Meetings are taking place at your company every single day. Teleconferences, small group huddles, large brainstorming sessions, and formal meetings all require very different spaces and tools, and each carry great importance to the overall strategy and productivity of your business. To cater to each, your modern workplace might have various types and sizes of rooms with a number of technology options within, such as video conference tools, whiteboards, and projectors.
Wouldn’t it be great if you had insight, whenever and wherever you needed it, into how those spaces are used, by whom, and for how long? Or what about an understanding of the things your employees want to do, but can’t, because they can’t find the proper space to execute?
That’s where meeting room analytics come in. A robust meeting room analytics tool will integrate directly with your meeting management suite to deliver metrics on what is happening inside your meeting rooms. Data is delivered in user-friendly dashboards to uncover insights into critical KPIs such as rooms booked, occupancy, tools used, and times of meetings. This type of clarity sheds light on the usage of your space and behavior of your meeting attendees. It improves the utilization of your shared workspaces, improves meeting culture, and reduces the overall cost of meetings.
We’ve put together five of the most common ways meeting room analytics help you optimize your modern workplace and improve company culture.
#1 Understand Workspace Utilization
Meeting room analytics instantly enhance employee productivity and room utilization by controlling or regulating meeting room booking behavior. Users can collect and measure usage and occupancy rates of each of your meeting rooms to uncover the ways your workforce utilizes shared spaces. With insight into behavior and utilization, you can determine new ways to use those spaces even more optimally.
For example, your Marketing department might claim they always have a difficult time finding and booking a meeting room that fits their entire team for large group brainstorming sessions. However, with insights into your office’s meeting room usage, you’ll be able to see that while two of your most popular large meeting rooms near the elevators are used every day, there is a meeting room on the other side of the floor that usually sits empty.
Or perhaps you have designed your modern office as an open floor plan with conference rooms spread throughout the periphery of the floors. But thanks to your meeting room analytics, you see that employees are often booking these conference rooms as single occupants, just to get some quite time to work in a solitary space or take a one-on-one phone call in privacy. With this knowledge, you can break apart a few of those larger meeting spaces to provide smaller huddle spaces or single-person phone booths.
#2 Uncover Trends
Meeting room analytics deliver quantifiable data that show how technology, facilities, and employees are engaging in conference rooms. Go deeper into conference room activity with daily reporting of key metrics such as meetings, attendees, and occupancy to get the full story of how your office space performs. Know the trends, such as the busiest times of day, most popular types of rooms, and most common size of meetings.
Understanding how your office ticks can help you design a better meeting process. Employees will be better prepared when looking to book a meeting. Clarity into these trends can also inspire new ways for employees to gather. Perhaps users see that Tuesdays are the busiest day of the week for large conference rooms, with rooms consistently booked solid. Groups can plan to spread their meetings out or find productive ways to meet in smaller groups and utilize other types of smaller meeting spaces, such as huddle rooms and one-on-one sessions.
#3 Improve Meeting Room Offerings
See exactly what employees are looking for to better provide the right type of rooms, equipment, and technology employees need. Meeting room analytics will help you understand employee needs, enabling your company to improve the entire meeting booking process.
Analytics will show you the AV equipment most commonly used for meetings so you can ensure employees won’t ever come up empty handed when looking to book a room with those tools. One department might need a conference setup for board meetings while another might need a Google Hangouts setup. Some rooms need a speakerphone and some need video conference. Some need flip overs, some whiteboards, and others the ability to change table arrangements.
Let’s say you uncover that a large conference room is booked solid almost every day with groups of all sizes, simply because that is the only room with video conference equipment. If employees are frustrated at the limited times available to book that room, you can provide more video conference equipment in more spaces of various sizes, opening up opportunity for everyone.
With more spaces with the tools that people need available, the overall efficiency of the office is increased.
Analytics delivered in a user-friendly dashboard cuts through complexity and allows users to make decisions based on valuable data and key metrics. Get answers to your questions about people, places, and events without the need for any on premise installation.
In today’s digital, on-the-go business world, your tools are only as powerful as how easily accessible they are. That’s why it’s important for your meeting management and analytics solution to be cloud-based. Access your meeting room data from anywhere and rest assured your data is safe with the right provider.
#5 Empower Everyone
A fully integrated meeting room analytics tool not only enhances your office’s meeting management suite, it empowers everyone in the organization with data. User-friendly analytics bring insight to everyone, enabling better decisions about shared spaces. Users shouldn’t have to sift through complicated reports or spreadsheets to understand how the office uses meeting rooms.
And because a meeting room analytics tool like AskCody Insights seamlessly integrates with Outlook and Microsoft 365, there’s no third-party platform to learn or toggle between, putting data directly in the hands of everyone.
This is the fastest, easiest way to empower users with data and foster a data-driven meeting culture. When you don’t know what’s happening in your meeting rooms, you can’t improve the process. Take control of your meeting rooms today.