Say Goodbye to Common Conference Room Booking Problems

By: Colleen Jilio-Ryan | Posted in: Conference Room

Booking a conference room that accommodates media and transcription services is very helpful to law firms for depositions and other events. But, it also opens the door to human error issues regardless of how proficient the tech is. So, depositions require careful planning.

Here are ways to maximize booking a meeting room for depositions:

Problems to Consider
One of the main drawbacks that can disrupt a conference room booking is when you show up and someone has taken over your room without permission. At the law firm’s office this may be more easily rectified, but at an off-site location it can create negative and wasteful experiences. Attorneys run on very tight schedules, so coworkers need to show consideration and check the schedule when using on-site conference rooms.

Dealing with and Preventing Scheduling Conflicts
It’s always a more positive solution to understand a problem before reacting to it. If the room does not have a calendar on the door or in plain sight, it needs one so that there’s no misunderstanding about room availability. Calendars work even better when all employees have access to them on a computer network. Make sure each room is equipped with the proper technology that has been tested for performance.

Tips for Reducing Booking Problems

• Use collaborative software for virtual meetings
• Video-enabled collaboration makes the event more personal
• Take an authoritative approach (walk in and take over)
• Consider adding conference rooms by converting rarely used rooms (either on-site or off-site)
• Have a backup location planned in case of conflicts

Complications and conflicts from booking conference rooms can be disruptive to law firms, their clients and interviewees. Jilio-Ryan, however, pays close attention to conference room scheduling and the clock, especially for depositions. Contact us to discuss conference room arrangements or to schedule a deposition.