Improve meeting room reservation process.
Anyone that has tried to schedule a meeting room during core hours within a week has found this task to be very frustrating because no rooms are available. Then when walking around the building there always seems to be a number of meeting rooms empty. This implies that people are booking rooms just in case they need one. I tried to recently book a room and someone had 3 rooms booked with no description for the same day and time. Other people book standing meetings for months ahead of time, just in case they may need it. Here are a few suggestions on how to improve our chances of getting an unoccupied meeting room:
1. Put a limitation into the system not to allow a standing meeting be scheduled for more than a certain number of occurrences in the future. Maybe 8 or 10 weeks maximum.
2. Block anyone from being able to schedule more than 1 meeting room for the same time slot.
3. Give a person or group the authority to remove scheduled meetings that never occur. If a standing meeting is scheduled but the room is always empty then allow the group to cancel future occurrences of the standing meeting.
4. If possible give each division 1 on 2 meeting rooms to manage. Large rooms such as the CMS-C rooms should not be assigned to divisions.
phlybynite
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