Hybrid working allows employees and tenants to split their time between office and remote locations, creating a flexible work environment. The model has gained traction as businesses recognise the benefits of offering employees the choice to work where they feel most productive. However, this flexibility comes with its own set of challenges, particularly in managing meeting room bookings and ensuring optimal utilisation.

As employees return to the office, the demand for meeting rooms has risen. According to recent studies, there has been a 73% increase in meeting room demand within flexible office spaces. This uptick is largely driven by the need for in-person collaboration, as teams seek to reconnect and brainstorm ideas face-to-face. Meeting rooms provide a distraction-free environment that fosters creativity and productivity, making them essential in a hybrid work setting.

While the demand for meeting rooms is on the rise, accurately assessing how many are needed can be tricky. Many organisations rely on calendar data for meeting room usage, but this method can lead to inaccuracies. Reports suggest that up to 80% of meetings booked may not actually occur in the designated rooms, as many have shifted to virtual platforms like Teams, WebEx, or Zoom.

To tackle these challenges, businesses must leverage data analytics tools to track meeting room usage and trends. By understanding how and when meeting rooms are used, organisations can make informed decisions about their workspace management strategies. This data-driven approach not only helps in optimising room utilisation but also ensures that the right spaces are available when needed.

As hybrid work becomes the norm, it’s essential to ensure that meeting rooms are equipped to accommodate both in-person and remote participants. This includes investing in high-quality audio and video technology, as well as creating spaces that allow for privacy during sensitive discussions. Interoperability between different video conferencing platforms is also crucial, as it facilitates seamless joining of meetings, regardless of the technology used.

In addition to functionality, the design of meeting rooms plays a significant role in how companies are perceived. A well-designed meeting space can enhance client impressions and contribute to business success. Companies are increasingly investing in aesthetically pleasing and functional meeting rooms to create a professional image that reflects their brand values.

Convenient scheduling is another factor driving the increased demand for meeting rooms. The rise of meeting room booking software has simplified the process of finding and reserving spaces. Centralised booking systems improve space management and ensure that teams can easily access the rooms they need, reducing the likelihood of double bookings and scheduling conflicts.

In conclusion, hybrid working is reshaping the landscape of meeting room utilisation. As organisations adapt to this new way of working, they must embrace innovative solutions to optimise their meeting spaces. By leveraging data analytics, enhancing room functionality, and prioritising health and safety, businesses can maximise the potential of their meeting rooms and foster a collaborative work environment.

At zapfloor, we understand the importance of effective workspace management in a hybrid world. Our solutions are designed to help you optimise your meeting room bookings and enhance collaboration in your workplace. Let's make your workspace work for you!