Meeting room booking system: the benefits of digital solutions
Managing office space efficiently is a growing challenge in modern hybrid work environments. With employees splitting time between home and the office, unused meeting rooms and overbooked spaces can lead to frustration, wasted resources, and lost productivity.
The challenges of traditional meeting room management
Relying on manual booking methods such as spreadsheets, emails, or paper calendars often creates confusion:
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- Double bookings or last-minute cancellations
- Difficulty finding available spaces
- Increased workload for facility and IT teams
Meeting room schedule displays: solutions and benefits of ROOMZ
1. Real-time updates and visibility of workspaces
Conference room displays provide instant updates on meeting room availability, avoiding misunderstandings and unnecessary trips. Employees can see which rooms are free, who has booked them and for how long.
Two main display types can help optimize space usage:
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Meeting room entrance display :
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- Placed outside each meeting room to display real-time room availability
- Shows current and upcoming meetings
- Daily or weekly view
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Digital Flightboard displays: centralized meeting room visibility
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- Perfect for use on a floor or across an entire building
- Provides a clear, bird’s-eye view of all meeting room availability
- Shows ongoing and upcoming meetings across departments
- Helps employees navigate the office efficiently
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2. Cost savings, sustainability and low maintenance
Long-lasting, wireless displays, like ROOMZ, which offer an average battery life of 4 years, help cut maintenance costs and energy consumption. Choosing a display without an operating system further reduces upkeep, removing the need for software updates or complex IT management.
By replacing printed schedules and manual updates, these screens support sustainability goals while lowering operational overhead, making workspace management simpler and more efficient.
3. Optimizing workspace and employee experience: customers feedback
With clear room availability, employees can make quick decisions and avoid wasted time searching for spaces. Hybrid teams benefit from smoother collaboration, better planning, and less frustration in the office.
Swiss Red Cross: from old to modern meeting room management:
”In the past, we managed our meeting rooms exclusively within the Outlook resources calendar. Meetings with external partners were posted on the doors with a sheet of A4 paper. Then we discovered ROOMZ at another company. From that point, things moved at lightning speed to deployment within approximately two to three weeks.” Benno Stucki Department Head ICT Services
👉 Discover Swiss Red Cross Story
ABB: enhancing employee experience
”Easy instant booking: you go to the display, choose the desired reservation period, press the button, done! And the text on the display is readable from any angle. ROOMZ makes our working lives easier.”
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