WHAT IS A GOOD MEETING MANAGEMENT SOFTWARE?

Booking of meetings, meeting rooms, and services related to meetings can be frustrating and time-consuming. A proper meeting management system can take the frustration out of booking meetings, meeting rooms, visitors, and catering services.

Meeting management software from Fischer & Kerrn

WHAT IS A GOOD
MEETING MANAGEMENT
SOFTWARE?

Booking of meetings, meeting rooms, and services related to meetings can be frustrating and time-consuming. A proper meeting management system can take the frustration out of booking meetings, meeting rooms, visitors, and catering services.

Meeting management software from Fischer & Kerrn

WHAT IS A GOOD
MEETING MANAGEMENT
SOFTWARE?

Booking of meetings, meeting rooms, and services related to meetings can be frustrating and time-consuming. A proper meeting management system can take the frustration out of booking meetings, meeting rooms, visitors, and catering services.

Meeting management software

WHAT IS MEETING MANAGEMENT?

Meeting management is the process of (1) Planning and booking the meeting and (2) The ability to manage meetings effectively and get results.

According to studies conducted, about 30% of the work time of an average employee is spent in meetings. In order for meetings to be successful, careful attention must be paid to a myriad of details. Two kinds of details are the most important: (1) thorough planning of pre-meeting activities and booking of the actual meeting and (2) skillful leadership during the meeting itself.

Skillful meeting management and leadership lead to effective and productive meetings. Three areas are of special importance when you want to increase meeting productivity

Communicate the purpose of the meeting
Encourage participation by all
Press for closure

The process of booking meetings

Booking the meeting

A meeting is never just the time spent on the actual meeting. A lot of processes and organizational units are included in the meeting preparation and scheduling.
Meeting organizers have to find a meeting room that fit their needs to size, equipment, and location, order catering and/or other services, make sure to add the correct cost code for the invoices and notify the reception staff about the expected visitors.

Book the room and invite participants

Finding the right conference room with the right size, equipment, and location is almost always a struggle.

Order meeting services

Booking a meeting often involves ordering catering and services, but this is often difficult, done in separate systems, and involves many manual processes.

Notify reception about visitors

An important part of booking meetings is informing the reception staff about visitors so they feel welcome from the second they enter the organization.

The process of booking meetings

Book the room and invite participants

Finding the right conference room with the right size, equipment, and location is almost always a struggle.

Order meeting services

Booking a meeting often involves ordering catering and services, but this is often difficult, done in separate systems, and involves many manual processes.

Notify reception about visitors

An important part of booking meetings is informing the reception staff about visitors so they feel welcome from the second they enter the organization.

Booking the meeting

A meeting is never just the time spent on the actual meeting. A lot of processes and organizational units are included in the meeting preparation and scheduling.
Meeting organizers have to find a meeting room that fit their needs to size, equipment, and location, order catering and/or other services, make sure to add the correct cost code for the invoices and notify the reception staff about the expected visitors.

The process of booking meetings

Book the room and invite participants

Finding the right conference room with the right size, equipment, and location is almost always a struggle.

Order meeting services

Booking a meeting often involves ordering catering and services, but this is often difficult, done in separate systems, and involves many manual processes.

Notify reception about visitors

An important part of booking meetings is informing the reception staff about visitors so they feel welcome from the second they enter the organization.

Booking the meeting

A meeting is never just the time spent on the actual meeting. A lot of processes and organizational units are included in the meeting preparation and scheduling.
Meeting organizers have to find a meeting room that fit their needs to size, equipment, and location, order catering and/or other services, make sure to add the correct cost code for the invoices and notify the reception staff about the expected visitors.

Find the right meeting room and invite participants

A modern workplace often has many different meeting spaces and conference rooms and finding an available meeting room with the right facilities is never easy. The right booking software should provide you with an immediate overview of your office space, making it easy to find the right room or meeting space. The booking software should eliminate double bookings and connect directly with Microsoft Exchange, meaning that you never leave Microsoft Outlook when you use the system.

Find the right meeting room and invite participants

A modern workplace often has many different meeting spaces and conference rooms and finding an available meeting room with the right facilities is never easy. The right booking software should provide you with an immediate overview of your office space, making it easy to find the right room or meeting space. The booking software should eliminate double bookings and connect directly with Microsoft Exchange, meaning that you never leave Microsoft Outlook when you use the system.

Find the right meeting room and invite participants

A modern workplace often has many different meeting spaces and conference rooms and finding an available meeting room with the right facilities is never easy. The right booking software should provide you with an immediate overview of your office space, making it easy to find the right room or meeting space. The booking software should eliminate double bookings and connect directly with Microsoft Exchange, meaning that you never leave Microsoft Outlook when you use the system.

Order meeting services

Booking meetings often also involve ordering meeting services, like catering, table settings, av-equipment, etc. Ordering these services can be extremely complicated and involves many manual processes. The right meeting management software makes it easy to order services, select cost codes, and specifying meeting type without leaving Microsoft Outlook. Your orders shall always follow your Microsoft Outlook appointment, meaning that if you move or update your appointment, the affected service vendors are automatically notified about the update.

Order meeting services

Booking meetings often also involve ordering meeting services, like catering, table settings, av-equipment, etc. Ordering these services can be extremely complicated and involves many manual processes. The right meeting management software makes it easy to order services, select cost codes, and specifying meeting type without leaving Microsoft Outlook. Your orders shall always follow your Microsoft Outlook appointment, meaning that if you move or update your appointment, the affected service vendors are automatically notified about the update.

Order meeting services

Booking meetings often also involve ordering meeting services, like catering, table settings, av-equipment, etc. Ordering these services can be extremely complicated and involves many manual processes. The right meeting management software makes it easy to order services, select cost codes, and specifying meeting type without leaving Microsoft Outlook. Your orders shall always follow your Microsoft Outlook appointment, meaning that if you move or update your appointment, the affected service vendors are automatically notified about the update.

Notify reception staff about visitors

Professional visitor management and welcoming visitors in a proper manner are important. If it is difficult to notify your reception staff about visitors, the chance is that you don’t do it. Pre-booking of visitors needs to be easy and it has to be done directly where you also plan and book your meeting, in Microsoft Outlook. When visitors are pre-booked the reception staff are prepared, they can have visitor cards ready, and a monitor can display the meeting that the visitor has been pre-booked for.

Notify reception staff about visitors

Professional visitor management and welcoming visitors in a proper manner are important. If it is difficult to notify your reception staff about visitors, the chance is that you don’t do it. Pre-booking of visitors needs to be easy and it has to be done directly where you also plan and book your meeting, in Microsoft Outlook. When visitors are pre-booked the reception staff are prepared, they can have visitor cards ready, and a monitor can display the meeting that the visitor has been pre-booked for.

Notify reception staff about visitors

Professional visitor management and welcoming visitors in a proper manner are important. If it is difficult to notify your reception staff about visitors, the chance is that you don’t do it. Pre-booking of visitors needs to be easy and it has to be done directly where you also plan and book your meeting, in Microsoft Outlook. When visitors are pre-booked the reception staff are prepared, they can have visitor cards ready, and a monitor can display the meeting that the visitor has been pre-booked for.

6 SIGNS YOU NEED A MEETING MANAGEMENT SYSTEM

1.

YOUR NO-SHOW RATE IS HIGH

Are your meeting rooms being booked but left empty? This is very common for many organizations and the empty rooms are not just inconvenient – the unused empty space costs money and productivity.

2.

DOUBLE BOOKINGS AND ‘ROOM-SHARKING’

Another classic issue in offices is double bookings and so-called ‘room-sharks’ who occupy meeting rooms that are already booked by others. Double bookings can occur if your system is managed manually.

3.

WRONG DELIVERIES OF SERVICES FOR MEETINGS

Many organizations struggle with catering services being delivered to the wrong meeting room because meeting updates are not sent automatically to the kitchen.

4.

LENGTHY INVOICING PROCESSES

Managing invoices is often a critical hub for organizations. They can have a very complex invoicing process where catering invoices get send back and forth between different divisions before they get approved.

5.

RECEPTION STAFF ARE NOT INFORMED ABOUT VISITORS

A great first impression is everything. If your visitors are met by a receptionist who is not aware they are coming, the first contact can be unprofessional and confusing.

6.

MISSING INSIGHTS INTO YOUR OFFICE SPACE USAGE

Are you basing your decisions on gut-feeling instead of data? Don’t you have an overview of how your office space is utilized? Not having the correct data can prevent you from getting the most out of your office space.

6 SIGNS YOU NEED A MEETING MANAGEMENT SYSTEM

1.

YOUR NO-SHOW RATE IS HIGH

Are your meeting rooms being booked but left empty? This is very common for many organizations and the empty rooms are not just inconvenient – the unused empty space costs money and productivity.

2.

DOUBLE BOOKINGS AND ‘ROOM-SHARKING’

Another classic issue in offices is double bookings and so-called ‘room-sharks’ who occupy meeting rooms that are already booked by others. Double bookings can occur if your system is managed manually.

3.

WRONG DELIVERIES OF SERVICES FOR MEETINGS

Many organizations struggle with catering services being delivered to the wrong meeting room because meeting updates are not sent automatically to the kitchen.

4.

LENGTHY INVOICING PROCESSES

Managing invoices is often a critical hub for organizations. They can have a very complex invoicing process where catering invoices get send back and forth between different divisions before they get approved.

5.

RECEPTION STAFF ARE NOT INFORMED ABOUT VISITORS

A great first impression is everything. If your visitors are met by a receptionist who is not aware they are coming, the first contact can be unprofessional and confusing.

6.

MISSING INSIGHTS INTO YOUR OFFICE SPACE USAGE

Are you basing your decisions on gut-feeling instead of data? Don’t you have an overview of how your office space is utilized? Not having the correct data can prevent you from getting the most out of your office space.

6 SIGNS YOU NEED A MEETING MANAGEMENT SYSTEM

1.

YOUR NO-SHOW RATE IS HIGH

Are your meeting rooms being booked but left empty? This is very common for many organizations and the empty rooms are not just inconvenient – the unused empty space costs money and productivity.

2.

DOUBLE BOOKINGS AND ‘ROOM-SHARKING’

Another classic issue in offices is double bookings and so-called ‘room-sharks’ who occupy meeting rooms that are already booked by others. Double bookings can occur if your system is managed manually.

3.

WRONG DELIVERIES OF SERVICES FOR MEETINGS

Many organizations struggle with catering services being delivered to the wrong meeting room because meeting updates are not sent automatically to the kitchen.

4.

LENGTHY INVOICING PROCESSES

Managing invoices is often a critical hub for organizations. They can have a very complex invoicing process where catering invoices get send back and forth between different divisions before they get approved.

5.

RECEPTION STAFF ARE NOT INFORMED ABOUT VISITORS

A great first impression is everything. If your visitors are met by a receptionist who is not aware they are coming, the first contact can be unprofessional and confusing.

6.

MISSING INSIGHTS INTO YOUR OFFICE SPACE USAGE

Are you basing your decisions on gut-feeling instead of data? Don’t you have an overview of how your office space is utilized? Not having the correct data can prevent you from getting the most out of your office space.