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Imagine how difficult it is to organize about ten people for a conference meeting. If you ever had to do it, then you are probably aware of all the conflicts that might come up. The most common example is not being able to schedule during a time when everyone is free, but there are quite a lot of other reasons as well. But, for the sake of this, let’s say that you somehow manage to perfectly arrange everything. Hooray, you did it. So, what’s the next step?

Obviously, you need a place where the meeting will be held. And, where is that? A conference hall. So, you either go into your own conference hall or you try to book an “appointment”, or should we call it a reservation, in the nearest one you can find. But, upon arriving on the spot, you realize that the hall it’s taken, there’s someone else inside it holding a meeting. Well, now you’re in a bit of trouble.

There’s about ten people waiting and they’re not going to be happy when you tell them that the conference hall is currently taken. All of the organizing was for nothing. This is definitely not a scenario that you as a business owner or anyone else who needs their reputation as clean as much as possible wants to be in. So, why are we telling you this?

Whether you’re renting out a conference hall, or you are the owner of a business that has many employees and conferences are a daily and regular thing, these six scheduling tips are for you. Let’s take a look.

1. Schedule all conferences at the start of week

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Mondays are the most productive days of each week, and usually, this is when people plan out everything. It’s a common thing for businesses to have a Monday meeting and plan everything for the upcoming week. So, if possible, make sure to officially notify everyone about all possible meetings that might happen in the next five workdays. If you’re sure that they will happen, schedule them officially. This will ensure that nobody will miss out on anything, and the presence-rate will be much higher.

2. Make communication the main tool for your employees

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In every business, it’s very important to communicate. So, we suggest that you teach all of your employees the same. With enough communication, there will never be a moment when two meetings are supposed to be hosted at the same time. There won’t be any conflicts and you will avoid many awkward situations by doing this.

Nowadays, even if you are the owner of a very large business, there are quite a few ways to organize properly. You can use communication software such as Skype, Zoom or Microsoft Teams, and you can easily notify everyone if you are about to hold a conference meeting, so others will know that the hall is booked for the next one or two hours. Simple as that.

3. Implement a smart gadget and take advantage of it

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Technology keeps changing the way we live, and it’s almost always for the better. For this particular case, we can also agree that it can help us become more organized and a lot happier by avoiding awkward situations. How? There are modern gadgets called Meeting Room Booking Systems, and they can be implemented in both smaller and larger businesses. They work great and can be used even by those that are completely unfamiliar with technology.

You can find many different models of these gadgets out there on the market, and all of them come at a different price. Of course, their features will vary as well, usually depending on the price. But, if you are interested in seeing a few examples, feel free to click here. Implementing such a gadget in your building will help you organize even hundreds of employees at the same time. You will never experience a moment when multiple parties will try to use the same hall. Alright, let’s take a look at a few more reasons.

4. Consider expanding the number of halls you have

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If all else fails, it’s time to expand. The number of conference halls you have available at the moment is what’s going to have the most impact on whether you’ll experience “traffic” there or not. If everything is going well with the business, and you can afford it, feel free to create one or two more conference halls. After all, with hundreds of employees, it’s impossible to organize by having only one or two. But, we understand that this is not an easy thing to do. Especially now since most businesses are in some sort of a crisis because of the global pandemic.

5. Don’t call meetings during a time when another one is hosted

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Try to remember what each employee said at the beginning of the week. Did they mention that they’ll do a meeting on Thursday? Well, if they did, try to avoid that day, and host your meeting either one day earlier or one day later. By doing this you will reduce or completely eliminate the chances of going in the hall with an entire team behind you while another group is already there, discussing important things.

6. Create an official and transparent schedule

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Scheduling is very easy, and you can do it in so many different ways. You can even hire someone to do it for you. This is how every larger business operates. By doing proper scheduling you cannot “mess things up” in terms of organization and conference hall usage. You can either hang the schedule somewhere in the lobby of your building so that every employee will see it, or, if that’s a bit “old-school” for you, you can use a digital scheduler instead. There are many options available on the internet.

Conclusion

Avoiding a busy conference hall in a time when hosting a meeting is very important is quite significant, even for smaller businesses. But, in order to do this, you’ll need to have better organization within your teams. Feel free to use all of our tips that we listed above to improve your scheduling.


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