5 Signs You’ve Outgrown Outlook for Meeting and Room Scheduling

February 4, 2016


Today, workplace trends such as employee and candidate demands for flexibility, multi-generational preferences, and reduced square footage are driving business operations and the tools used to manage them.

While most organizations rely on Microsoft® Outlook to manage their workplaces and campuses, today’s trends necessitate a more powerful meeting and room scheduling solution such as EMS. 

Today’s workplace and campus trends necessitate a powerful meeting and room scheduling solution such as EMS.

Here are five signs that you’ve outgrown Outlook and how EMS addresses them.

  1. Too Many Calendars
    Using multiple Outlook calendars is highly inefficient and is the root cause of miscommunication, poor experiences, and wasted services and resources.

    According to our Benchmark Survey respondents, using EMS as their single meeting and room scheduling solution improved their communications by 75%. Additionally, EMS reduced wasted service delivery costs for 35% of respondents of a third-party validated survey.
  2. Double Bookings
    Multiple Outlook calendars and manual processes create countless double bookings, which waste up to 30 minutes per day per employee.

    By using EMS as your single system for meeting and room scheduling, double bookings are eliminated, increasing productivity.
  3. Less Than Perfect Meetings
    Without a single system to schedule and manage meetings, impressions and productivity suffer when a reservation falls through the cracks, catering doesn’t arrive, or the A/V doesn’t work.

    EMS helps ensure flawless meeting execution by providing management capabilities, such as tracking, communications, and reporting for resource and service reservations, such as catering and A/V. In fact, 69% of surveyed customers say they have differentiated their brand by using EMS to create positive meeting experiences with prospects, partners, and customers.
  4. Manual Processes
    It’s common to see paper posted outside of meeting rooms displaying the day’s list of reservations. It’s also common for meeting service and resource orders to be made and managed manually, a time-consuming process.

    EMS touch-screen kiosks and room signs display reservations in real-time outside meeting rooms, and even provide floorplans for lost attendees. Further, with EMS, administrators can comprehensively manage meeting service and resource orders alongside all other meeting-related requirements using one system.
  5. A Lack of Workplace Utilization Data
    Outlook falls short in providing workspace utilization data. Without knowing how your real estate is being utilized, you could be wasting millions and making uninformed workplace design decisions.

    Using EMS, 44% of our surveyed customers solved the lack of information about space utilization, such as when and how often rooms were being used. Further, 36% of surveyed customers have significantly reduced their costs with EMS by increasing their overall space utilization and thus reducing the square footage per employee.


Utilize the EMS integration with Outlook to gain powerful meeting and room scheduling capabilities while retaining Outlook’s convenience Tweet

These five signs point to change, but not necessarily a complete overhaul. Utilizing the EMS integration with Outlook, you can retain the convenience of creating meetings via Outlook while leveraging the power, functionality, and benefits of EMS. For more information, read the 5 Reasons to Integrate with Outlook and Exchange, and What's New: EMS for Outlook presentations.

You may also read the Cox Enterprises Inc. case study for insight on how on the EMS for Outlook integration helps increase productivity.

Want to see EMS for Outlook in action? Schedule a live demo today.