The objective of any meeting is important, for this the attendees prepare everything that is necessary for its proper functioning, however, on many occasions we find that the physical space does not adapt to the circumstances.

A corporate meeting room is as important as the reason that leads the meeting and booking space in the appropriate office ensures that the meeting takes place in a suitable environment that will directly benefit the meeting that will take place. The objectives of each meeting are different; therefore, the convening needs will be as well.

Time management is relevant and resonates with space management, too many times we have delayed meetings due to duplication in the occupation of rooms, or due to non-compliance with the schedule, or for other reasons, and all this is due to the lack of coordination and management.

Optimizing the booking of space in the office is vital for the internal processes of your company. Let’s talk a bit more about this.

Problems derived from the lack of space management

There are numerous common corporate areas where space management must be present, since, if not, the non-availability of a prior booking may affect the work development of the employee and the entire team.

In the first place, we find the management of workspaces, for companies that currently incorporate the hybrid work model due to the pandemic, not having a previous desk booking, can cause that there are days when the office is too full and others where it is too empty.

This mere fact will affect the capacity of all company spaces during the day and will make it difficult to maintain a safe distance between employees. For example, if you do not have a canteen manager, in which employees can book canteen shifts in advance, we may find that there is a lot of occupation at certain hours, putting the health of the workers at risk.

Meeting room management is in the same vein. If a company does not equip its employees with the ability to booking meeting rooms in advance, we may find that several team members call meetings in the same room with exact dates and times. By not having space management in their offices, the members of both meetings will encounter the problem within minutes of starting, a fact that will cause one of the meetings to be cancelled or delayed, with the consequent loss of time for the attendees.

To find another example, let’s imagine that the attendees are external to the company, the problem is even greater, since, by not having a management of external visits with prior booking, the members will have to wait or make an appointment for another day.

In the management of office spaces there are also car parks, which are used daily by both employees and visitors. Many companies leave their occupation to chance, without applying a parking space management that allows prior parking space bookings. In many cases, this lack of management delays the arrival of employees and visits due to the lack of parking on busy days.

These examples are normal to find in any company, and now another factor is added, meeting rooms must adapt to the new normal. Most of the meetings held in recent months are in virtual format, and to hold them we need the rooms to be equipped with digital tools to be able to hold videoconferences. The mere fact that an employee calls a meeting in an adapted room, but when they arrive at it, they find that the equipment in this room is not working, it will mean for the employee to have to find another free room. However, with good space management, employees could report incidents about the status of the equipment and keep common spaces always optimal.