How to Analyze Meeting Room and Workspace Usage with Reporting Tools

Data is at the heart of everything today. From deciding which message to market to consumers, which ergonomic desk chairs are best for employee health to what catering resources to select for small or large meetings and what processes to optimize for streamlined growth.

Capturing accurate data and being able to effectively leverage the insights provided are paramount. With the right reporting tools, you can:

  • Better understand your meeting room and workspace usage
  • Maximize the use of your workplace spaces
  • Optimize meeting room and workspace setups and resources
  • Implement efficiencies in workspace and resource usage, costs, and production


How to Understand Your Workspace Usage and Optimize for Business Improvements

Getting an understanding of your office space usage is the important before implementing any changes. Identifying how your spaces are used and where problems exist, will also help you select which workspace and booking system technologies you may need.

Insights analyzes your workspace to provide actionable insights

Our new customizable Insights workplace analysis solution uses business intelligence dashboards and reporting to help you better understand and utilize your office spaces. It integrates with Office 365 and Microsoft Exchange to deliver rich, dynamic business intelligence directly to help shape recommendations regarding office real estate, workspace design, and resource allocation, enabling you to design a workspace that supports your employees, maximizes growth and productivity, reduces wasteful costs, and sets your organization up for competitive success. You can build your own or we can help you develop a customized reporting and dashboard experience.

Some of the benefits of Insights offers to help you identify and execute efficiencies across the organization include:

  • Insights from live datasets from Add-On Products booking solutions
  • Tailored, interactive reports to monitor and track what’s relevant to your business
  • Understand how your existing space is used
  • Identify utilization improvement opportunities
  • Identify cost inefficiencies and wasteful expenditures

Reports also provide intelligence on the use of resources, so you can determine which resources are used the most frequently and when. User activity is another area that you can evaluate by generating reports on which individuals, groups, and departments book meeting rooms and resources.


How Can Insights Benefit Different Departments in My Business?

Insights empowers various leaders across your organization. Your facility managers, catering managers, and other decision-makers in your organization can use your Insights dashboards to get important answers to office and resource management questions.

Insights also lets you visualize future, current, and historical data, to identify trends and solutions to recurring problems.

  • How are meeting rooms, desks and other spaces used?
  • What times of day at the office are busiest?
  • Are there enough workstations to accommodate employees and visitors at peak hours?
  • How efficiently are resources being used?
  • Is there a difference on spend catering costs based on persons, locations, buildings, months?

With Insights, you can generate detailed reports about workspace and meeting room usage for recordkeeping purposes. Reports can be exported into PDF, Excel, and other useful formats, so you can easily review meeting room usage statistics and use them to help you make informed business decisions. They will help you know how space is used, so you can determine how much and what kind of meeting room space you need and what you don’t need, ultimately helping to lower overhead costs.


Leveraging Workspace Analytics to Benefit Your Organization

Insights is great for helping you to understand different workplace patterns and discover opportunities for improvement and greater productivity and efficiency. But, pairing Insights with our other innovative workspace management solutions helps you execute improvements across the business to maximize the potential of your workplace.

In a new flexible workplace world, being able to adjust workspace resources and needs in real-time is key to maximizing efficiencies and growth.

How Can You Maximize the Usage of Your Office Space?

As today’s companies move to lower costs and workplaces become increasingly flexible and agile, efficiently managing workspaces has become a top priority. Real estate is one of an organization’s largest expenses. Companies are moving to reduce the cost of real estate by changing the usage and configuration of their workspace or moving their offices to less expensive locations. But how can you monitor the workspaces’ utilization and gather meeting room usage statistics to make better business decisions?

This is where our meeting room booking software and workspace booking solutions come in.


Resource Central – Meeting room booking system to locate, schedule and manage meeting room and resource needs, as well leverage features to automate and streamline visitor management.

Try Resource Central free


Workspace booking app – Desk and workspace booking system built for mobile on iOS and Android to easily provide collaborative workspaces that meet employee’s health and professional needs. Using a color-coded floor plan custom to your business, staff can easily find and book desks or spaces near teammates on-the-go. QR code scanning also makes it easy to reserve workspaces while on-site, and administrators can disable workspaces to ensure social distancing protocols are met.

Learn more about the Workspace booking app


What are the Benefits of Using Resource Central and the Workspace Booking App?

Simplify Flexible Workspace Management

For companies with a large part-time or remote employee base, hot desking is a great solution to help maximize workspace usage and reduce overhead costs. Hot desking is a workspace sharing approach that leads to better collaboration, fosters teamwork and communication, reduces costs, enhances flexibility and promotes improved production. Resource Central offers a unique hot desk booking feature to help organizations simplify and improve flexible workspace management.


Keep Track of No-Shows

One of the most frustrating room booking issues that organizations deal with is no-shows. This occurs when people book a meeting room but don’t show up. Through reporting, companies can keep track of who is contributing to no-shows.


Monitor Room Occupancy

Unused or misused space can be expensive for your organization. In order to better understand what kind of space is required to meet the needs of your organization, you can monitor room occupancy with reporting. For example, if you frequently find through examining reports that large conference rooms designed to accommodate 15 people are being used by just a handful of people, you may determine that you need to reallocate your office space and create smaller meeting spaces.


Book Additional Resources

Resource Central does more than help you streamline workspace booking. It also allows you to manage the additional resources employees need and manage other spaces such as parking lots. You can book laptops, projectors, manage parking spaces or bicycle racks, order catering and more. Streamline your booking processes by including different resource types and add customized services in the order form for these types of resources.


Track Costs of Extra Services

Generate reports to evaluate the costs associated with meetings and events. Extra services you might need to keep track of include catering and the rental of audiovisual equipment. By analyzing service utilization rates, you can uncover ways to lower operating costs.


Monitor Visitors and Automate Visitor Management

Resource Central’s visitor management feature helps your staff automate and streamline visitor management processes. From registration to printing badges and reporting on visitors, this tool allows your reception and administration staff to manage visitors and meet security and communication needs more efficiently. Moreover, when paired with Insights, you can generate reports on the visitors who come to your facility. These reports are an accurate digital record of all visitors who have come to your facility. You can use them to determine how many people come to your office on a daily, monthly, and weekly basis, as well as determine peak times for visitors.


Get the Insights  and Tools You Need to Boost Efficiency and Reduce Costs

Whether you’re a facility manager, CIO, or event planner, meeting room, hot desk, and resource booking software with reporting allows you to keep better track of resources and workspace usage at your facility.

Resource Central is a meeting room and resource booking software from Add-On Products that integrates with Microsoft Outlook® and Exchange. It offers a fully customizable reporting solution, Insights, that also comes with built-in reports, so you can focus on the data that matters to you most. Reports can be used to track meeting room and resource usage, monitor visitors, and track meeting costs.

Sign up for a free demo or free trial of Resource Central if you’d like to get a high-level view of your meeting and resource booking operations and workspace utilization.


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