Employee experience plays a key role in organizational performance, with research showing that improving working conditions and workplace design can have a measurable impact on both productivity and employee wellbeing.
What happens when employees fail to embrace or utilize the new system, despite its impressive features and capabilities? The investment in meeting room displays may not deliver the expected value, and organizations find themselves stuck with the same challenges and inefficiencies they sought to overcome.
After thousands of successful implementations of conference room display systems, we know a thing or two about what it takes to create an engaging employee experience for modern workplaces. Here are our top 10 tips to make sure that employees not only use, but actually love the solution.
1. Early Involvement
Involve employees early, preferably before the procurement process begins. A great way to start is to gather a representative group of employees from across the organization and ask for feedback on the scheduling pain points they experience. This should include their daily use of bookable spaces, such as meeting rooms. These insights will help you understand employee expectations for the room booking solution and build early buy-in.
Communicate clearly with employees about why the solution is being implemented and what the benefits are. For a broader rollout strategy, read our guide on how to successfully implement a meeting room booking system.
2. Prioritize User Friendliness
Make sure to select a user-friendly solution with an intuitive interface and displays that are easy to read from a distance. Employees expect digital workplace systems to be as intuitive as the major consumer apps they use every day. Any employee should be able to walk up to a conference room display and immediately understand how to check in or quickly schedule a meeting.
Consider choosing a solution with LED status indicators. These make a room’s availability clearly visible from a distance, helping users quickly understand the booking status of an individual conference room.
3. Integrate with Familiar Software
The system should integrate seamlessly with popular calendar systems, such as Google Workspace and Microsoft Outlook, that employees already use on a day-to-day basis. This ensures a smooth transition when the meeting room displays are implemented by keeping the room’s booking status up to date and helping prevent double bookings.
4. Real-Time Updates
Real-time room availability updates ensure that any changes in booking status are immediately visible on the displays. This feature is crucial for maintaining accurate room availability and preventing scheduling conflicts. Inaccurate displays can reduce the overall employee experience and undermine users’ trust in room availability information.
Admins should look for meeting room display software that supports push-based calendar event sync. In practice, this means that any changes in Microsoft 365 or Google Workspace calendars are immediately updated on the displays, without delays from long sync intervals.
5. Customizable UI Design
Any digital display in a modern workplace is likely to attract employees’ attention. By customizing displays with company branding and specific room information, such as available equipment and seating capacity, your room booking solution can enhance the office experience and reinforce your corporate culture and values.
This is especially useful for features such as displaying web pages or images as digital signage when a room is not in use. This lets you share the latest information with employees through a channel they are likely to notice. Branding options such as adding a company logo, selecting background images, and naming rooms can help the displays reflect the organization’s core brand values.
For more ideas, read our guide on how meeting room schedule displays can elevate office branding.
6. Touch Interaction
If possible, choose displays with touch screen functionality to greatly enhance user experience by allowing employees to book, extend, or cancel reservations directly from the display in the same way they would interact with consumer tablets and smartphones.
7. Easy Maintenance and Reliable Hardware
Investing in professional-grade room display hardware helps ensure that the solution is durable, easy to maintain, and available 24/7. From experience, employees are quickly irritated if devices do not display accurate conference room information. By selecting professional-grade hardware, admins can ensure that devices require minimal servicing and last for several years.
For these reasons, consumer-grade tablets usually do not provide the level of reliability professional enterprises need, since they are designed for consumer use rather than 24/7 workplace operations. For a deeper comparison, read our professional meeting room display vs. tablet buyer’s guide.
8. Make Sure Employees Can Report Broken Equipment
Consider selecting a meeting room display solution that allows users to report faulty equipment directly to facility management from the displays themselves. This helps ensure that meeting room equipment stays fully functional, which is critical for a positive employee experience.
Few things are more frustrating than arriving a few minutes before a meeting, discovering that essential equipment is broken, and having to shift attention away from preparing for the meeting to chasing down a replacement room or service technician.
9. Protect Employee Privacy
Privacy is critical, especially for sensitive meetings. Make sure your room booking solution protects privacy by automatically hiding meeting titles for reservations marked as private. Also confirm that your room booking solution supports encryption for data in transit and at rest, so sensitive information cannot be accessed by third parties.
10. Offer Education & Support
Ensure your employees receive proper training to maximize the benefits of the meeting room display solution. A modern meeting room display app should be designed to be intuitive, but it is often helpful to give users a push in the right direction with a short introduction to the booking system’s features. In addition to a quick introduction from the internal help desk, key resources should include online help centers and accessible customer support for troubleshooting.
We hope these tips gave you useful insight into how your organization can create a more engaging employee experience by investing in a meeting room display solution. When done right, a professional-grade solution can dramatically transform day-to-day workspace reservations. Instead of being a constant source of irritation due to small scheduling conflicts among co-workers, the solution can become a seamless tool that enhances collaboration and efficiency.
If you want to know more about how to successfully implement meeting room displays, reach out to us at Goget.
