Meeting room management is the job before the software: somebody in every office decides who gets the boardroom, chases the recurring booking nobody attends, and answers the lease review's question about how many rooms the office really needs. The job has five numbers in it, and most offices estimate all five: utilisation before and after no-shows, demand against capacity, the hours a release rule recovers, the room count at a target, and what the meetings themselves cost. This page describes meeting room management as that set of numbers, says what a system changes and what it does not, and points at the free sheet on this site that works each figure from the office's own bookings, with no account.
Managing the rooms by numbers
Utilisation from the bookings and the check-ins; demand from the requests, including the ones that found no room; the release rule's recovery from the no-shows; the room count from the headcount and the habits. Each is a sheet on this site, and together they are what managing the rooms means once the calendar is not enough. An office that works them monthly has stopped guessing at its own estate.
Managing the meetings, which is the money
The rooms cost the lease; the meetings cost the people. Forty meetings a week of five people for 45 minutes at $60 an hour is $9,000 a week and $432,000 a year on the meeting cost sheet's worked example, which is the number that makes managing the rooms worth an office manager's time and the agenda worth costing before it is sent.
What a system changes
It records the check-ins so utilisation is measured rather than estimated, keeps the requests that failed so demand is real, applies the release rule so the recovery happens, and keeps the agendas so the meetings are costed. The guide this page supports covers what a meeting management system must carry. Huddlevo Pro does those at one flat price; the sheets do the arithmetic for free.
Questions people ask about meeting room management
What does meeting room management involve?
Booking the rooms, recording whether they were used, releasing the ones that were not, deciding how many the office needs and knowing what the meetings cost. The free sheets on this site work each of those figures from the office's own bookings.
How much do an office's meetings cost?
Meetings times attendees times minutes over 60, times the average hourly cost: $9,000 a week on the worked example. The free meeting cost sheet works it from five figures with no account.
Can a small office manage its rooms without software?
It already does, by hand. The free sheets turn each part of the job into a number without a system; Huddlevo Pro keeps the record when the calendar and the spreadsheet stop scaling.