The 20 Best Room Scheduling Applications
An overview of room scheduling software and our list of the 20 best applications for your workplace.
Want to boost your productivity, security, and cost-efficiency? Learn which office management software systems to use to achieve your goals.
Technology has dramatically altered the way modern businesses operate. It doesn’t come as a surprise that almost all respondents in a 2020 Statista survey reported considerable acceleration of digital transformation in their organizations. The Gartner CIO Agenda 2021 indicates that 69% of businesses have intensified their digitalization efforts due to COVID-19.
What’s more, 2022 is expected to see $1.8 trillion spent on digital transformation globally. Why do businesses need to increase their investments in office management software systems?
Because technology can streamline every aspect of business processes and services – from data storage and processing to process automation, to office management.
To help you navigate the saturated software landscape, we’ll highlight five office management systems that can help your company seamlessly transition to a digital mode of operation. We’ll walk you through the ways to benefit from this cutting-edge technology. We’ll also discuss the most important features to look for when selecting your solution.
Let’s get started by defining the very concept of modern office management.
Office management solutions are software programs and applications that aim to streamline the various functions of an office manager, such as planning, organizing, coordinating, controlling, staffing, and supervising. Ensuring effective office operations is essential for achieving your overall business goals.
How can office management software boost efficiency for you and your team?
Empowered with all these advantages, you can stay abreast with modern trends and on top of the competition.
Office management software offers a whole range of systems and features designed to streamline different aspects of your operations. Here are the solutions every business needs to boost efficiency:
Visitor management systems focus on providing seamless experiences to your guests. It’s well-known that you have only seven seconds to build an outstanding first impression, and by implementing such software, you can make the most of the short time span you have. Using visitor management solutions, businesses gain access to features like contactless self-service for their guests, host notifications, visitor data collection, and analytics. The best visitor management systems can accommodate complex workflows that perfectly fit your various reception needs.
The benefits of implementing such software, however, go far beyond simply ensuring fast and effortless visitor sign-in. Visitor management systems can enhance safety and security and help you maintain regulatory compliance. They increase the efficiency of your reception and minimize health risks for your staff and guests.
OK, we may be biased. But that's because our award-winning visitor management platform comes with touchless visitor sign-in, visitor badges, preregistration with a QR code, and a digital signature option. All these features are designed to ensure fast check-in, data security, and compliance.
The virtual receptionist brings a fast, frictionless, and efficient reception process by performing the primary functions of a live front-desk specialist. This reduces the workload of your front-desk team and can cut down staffing costs.
Greetly offers different options for automatically alerting employees on their visitor’s arrival. You can opt for instant voice, text, email, Slack, Microsoft Teams notifications, and more. Your workers stay focused and productive, and your visitors feel welcome without having to wait unattended in your lobby.
You can utilize Greetly’s cloud-based solution as desktop software, a digital receptionist app for Android devices, and a digital receptionist iPad system. It doesn’t require any specific hardware to run. Visitor data is automatically collected and securely stored in the cloud.
Some lobby tracking software solutions like Greetly feature an integrated watchlist functionality enabling users to control access to their offices and improve physical and data security.
Workplace physical and data security is an issue of primary importance. Reportedly, workplace violence is a threat that affects individuals and costs businesses $130 billion yearly. In an alarming 79% of instances, these occurrences involve unauthorized entry into the building. On the other hand, IBM reported a worrying rise of 10% in the average cost of a data breach reaching a peak of $4.24 million in 2021.
Technology can go a long way in providing the safety of your employees, data, and facilities.
Physical security access control software facilitates the control of movement around your premises. It determines the areas where staff can and cannot enter. Industry-leading solutions come with reliable lockdown functionalities and offer event filtering and exporting.
Access control systems boost safety and security through real-time alerts of suspicious occurrences. Furthermore, you can benefit from detailed logs, advanced analytics, and reports on all the comings and goings within a space.
In addition, network access control software enables IT managers to create and manage secure access policies across business facilities. These solutions primarily focus on ensuring the security of access through remote units and systems outside the immediate company network, such as web-enabled apps, mobile devices, etc.
We’ve picked some of the most effective tools you can integrate into your workplace management:
Asset management systems also referred to as space management software, provide businesses, government agencies, and other workplaces with reliable meeting room management, wayfinding, mobile scheduling, hot-desking, and workplace analytics. They can streamline office operations by:
Thus, asset management tools can reduce workplace stress and contribute to a healthy and productive atmosphere. They also provide detailed insights into asset utilization trends and patterns. This allows you to consider ways to optimize efficiency and cost-effectiveness.
Here are some viable options you may find suitable for your business needs:
Mailroom management solutions can streamline the supervision of deliveries to your premises. Implementing such software helps ensure the packages will be well-received by their intended recipients. It also provides a detailed log, arrival notifications sent to the recipient, and adequate storage of the deliveries.
Mailroom management systems automate workflows, thus saving time and labor costs.
By promptly notifying employees of their delivery and arranging the pickup, this technology can improve your overall productivity.
Implementing Greetly’s solution can relieve administration staff from tedious and time-consuming tasks. It also simplifies the process of mail retrieval. This is an effective way to avoid any errors and misdelivered packages that could potentially cause complications and inconveniences.
To increase your operational efficiency, you need to make sure everyone in your office is aware of the projects and tasks they are responsible for and the set timeline and budget. Project management software is a great way to keep all employees and departments on the same page by providing visibility across your organization.
Project management software enhances team communication and collaboration. It allows for easy and fast task assignments and reassignments.
You can easily track project status and progress and know who is working on a particular task, how many hours they’ve been working, and how much work they have completed. This promotes accountability and transparency, which in turn are essential for building a productive and motivating environment.
Project and task management tools can automatically send reminders for tasks and events. In this way, your staff can be updated on everything on the project agenda including details such as the place, time, and budgeting.
Our top picks in this category of office management solutions are:
Now that you know some of the best options on the market, let’s discuss another issue that is just as important as the details above: How can you choose the right tools for your specific needs?
Before you invest in new technology, you have to clearly identify your requirements and desired outcomes. What are the distinctive characteristics of your office operations? What aspects can and need to be optimized? What are your legacy or existing systems?
In addition, there are particular features you have to opt for when selecting a lobby tracking solution:
Make sure that the sign-in solution you’re considering offers all the features that are important for your organization. In such a way, you’ll be able to make the right choice without the risk of later regrets.
Optimizing office management using a dedicated software system can be a game-changer for you and your business. All you need to do is set up the office management system you’ve selected and enjoy the multiple benefits that it will bring.
A modern visitor management solution can combine the functionalities of all the five systems we discussed. Not only will it create outstanding visitor experiences, but it can also drive higher productivity, cost-effectiveness, and improved security.
In addition, choosing the option that readily integrates with third-party solutions will enable you to take advantage of a huge range of features.
The outcomes? Hassle-free implementation and taking your business to the next level of innovation and efficiency.
An overview of room scheduling software and our list of the 20 best applications for your workplace.
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