    When you use a fully-integrated meeting room booking system, your employees can make the most of every visit to the office. The result is reduced tension and stress, and working conditions where wellbeing and productivity can thrive.

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    Being able to make a meeting room reservation via a mobile app is quick, simple and admin-free. It gives your employees peace of mind that when they come into the office they will not be searching for workspace – they can even locate their colleagues immediately using the graphical floorplan.

    Organizing a multi-location hybrid meeting could be an admin nightmare, but an intuitive room scheduling solution makes it a matter of a few clicks to find and book space, invite colleagues and add on services such as VC, AV and catering. There’s no need to notify any changes to attendees, either, as the system does it automatically thanks to Outlook integration.

    Because workplace leaders are kept up to date about how space is being utilized by sensors integrated with the meeting room management software, they are able to review the available working environment easily and make decisions on how it is configured to suit employees’ needs. For instance, it could become apparent that more informal drop-in meeting space is needed.

    The simple booking process plus integration with digital signage technologies means fewer people miss their meeting – no-shows are a major source of frustration. The technology also starts the meeting automatically when attendees arrive, so there are fewer time-consuming delays.

    The overall result of using a fully-integrated meeting room booking system is that people can make the most of every visit to the office, and get on with their jobs as soon as they get there. It reduces tension and stress, creating conditions where wellbeing and productivity can go hand in hand.

    Being able to make a meeting room reservation via a mobile app is quick, simple and admin-free. It gives your employees peace of mind that when they come into the office they will not be searching for workspace – they can even locate their colleagues immediately using the graphical floorplan.

    Organizing a multi-location hybrid meeting could be an admin nightmare, but an intuitive room scheduling solution makes it a matter of a few clicks to find and book space, invite colleagues and add on services such as VC, AV and catering. There’s no need to notify any changes to attendees, either, as the system does it automatically thanks to Outlook integration.

    Because workplace leaders are kept up to date about how space is being utilized by sensors integrated with the meeting room management software, they are able to review the available working environment easily and make decisions on how it is configured to suit employees’ needs. For instance, it could become apparent that more informal drop-in meeting space is needed.

    The simple booking process plus integration with digital signage technologies means fewer people miss their meeting – no-shows are a major source of frustration. The technology also starts the meeting automatically when attendees arrive, so there are fewer time-consuming delays.

    The overall result of using a fully-integrated meeting room booking system is that people can make the most of every visit to the office, and get on with their jobs as soon as they get there. It reduces tension and stress, creating conditions where wellbeing and productivity can go hand in hand.

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    Case Studies

    Great results – how
    a global utility uses
    meeting room
    management software

    A large NFS Technology client created a digitally-supported workplace strategy for its new European HQ with the help of the Rendezvous Workspace meeting room booking system.
    The organization’s aims were to boost flexibility, embrace home working and rethink how their office space is used.

    With NFS experts to help, the firm developed a hybrid working strategy to influence the design of the new HQ. Meeting spaces were rethought for collaboration, and the workforce was encouraged to use mobile technology, sensors and controls.

    The organization says the digital workplace transformation reassured its workforce about coming back to the office following the pandemic.

    Between 30-40% of meeting rooms have been liberated for flexible working, and the collaboration is at a new high.

    A large NFS Technology client created a digitally-supported workplace strategy for its new European HQ with the help of the Rendezvous Workspace meeting room booking system.
    The organization’s aims were to boost flexibility, embrace home working and rethink how their office space is used.

    With NFS experts to help, the firm developed a hybrid working strategy to influence the design of the new HQ. Meeting spaces were rethought for collaboration, and the workforce was encouraged to use mobile technology, sensors and controls.

    The organization says the digital workplace transformation reassured its workforce about coming back to the office following the pandemic.

    Between 30-40% of meeting rooms have been liberated for flexible working, and the collaboration is at a new high.

    Great results – how
    a global utility uses
    meeting room
    management software
    Better enterprise
    management: $30bn+
    US financial deploys
    Rendezvous from NFS

    When a top US financial firm planned its return to the office it deployed Rendezvous to control meeting room and hoteling management. The company wanted fast deployment of a mobile booking app and also wanted to use QR check-in codes to check in via desk panel technology. This digital transformation provided real-time information on workplace occupancy which supported the redesign of meeting space to provide better collaboration areas for visiting staff. The technology also empowered them to book services such as hospitality in advance of meetings.

    The company reported: “The team at Rendezvous is outstanding! Quick responses, accurate information, always looking to improve their services and their systems. Rendezvous is willing to adapt with us as our organizational goals change.”
    Read the Gartner review
    “Excellent desk
    booking app”: major UK
    law firm implements the
    tech in four weeks

    A leading law firm in the UK required desk booking technology to support a seamless return to work for employees. Moving from project sign off to go live in just four weeks, the NFS team delivered a hot desking solution that is fully configured with floorplan booking so staff book space, find colleagues and create collaboration neighbourhoods.

    The company reported: “The app was launched by the tight deadline set and has been received very well around the firm with virtually no issues or questions. It is very intuitive.”
    Read the Gartner review

    A leading law firm in the UK required desk booking technology to support a seamless return to work for employees. Moving from project sign off to go live in just four weeks, the NFS team delivered a hot desking solution that is fully configured with floorplan booking so staff book space, find colleagues and create collaboration neighbourhoods.

    The company reported: “The app was launched by the tight deadline set and has been received very well around the firm with virtually no issues or questions. It is very intuitive.”
    Read the Gartner review
    “Excellent desk
    booking app”: major UK
    law firm implements the
    tech in four weeks

    The 4 steps you need to take now for
    meeting room management

    flexible
    Be flexible

    Rethink your meeting space now. When agile workers come to the office, what kind of space do they need to collaborate effectively? Should your formal meeting rooms be more flexible spaces? Do your employees need informal areas? Are fixed spaces such as board rooms empty too much of the time?

    Be flexible

    Rethink your meeting space now. When agile workers come to the office, what kind of space do they need to collaborate effectively? Should your formal meeting rooms be more flexible spaces? Do your employees need informal areas? Are fixed spaces such as board rooms empty too much of the time?

    flexible
    Go mobile
    Be mobile

    Deploying meeting room management software enables your employees to make quick meeting room bookings using an app, even across multiple locations. The technology makes finding and booking a hot desk simple.

    integrated
    Be integrated

    It’s essential to select an open API meeting room booking system that integrates with your existing platforms. It should talk to Outlook so reservations are entered directly into the diary, and it also needs to team up with video conferencing systems such as Microsoft Teams and Zoom, digital signage and in-room panels, and sensor technology. The meeting room management software will form the core of an ecosystem that supports your whole operation.

    Be integrated

    It’s essential to select an open API meeting room booking system that integrates with your existing platforms. It should talk to Outlook so reservations are entered directly into the diary, and it also needs to team up with video conferencing systems such as Microsoft Teams and Zoom, digital signage and in-room panels, and sensor technology. The meeting room management software will form the core of an ecosystem that supports your whole operation.

    integrated
    Go touch-free
    Be contact-free

    Contactless check-in and out of offices, meeting rooms and hot desks was proved its worth during the pandemic. But it’s also very convenient to welcome pre-screened visitors who have a QR or RFID code to access your premises, meeting rooms or hot desks. The codes can be read by sensors that automatically keep occupancy data current.

    Creating a great experience
    in the workplace

    When designing future work models, it makes no sense to ignore the recent collective work experience and some of the benefits people have discussed about the ability to work remotely.

    So what steps should you take to manage the disruption we have all dealt with – and how will you create a dynamic workspace for the betterment of the returning workforce?

    Employees are still showing some reluctance to make the journey back the office every day, but they also miss their colleagues, being together, and the boost to wellness these positive aspects can bring.

    As a workplace leader, you want to create an environment that will be viewed as positively as working from Home.

    So here are 4 key components to consider:

    1. Platform innovation must be high on your agenda
    2. Creating an intuitive experience for customers is crucial
    3. Partnering with a Trusted Advisor is a must
    4. Agnostic API-based integration is fundamental to success
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    People, places and equipment need to be seamlessly coordinated if you want to achieve a great employee experience.

    This will include being able to:

    • Locate colleagues and work in a team by finding workspace where they are.
    • Book time slots and space for collaboration – and adding catering if required.
    • Come to the office for a productive part-day, scheduling by the hour for everything from hot desks to client meeting rooms and catering.

    Managers who need to understand where their staff are and how they work when in the building need the data supplied by an advanced workplace management solution. This information is part of a holistic approach to space management that should also involve HR.

    Workers worldwide have raised their expectations when it comes to their office environment, and simplifying space management, employee requests and desk booking is now a necessity. NFS is the trusted partner that helps you design, maintain and develop your workplace requirements and opportunities evolve.

    People, places and equipment need to be seamlessly coordinated if you want to achieve a great employee experience.

    This will include being able to:

    • Locate colleagues and work in a team by finding workspace where they are.
    • Book time slots and space for collaboration – and adding catering if required.
    • Come to the office for a productive part-day, scheduling by the hour for everything from hot desks to client meeting rooms and catering.

    Managers who need to understand where their staff are and how they work when in the building need the data supplied by an advanced workplace management solution. This information is part of a holistic approach to space management that should also involve HR.

    Workers worldwide have raised their expectations when it comes to their office environment, and simplifying space management, employee requests and desk booking is now a necessity. NFS is the trusted partner that helps you design, maintain and develop your workplace requirements and opportunities evolve.

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    How to choose the meeting
    room booking system
    for you

    Every organization is different, and choosing the right meeting room booking system for your workforce and operations can seem a challenge.

    You might also have a legacy system that is no longer fit for purpose, and you need an upgrade for hybrid working. The best advice is to seek a supplier who:

    Takes a consultative approach: The expert NFS team works with you to understand exactly what your workplace system needs to achieve – then deliver the results.

    Has a strong track record: Hunt out a supplier with a strong and impressive clientele. NFS – a Microsoft Gold partner – with more than 1800 clients worldwide and many long lasting relationships is an ideal technology partner.

    Continually develops its offering: The workplace continues to transform, and the best suppliers are evolving products and services – such as Rendezvous Workspace – for new situations.

    Provides good ROI: By providing both hosted Cloud-based and on-premise technology as well as a variety of purchase and hire arrangements, NFS enables your organization to benefit quickly from meeting room management software.

    Provides robust support: An ecosystem must be reliable, with great technical support if any problems do occur. Ensure the supplier has a 24/7 helpdesk, such as the one our NFS experts staff 365 days a year.

    How to choose the meeting
    room booking system
    for you

    Every organization is different, and choosing the right meeting room booking system for your workforce and operations can seem a challenge.

    You might also have a legacy system that is no longer fit for purpose, and you need an upgrade for hybrid working. The best advice is to seek a supplier who:

    Takes a consultative approach: The expert NFS team works with you to understand exactly what your workplace system needs to achieve – then deliver the results.

    Has a strong track record: Hunt out a supplier with a strong and impressive clientele. NFS – a Microsoft Gold partner – with more than 1800 clients worldwide and many long lasting relationships is an ideal technology partner.

    Continually develops its offering: The workplace continues to transform, and the best suppliers are evolving products and services – such as Rendezvous Workspace – for new situations.

    Provides good ROI: By providing both hosted Cloud-based and on-premise technology as well as a variety of purchase and hire arrangements, NFS enables your organization to benefit quickly from meeting room management software.

    Provides robust support: An ecosystem must be reliable, with great technical support if any problems do occur. Ensure the supplier has a 24/7 helpdesk, such as the one our NFS experts staff 365 days a year.

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    Want to discover more about meeting room booking systems?

    Dip into the NFS resource library, where you will find blogs and videos including:
    Rendezvous Overview | Hybrid Video | Data Video | Hybrid Collaboration Video

    Talk to our NFS experts about what Rendezvous meeting room management software can do for your organization.

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