Let’s Get Together: The Value of Meetings

November 30, 2015


In today’s environment, innovation and activity happens when people collaborate; when they meet. When they run into one another in the hallway, during an impromptu exchange in the office kitchen, at a small breakout at a conference, or a pre-planned offsite — improved performance sparked by interaction and the exchange of ideas. A focused conversation with peers when not sidetracked by email, Facebook, or the constant dinging of your mobile announcing a new distraction.

Let’s personalize this — consider a work effort of which you are most proud. Was it a singular effort? Or did it involve a great team, working cross-functionally, spurred by innovative ideas. By collaboration’s very nature it is exciting, fun, interactive, thought-provoking, and engaging. Personally, I remember the room where some of my best projects have come together because the innovation and teamwork that took place there had a pulse. I’ve never described reading my emails within the same way.

Collaboration is key, but where do you start to cultivate it? Many organizations are keenly focused on real estate and their current use of space. To be competitive and able to attract the best talent, a workplace must be an environment where people want to go. They expect a great space with the most up-to-date technology.

Top talent expects to work in a great space with up-to-date technology. Tweet

Efficiently fostering a collaborative workplace is complex when considering the different methods currently used in traditional offices to schedule and manage meetings and rooms. Outlook, external drives, shared calendars, web forms, google maps and email. And don’t forget about the paper sign posted outside the door announcing the scheduled meetings or reservations.

Are we really surprised that meetings don’t start on time or that rooms are double booked? Or booked and not used? And don’t forget, the level of complexity increases when adding catering, video conferencing and other technologies. Believe it or not, 80% of your workforce is impacted by this inefficient, manual, silo’d process.

Outlook, external drives, shared calendars, web forms, google maps, email, and paper signs. Are we really surprised that meetings don’t start on time or that rooms are double booked?

Developing a Workplace of the Future is now top of mind for organizations. Yet, will you achieve a strong return on your investment if you don’t include a meeting and room scheduling (MRSS) solution? For example, meeting and room scheduling software allows you to accurately gather space utilization data that helps your office design, and gives employees the ability to locate and reserve a variety of workspaces easily from any device. It also allows you to prepare and service rooms with the things they need, such as AV or catering with the click of a button. Additionally, it enables you to identify and understand trends in your workplace as they evolve.

Still not convinced? Here are a few numbers to help put the importance of having a dedicated meeting and room scheduling solution into perspective:

  1. On average, the average employee attends 3 to 8 meetings a day, or 25 meetings a week.
  2. The average salary cost of a meeting hour ranges from $250 to $4,000.
  3. It can take anywhere from 10 to 45 minutes to schedule a meeting.
  4. 85% of meetings require a space reservation as most offices have moved to open floorplans.
  5. When interviewing customers — we often hear that with regularity, groups of 3 to 5 people will ‘wander’ their offices looking for a room to meet.

Wandering professionals are expensive. Taking 10 to 45 minutes to schedule space is expensive. Employees’ lack of engagement from inefficiency adds up too. All of this and more presents the case for a solution that allows you to easily understand your real estate utilization and fully support a collaborative workplace.

The average employee attends 25 meetings / week, with an average salary cost of $250 to $4,000 / meeting hour.

It’s critical that organizations focus on how they will schedule and manage meeting and collaboration spaces when developing their Workplace of the Future strategies. Meeting and room scheduling software is the critical technology needed for success. In fact, organizations realize an 8x to 12x return on their investment in EMS meeting and room scheduling software. EMS also helps organizations to increase productivity, attract and retain people, reduce costs, and differentiate their brands.

Make it easy to meet. Have great meetings.