Room Manager Microsoft 365 Desk Management Solution

Desk Management

Flexible work programs have been a hot topic for quite a few years. As a result, companies currently offer their employees flexible work arrangements, with these attractive programs offering employees a greater scope for work-life balance and employers several cost-saving opportunities.

Workspace booking to help manage the return to the office after COVID-19 and maintain employee safety and flexibility is another topic many companies face today.

One such flexible work program that offers employees greater freedom in their day-to-day working environment is the concept known as ‘desk sharing.

If you are tired of managing your desk space, not getting the space you want, or not getting the room you wish, then we got the Solution you need. We have a Desk and Room Management System built on Microsoft 365 using Power Platform (Power Apps, Power Automate, and Power BI). The Solution enables employees to find their desk or room by App, Form, or plan.

The App allows employees to book their preferred desk or meeting room in advance and know where they will be working according to their schedule.

We use Power Automate to push the information into a database to keep track of users booked in a particular workspace.

We are using Power BI for visualization and data analytics.

Our Solution also eliminates errors when booking is made manually by using forms. And it mitigates confusion when there are multiple people booked for a single workspace at the same time.

Reduce the available Workspaces

Adjust your workspaces for distancing by reducing the number of usable desks and the capacity of meeting rooms. Then, block the workspaces unavailable for a given date and time by site and location.

The Desk and Room Management solution enables employees to find and reserve a free space by Mobile App, Online Form, and Visual Office plan.

The solution has several key features:

A flexible seating policy that supports hot-desking, working from home, booking in Advance, first come, first served, or any other policy that your organization uses.

Some Admin Settings which are configurable in a Configuration list are the following.

• Check-In Time: Define the check-in time period. When the user does not check in the reservation made for the Desk or the room, the system will cancel the space reservation and make it accessible to others. No-shows can be eliminated dramatically by this function.
• Filter by department: Assign a room or Desk to a specific department or team in your organization. Only employees from these departments can see and book the space.
• Buffer Time: Define a time slot that adds additional time to a reservation of the Desk or room. Can be used for sanitation/cleaning or other services of the booked space
• Reminder Email: send a reminder email to the employees in Advance
• Weeks in Advance: define how many weeks in Advance a reservation for any space can be made. With this, we prevent employees from booking a room for months in Advance
• Multiple Desk allow: with this setting, you define that an employee can reserve space only one time a day
• The ability to book a room or Desk for yourself or on behalf of another employee.

She advanced calendar integration for easy viewing of room availability and desk utilization.

Automated reminders to make sure employees attend the meetings they have booked.

Support for inclusivity of employees with accessibility requirements.

Room Manager Desk Management solution helps you to organize and optimize your office space, manage your desk inventory and help to improve the employee experience by offering them the possibility to reserve a desk or room of choice. Doing this makes them feel more engaged with their employer and can work in a more productive environment.

Manage all your workspaces in an easy SharePoint List

Room Manager is a SharePoint solution that helps you manage all your workspaces in an easy SharePoint List. Which is extensible with your custom fields, with no coding.

It’s a simple solution that any department can use, so you will find many customizations and settings to adapt the solution to your needs.

The default setup is for office desks, but it can easily be used for conference rooms or workspaces.

You will also find a simple calendar with the reservations and a status bar where you can see how many desks are available at any given time. It’s perfect for an overview of how many people are in the office on a given day.

Desk Management Solution (DMS) is a flexible and highly configurable SharePoint solution/app which can be used for room booking, desk booking, and management of other shared assets.

The following scenarios are supported:

• Reserve desks for members of your team who are working from home. This helps to keep the office safe by preventing overcrowding.
• Book rooms for meetings.
• Reserve meeting rooms with equipment such as video conferencing units.
• Assign parking spaces to employees and visitors.
• Send an invitation email with QR Code to your quests.
• Sign in with the Visitor Registration App on a tabled
• Send QR Code with the confirmation email to the employees, which can be used to sign in on a tabled
• Scan the QR Code on a sticker next to the space to make an ad hoc reservation from the Room Manager Mobile app

Features:

– Easy to set up; install the solution/app on your site collection. Then, add the web part on a page and configure your list and view.

– Fully customizable. Change the look and feel of your list. Add/remove columns, and rename them as you wish.

– Reservation feature using SharePoint event list.

– Configurable and multiples views/reports for each list

Power Apps to find and book a workspace

Power Apps solutions are available for the end-user in your company to connect and use through their mobile devices and tablets. All they have to do is download Microsoft Power Apps from iTunes or Google Play. Once the PowerApps are installed, the user can connect to the available workspaces in Room Manager.

PowerApps

Interactive Floorplans

Upload your floorplans and make them available for bookings of free space, meeting rooms, and workspaces.

Interactive Floorplans

Desk Management

It’s important to note that even once the appropriate software is in place and you’ve optimized your office environment for desk sharing, the strategizing doesn’t stop. Continued efficiency demands that you gather feedback and measure the results of your new strategy to ensure your team benefits from the policy.

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