Company recently have invested a lot into SAAS based tools to improve the efficiency of their employees, and company don’t want to invest more money. Since the number of employees are increasing in last few months; Management feel their should be some meeting room booking tool is necessary; which help to employees find the meeting room are available; and book them in advance to avoid the last minutes clashes.

1. Project:
Presented by: KheemaPandey
Meeting Room Booking App

2. Business Objectives
Company recently have invested a lot into SAAS based tools to improve the
efficiency of their employees, and company don’t want to invest more money.
Since the number of employees are increasing in last few months; Management
feel their should be some meeting room booking tool is necessary; which help to
employees find the meeting room are available; and book them in advance to
avoid the last minutes clashes.

3. Problem Statement
Company is growing rapidly and number of employees are increasing; main goal is
to Create an effective application which help the employees to book the meeting
room as per their requirement without having any problem.
The requirement is to have meeting room booking application for a mid-sized
company, having offices at multiple locations.

4. Goals
1. Allow users to book meeting room for different locations by seeing schedule
and room details
2. Enable users to view the availability and slots for booking
3. Users will invite other participants for the meeting

5. Research Methods
To find the issue and pain point employees faces on daily faces to find the free
meeting room is headache. I had talk to couple of potential Users over phone to find
their daily routines and how frequently they do meetings.
Talk over phone I asked them what issue they faces, what running in their mind and
how they find the room and how they book the room.
Research Method (Primary)
Interview on Phone ( Applied this method)
Observational Method (Could be Applied)
Research Method (Secondary)
Survey (Could be applied)

6. Target Audience
Target Audience could be a Project Manager, Senior Manager, Business Analyst,
Team Leader.
Age Group:
25 to 40 years
Geographical Location:
India
Goal:
Find and Book meeting room without any clashes with other teammates.
Check the Room Status
Frustrations:
Its tough to find the free meeting room
Book the meeting room is really frustrating

7. Proto Persona
Presented by: KheemaPandey
Two different Users have different goals here
1. looking a specific Room for any day.
2. looking any room which is available at specific time

8. Persona 1
Steve Marketing Director recently joined the company; he is travelling to India to
meet the team member and to have a meeting with senior Managers. Since its his
first visit to India, He want to book meeting room in advanced for next few days.
Steve would like to book any room for next 2 days for Training Sessions.
Persona 2
Swati is HR Manager and working with company last 2 years. She is well aware when
and which room are mostly booked and which room used by less Employees.
Today Swati Got a request to book a conference room for one day for Training
Sessions.

9. Scenario 1
1. User who have a particular date/time in the mind and looking a free room.
Task: I need to arrange an urgent meeting for tomorrow morning and I don’t care
where the meeting room is?
Scenario 2
1. User who require a particular room and want to find a date when room will be
available.
Task: I want to book the large meeting room with amenities (computer, Projector,
whiteboard) for a workshop sometime in next week.

10. Scenario 1 (particular date/time)
Presented by: KheemaPandey
Task: I need to arrange an urgent meeting for tomorrow morning and I
don’t care where the meeting room is?

11. Quick Booknig Room
Screen1
Screen2

12. Screens Explained
Screen1: User can quickly see all the Meeting Rooms; free, occupied, Booked. User can choose the
duration period (lets assume for 90 minutes). Accordingly those Room will be displayed only which
are free for next 90 minutes. User can quickly select the duration given in (minutes format) (Time will
be calculated from the system) and book the room accordingly after selecting the date. By default
room will be display for current date.
In addition User can see the basic information about meeting rooms, their location, how long the room
is booked, (Timer display) mechanism help user when the room will be free.
Screen2: Is an expanded view of any specific room User want to book a room. User can see all the
necessary information about the room; like amenities, location of room.
Lets assume User want to book this room for today meeting. Date and time is not crucial factor for
him. User can Book a room for specific 30 minutes slot. User can set the meeting Agenda and can
invite the other team members.
Note: I have divided full 9 hours a days into block of 30 minutes slots. The reason for this approach is
people don’t waste more time into meeting and to occupy the room unnecessarily.
Use Case: User can upload the picture of meeting room to leave the rating of room review and
complain to IT Team with proof.

13. Finding Meeting Room (Location)

14. Screens Explained
User can see all the office location and can book the meeting room by finding specific location in
selected city. User can search the room by entering the city name and can get accurate result by
using filtered option. User will able to see the next 7 days booking status of all meeting room in
specific city.
Lets assume company have multiple office in Noida. User will see all the office location including all
the meeting room are in Noida,
In above slide different office location is displayed; User want to book a meeting room in advanced
for specific room for specific date (I assume timing is not crucial factor in specific usecase).
User can see the status of all meeting rooms are in a Tower A building or in nearest buildings.
User can see the free room available at first glance and book the room.
If User want to book any specific conference room and the room is booked for another 2 days , he
may click on (Notify me) CTA Button. Oncethe Room will be available; System will either sent an
app notification message or can send an email to user to book the room.
Use Case: A new UseCase could be Other users may want to book the same room for same time
slot, In this case User in first queue can reserve the room by an Urgent option.

15. Calendar View to Book Meeting Room

16. Screens Explained
Calendar view is the easiest way to scanning, finding, and digesting all the necessary information
specially to see their booking slots for the day .
In this application the limitation to book the room in advance for next 2 weeks only. Once User select
the specific date. User can see the occupied time slot highlighted with color and using patterns. Free
slots can be booked by Users..
Time Slots are break into 30 minutes slots to prevent the unnecessary uses of meeting room,
If User need to book room for next 2 hours ; and system current time is 1 :00 PM then user have
book room for 1:00 to 1:30, 1:30 to 2:00, 2:00 to 20:30, 2:30 to 3:00
This way if user want to book the room for next 15 minutes more. User will see the time options in
15 min, 30 min. 45 min.
UseCase: Another UseCase could be If the meeting is finished earlier or postponed. User can cancel
the meeting anytime or extend the meeting for the duration the room is booked.

17. Scenario 2 (particular room)
Presented by: KheemaPandey
Task: I want to book the large meeting room with amenities
(computer, Projector, whiteboard) for a workshop sometime in
next week.

18. Search/Book Specific Room
Screen1 Screen2

19. Screens Explained
Screen 1 User will land into this screen by clicking on search icon. Search field is very advanced and
can provide the details on the keywords. User can see the details by entering the exact room name,
Search field can display the results with keywords like, Free Rooms, Available in next 1 minutes.
Filter option will open a popup and will display other options which help user to find the specific
room. Room can be searched by using these options; Seating Capacity, Amenities like Projecter,
TV, IP Phone, wifi connectivity,number ofwhiteboards.
IF User cannot find the specific room for the current day; User may book the room in advanced and
for sequential day.
Screen 2 represent the next stage of booking the room. Organizer can take the photo of meeting
room to leave the rating condition with IT Team. Organizer can invite the team members and other
peoples by entering their email address. All the invited users will display on screen and Organizer
may grouped some specific members too.
Use Case: If another Person trying to book same room for same time slots, second user will get
quick alert that specific time slot is booked in real time. And the book slot will turned disabled.

20. Attendees Listing Screen

21. Screens Explained
In the above slide screen display all the necessary information which is crucial for the Organizer .
User can see the name of meeting room including the seating capacity, the date and timing, the
amenities are in the room.
User can see the other important details, like how many members he send the meeting request and
how many of them have accepted or rejected the meeting request.
UseCase: Organizer may cancel the meeting during the time slots he have booked . Or in specific
case user may extend the meeting time for next 15 minutes.
Another UseCase could be what if another user have book the same room for next available slot in
advanced. Later Organizer realized he might need another 15 minutes to close the meeting. Since
the next time slot is already booked by other user in system. Organizer will get alert notification that
room is booked by some other user and CTA Button (ExtendMeeting) will be displayed.
Note: Extended Meeting Button will open a popup with option time slots 15min. 10 min. 5 min. IF
room is not booked by any other user. Otherwise button will be disabled incase room is booked.

22. Conclusion
All screens are made here based on Primary research method (Interview method) and
some of the screen are purely based on assumptions.
As I didn’t have access to actual users; so I talk over phone which could be potential
users. My hypothesis and assumptions are need to validate with real users.
All screens are made here based on talking over phone with users who could be
representative. and one screen are purely based on assumptions.

23. Thank You
Kheema Pandey
Phone: +91-9170190346
Skype: kheema-pandey