Clever Meeting Room Management with PinToMind

Clear visibility of meeting room availability is crucial in a busy work environment. Common issues like double bookings or incorrect assumptions about room availability can be frustrating. In this article, Line Andersen from Medvind24 shares her experiences using information screens outside meeting rooms to display real-time meeting room calendars, and you’ll find insight on how to make the most of such a solution.

Efficient management and clear overview

– This works exceptionally well! says Line, highlighting how effective it is to use information screens outside meeting rooms in terms of administration and the overview it provides for everyone involved. She works as a Project Manager and Business Developer at the Norwegian business park Medvind24, where we at Favo AS are among the tenants.

Line and her colleagues at Medvind24 are well-acquainted with information screens and digital signage. Large screens displaying current messages and useful information are strategically placed throughout the premises, and they use PinToMind for content and management.

However, relatively new to them is the use of small digital screens outside each meeting room, providing a practical overview of the activity in the respective room.

Four benefits of meeting room calendars on infoscreens

1. Clear overview: Displaying the meeting room calendar in real-time outside the room provides an immediate overview of when the room is free or occupied, reducing the risk of double bookings and misunderstandings.

2. Always updated: The display updates continuously, showing the next 5-10 events. Past events are automatically removed, ensuring the information is always relevant.

3. Easier organisation and administration: The screens at Medvind24 include links to check future availability and book the room, which makes it easy to reserve time without going through multiple steps.

A bonus tip from us at PinToMind is to display a QR code that leads to the specific meeting room calendar. This makes booking a room directly from your mobile even easier.

4. Display other helpful information: Choose from layouts with multiple areas on the screen to show different types of content, such as messages, weather forecasts, and news. The displays can rotate within each area to show varied information efficiently.

At Medvind24, they have chosen a clear layout with three areas, where they display the clock, booking information, and meeting room calendar.

Integrations with Microsoft and Google

To display a meeting room calendar with PinToMind, simply use our Calendar Post. You can show a calendar via a sharing link (ics address) or via our integrations with Microsoft or Google. These integrations make the management of calendar posts exceptionally smooth.

At Medvind24, they use our Microsoft Integration to display their meeting room calendars. Each meeting room has its own calendar, and all information is continuously updated on the screens. This provides a seamless experience for both administrators and users.

Technical solution and recommended equipment

To ensure optimal display, we recommend using Samsung SMART Signage screens. These screens are specifically designed for continuous operation and provide sharp, clear, well-rendered images under various lighting conditions.

At Medvind24, they use 24-inch Samsung SMART Signage screens, which are ideal for this purpose. Samsung SMART Signage screens are easy to integrate with our solution and offer a reliable and user-friendly experience.

Something for you and your business?

Are you ready to improve meeting room management in your company?

If you already have an account with us, you can easily test the functionality. Set up a channel and create a calendar display with a meeting room calendar.

If you don’t have an account, you can start a Free Trial without commitment. This gives you immediate access to all features, and you can try everything out at no cost for 30 days.