How organizing meetings becomes a challenge

The Hunt for the Moderation Kit: How organizing meetings becomes a challenge

Reserving meeting rooms and equipment for your meetings doesn’t have to be complicated.

A situation from everyday life in the regular meeting routine

The user's situation – "I just want to book!"

It was the morning of an important meeting. Sarah, responsible for organizing it, had prepared the presentation and created the agenda. But when she tried to book the room in Outlook, she realized the projector was still missing. Outlook offered no way to check if accessories like the projector or the moderation kit were available. Once again, Sarah had to rely on manual methods – she had to make phone calls to find out if the equipment was available. The constant follow-ups and the disorganized communication through emails and calls made the task unnecessarily complicated. She wondered: Why can’t everything just be done in one step?

Situations like this happen every day in many companies, from small businesses to large corporations. Those who haven’t experienced it are fortunate, because the problems are universal: booking systems are often confusing and don’t allow users to book rooms and equipment simultaneously. Users have to rely on additional communication channels like emails or calls to check equipment availability, as many systems lack a real-time overview. This makes it difficult to coordinate everything effectively, ultimately leading to frustration. The effort to organize a simple meeting is often disproportionately high because additional steps are required to ensure both the room and the equipment are available.

The administrator – "Why is everything so unorganized?"

Markus, the office manager, was tasked with managing all room and equipment requirements. He received daily inquiries about the availability of equipment such as projectors or moderation kits and was forced to sift through messy lists and emails. Often, he didn’t know whether a device was still available or functional for the next user. In the case of last-minute changes, he couldn’t easily reschedule bookings or quickly find an available room. The lack of flexibility and clarity made his work increasingly difficult.

These issues are also common in many organizations. Without a central platform for managing resources, administrators often have to rely on manual processes to check if rooms and equipment are still available. Management is usually done through separate lists or confusing Excel spreadsheets, which takes up a lot of time and frequently leads to errors. Furthermore, there is no simple way to reschedule appointments or make changes, which can result in double bookings or misunderstandings. The lack of flexibility and the constant need to communicate with multiple contacts further complicate the process. The absence of a clear overview of all available resources means that a lot of time is spent managing bookings instead of focusing on the actual work.

The solution – "There is a better way to organize meetings"

With arbooMEET, organizing meetings is simplified. The platform allows users to book both the room and the required equipment in one step. The availability of devices such as projectors, moderation kits, and pinboards is displayed in real time, eliminating the need for follow-up inquiries. For administrators like Markus, arbooMEET provides a central management solution where all resources, such as rooms and equipment, can be managed clearly and efficiently. Changes to bookings can be made easily without causing conflicts. An intuitive calendar view further helps to reschedule appointments seamlessly if spontaneous changes are necessary.

With arbooMEET, the issues of confusing, manual booking and management of meeting resources are a thing of the past. Communication between users and administrators is automated and simplified. All information is centralized in one system, ensuring that changes and bookings are processed in real time. This leads to a significant reduction in errors and media disruptions, ensuring that resources are not unnecessarily blocked or misallocated. The centralized management and flexibility to modify bookings and resources save both users and administrators considerable time and effort. If this situation sounds familiar to you, we can help – schedule a demo appointment today, and we’ll show you how we can solve your problems.