Meeting Room Usage Policy

Dear All,
Our organization is very small with employee strength of 200. we have 3 meeting rooms (different strength) where people only use 2 but usually they don't use the third one. Now We want to design a policy regarding the usage of all the meeting rooms simultaneously with the basic things like the minimum & maximum strength, time, booking procedure etc.
Can anybody help me out to have a policy designed on meeting room usage.
Thank you all in advance.

I can refer a software for this purpose. Imagine requesting for meeting room and allocation based on availability etc. If interested, please message me with your mail ID.

Yes, Nipuna,this is better managed by a software. Imagine you making a policy but no one to follow... the operations are best managed electronically. You may implement the policy in to your software. And the policy could read as
1 - Book it in 1 - 5 days in advance depends on your company requirements
2 - Mention clearly for how long you will be engaging the room,try to vacate it by the end of the duration.
3 - If it is cancelled immeditely release the reservation,
4 - Book the room which best suits your no. of people for the meeting,i.e. 10 people meeting go to room 1,20 people meeting go to room 2 etc
5 - Keep HR informed
But trust me it is very difficult managing manually,all the time some coordinator being disturbed for rooms availability etc..

hi everybody,
we already have the software to manage the rooms. but nobody is using it in a proper way thats a reason why we are now want to publish a policy regardining the room usage so that everybody can be aware of the usage and the rooms can be properly utilised.
for example, sometime 3-4 people occupy the room capacity of 20 due to which the problems arises that the team of more strenghth donot get the proper room.
Now can you people help me out designing the policy for the same.

Dear Nipuna,
Instead of drive through software, Create a policy ...
For conducting meeting in Hall - Room should be blocked before a day with strength.
Stick a chart out the hall - mentioning with details of team or dept name with blocking data.
*The chart should detailed with team detail, hrs, date
Just maintain Excel format for maintaing the schedule.. even it can be main by any
co- ordinater

Hi,
You can ask all the meeting heads to give a consolidated meetings to be held in a particular week asking for details like no of attendees, duration of the meeting etc, also the front desk can make the meetings schedule sheet available in all the conf halls, so that these confusions will not arise.
This the process we are following and we have an employee strength of 100+.
Hope this will suffice the problem a bit.
Best regards,
Sireesha

Hi Nipuna,
If you have an Ms Outlook..U can Make use of it. U can Schedule the timings and share this meeting calender with all the Support Staff.
First Give names to your Meeting rooms. If it s for short strength give it as room-1, if it is big give room-2( u can name it as per ur meeting room names).
Team Leads will take care of their team members.
I suggest instead of going to softwraes , please utitlise Ms Outlook if you have.

Dear Nipuna,
First of all u need come up with a proper process to book Meeting rooms.
a) You need to prepare a format to book meeting room.
b) Format should contain - Meeting Date, Time & Hrs, Meeting room no, No of people, Department, Authorized signatory, Requester name & Department, Date of request.
Booking Process: Once u receive the above request check the availability of the meeting room.
If available send a confirmation mail to requester or the department & also mark a CC copy to all employees in the branch so that no other employees will occupy the meeting room during the specified time.
Regards
BhanuPrakash
Regional HR

hi Madhu,
We have the MS outlook and we have done all the things regarding the booking of meeting rooms like naming the romms etc.
but nobody is following the process, thats where the need arised to make the policy.

Hi Shailesh,
If you have the MS Outlook in your office then you donot need any software for that.
IN MS Outlook, you can invite for meeting, book the resources etc.