WHAT IS MEETING MANAGEMENT

Understand the space of Meeting Room Management Platforms

TOPICS OF THIS TOPIC CLUSTER

Not all meetings are booked equally... Same goes for Meeting Management systems and Platforms that solves for many different challenges and different needs. In this site we have gathered the most important information on Meeting Management helping you dive into the solution landscape.

Introduction

WHAT IS MEETING MANAGEMENT

Meeting management is:

1
A METHOD The method used to plan and book meetings in an organization.
2
THE CAPABILITY The capability to handle the meetings productively by handling each step and resource dependency of the meeting efficiently and consistently.
3
THE ABILITY The ability to measure the meeting and space utilization rate on an on-going basis.
What is it?

WHAT IS MEETING MANAGEMENT SOFTWARE

A meeting management software platform supports organizations in outlining, organizing, running, and evaluate great meetings.

It's the piece of software you didn’t know your business needed. Despite the seemingly straightforward purpose, Meeting Management Software come packed with features sure to keep an office organized and on track to ensure:

  • Efficient scheduling — First, It is possible for businesses to schedule and plan all the aspects for a meeting without investing in a meeting room booking system, but it almost definitely requires at least three different tools. Outlook for meeting invites, a tool for room booking and a third solution for serivce requests, catering or visitors. Real Meeting Management Software consolidate all the features any organization would need to effectively plan meetings into a single system. These tools even offer additional functionality that will certainly be helpful in managing a physical office space like providing meeting room displays, catering, services, and productivity analytics.
  • Productivity insights — A meeting room booking system also serves as a dedicated tool for tracking how often and for how long spaces and equipment are used. This gives businesses utilization data to leverage when making decisions regarding office organization and optimization. Businesses wouldn’t have a way to collect this type of data without a dedicated system that has the capability to monitor metrics like no-show meetings and late starts.
Learn about the Category

UNDERSTANDING MEETING MANAGEMENT SOFTWARE

 The Meeting Management software category is a bit like an amorphous net that, depending on whom you ask, can encompass much more than initially meets the eye.

Like most tech segments, the category is ever-changing as new technologies develop and new expectations of what it means to be an efficient office evolve.

Meeting Management systems, Resource Scheduling applications, Meeting Room Booking systems, and (Integrated) Workplace Management systems (IWMS). What is the difference? Is there one? Each of these software solutions supports various aspects of scheduling spaces and amenities in a corporate setting.

  • Spaces mean particular rooms, such as a conference room, huddle room, or hot desks.
  • Amenities include table set-ups, AV equipment, catering, or other associated meeting services.

Overall, these solutions simplify the process of finding available space and resources, which saves time better spent on more essential tasks.

Executed broadly and effectively, they transform workplaces and workplace experiences.

Technically speaking, each of these categories falls under the general umbrella of Resource Scheduling, which can include everything from room rentals to visitor management and beyond. Is a Meeting Management system that only helps users find and book rooms considered Resource Scheduling? Yes.

How about a fully integrated system that takes care of everything – rooms, catering, messaging, visitor management, and analytics? Yes.

WHO USES MEETING MANAGEMENT SOFTWARE

Meeting Management Software is useful to any type of business that has an office with multiple conference rooms or communal equipment.

While administrators establish rules and policies within the software, these tools are intended to be accessible for everyone in a business.

Tool tracking software is also capable of tracking barcoded equipment, but often doesn’t provide the same booking functionality offered by meeting Meeting Management systems. Meeting Management systems are also better for booking stationary equipment like desks or physical whiteboards compared to tool tracking solutions.

 

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According to Gartner

MEETING MANAGEMENT ACCORDING TO GARTNER

 According to Gartner Peer Insights, the resource scheduling market consists of vendors that offer technologies that support various aspects of scheduling for corporate facilities such as meeting rooms, conference spaces, offices, and desk hoteling. These software solutions may also include scheduling of other services such as catering and visitor management.

A highlight and key feature of resources scheduling software is that it allows organizations to support large and mobile workforces with a smaller real estate footprint without sacrificing employee productivity. Meeting management and resources scheduling applications simplify the process of finding an available space, determining which amenities are provided, booking the space, and providing other services.

 

 

 THE MARKET GUIDE

Managers and Executives can use the Gartner Market Guide to compare market-leading vendors or Resource Scheduling and Meeting Management solutions to select the tools that make finding and reserving space and services more efficient for employees. 

Go to Gartner Market Guide
 
 
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The most common attributes of

MEETING MANAGEMENT SOFTWARE

  • Room and workspace scheduling
  • Associated service requests and scheduling
  • Integration with calendars and other applications such as Microsoft 365, Microsoft Exchange, and Outlook
  • Hardware compatibility, including sensors for space utilization and meeting room displays
  • Visitor management, vendor management, and facilities management
  • Software access via mobile devices to support activity-based work and the mobile workforce
  • Workplace utilization analysis to track data related to the usage of physical spaces and equipment
According to G2

MEETING ROOM MANAGEMENT ACCORDING TO G2

 Gartner takes a highly functional lens to what these solutions offer companies. G2 includes most of the same features and functions that Gartner calls out in their definition of meeting room booking systems—such as booking capabilities and integration with calendars and email systems—but they also more prominently comment on the value added to individual users.

According to G2, meeting room booking systems provide simple tools for reserving conference rooms and other spaces or resources within an office or workplace. The software ensures that organizers and attendees have the necessary accommodations for important meetings, and at the same time, office managers maintain an accurate, up-to-date view of how the company utilizes resources. Office managers can even program the solution with user permissions and other restrictions to ensure appropriate utilization of resources.

 Meeting room booking systems help users plan and invite others to meetings, scrums, sales calls, one-on-ones, and brainstorming sessions. The tools make the process of booking rooms and inviting attendees more efficient and prevent double bookings and other meeting faux paus.

G2 also notes that the best and most comprehensive meeting room booking systems include analytics features to offer insight into shared space usage and help refine room-scheduling protocol.

These tools often integrate with or share features of a visitor management software to check in and track information about meeting attendees. This is particularly useful for attendees from outside the company.

Digital signage is also a component of many meeting room booking systems, which display meeting details on tablets or digital displays.

Here are the latest G2 awards that were given to AskCody based on customer reviews:

From a feature and functions standpoint

A MEETING ROOM BOOKING SYSTEM MUST:

  •  Provide an overview of company conference rooms, along with scheduled meeting times and details
  • Allow users with the appropriate permissions to book available meeting rooms, modify event details, and invite attendees
  • Equip administrators (such as office managers) with tools to modify user permissions, room and resource details, and specific meeting information
  • Sync with organizer and attendee calendar and/or email tools
AskCody's Position

WHERE DOES ASKCODY FIT IN

 AskCody’s net in the Meeting Management and Resource Scheduling market is wide. It covers every element mentioned above, and many that are not. We are a part of the Meeting Management market, but we are so much more.

That’s because AskCody’s entire purpose revolves around efficiency. We dismantled every second of the meeting and resource booking process, examined it from the inside out, and engineered solutions that eliminated wasted time and effort. We found weak spots and frustrations from the front desk to the final meeting minute and rooted them out, replacing them with a technological solution that makes offices more efficient than ever.

More than just a platform to pull of flawless meetings, AskCody is the one tool employees need for booking resources when traveling between offices, finding hot desks, and tracking down colleagues.

THE CRUX OF THE MEETING MANAGEMENT MARKET MATTER

 No matter what you call the market or which tools you determine are most important for your office, your resource scheduling system should be a tool that drives efficiency and saves time. Meeting room booking and resources scheduling eliminate manual processes and disjointed point solutions and transform your office into a modern environment.

At AskCody, we help companies make that massive shift to a more advanced and modern technological hub that transforms cross-organizational processes, improves productivity, and drives operational efficiency to optimize the way the workplace is managed and how people work, meet, and collaborate.

Meeting management and resource scheduling platforms play an important role in today’s modern workplace. They free employees from some of the most tedious office tasks and enable them to spend more time on what matters.

Offices cannot move forward by holding on to the same technologies of yesterday. The workplace of tomorrow emerges when employees are empowered to work better.

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READY TO LEARN MORE ABOUT MEETING MANAGEMENT

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