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
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Download our free e-book on meeting management and learn more about the subject and how you can book your meetings easier.
Read more about the booking software and meeting management system from Fischer & Kerrn.
Get even more information regarding the meeting management topic from our blog posts.
Download our free e-book on meeting management and learn more about the subject and how you can book your meetings easier.
Read more about the booking software and meeting management system from Fischer & Kerrn.
Get even more information regarding the meeting management topic from our blog posts.
Download our free e-book on meeting management and learn more about the subject and how you can book your meetings easier.
Read more about the booking software and meeting management system from Fischer & Kerrn.
Get even more information regarding the meeting management topic from our blog posts.
