Operational Guidance for Meeting Room Migration
The booked room is occupied. The group that booked it is now standing outside the room explaining this to the group inside the room. Both groups have valid calendar invites.
OPERATIONAL GUIDE: Meeting Room Migration Prepared for: Teams whose booked room is occupied upon arrival
PHASE 1: VERIFICATION
Upon discovering an occupied room with a valid booking, confirm:
- The room number matches the calendar entry.
- The date matches.
- The time matches.
All three will match. The room will still be occupied.
PHASE 2: THE DOOR CONVERSATION
A conversation will occur at the door between the incoming group and the occupying group. Both groups will show their calendar invites. Both invites will name the same room. Neither group will be wrong.
Outcomes of the door conversation:
A) The occupying group checks their calendar and discovers their room was actually 2C, and they booked 2B in error. They relocate. (Most common positive outcome.)
B) The occupying group is nearly finished and can vacate in approximately seven minutes. The incoming group waits in the corridor. (Common neutral outcome.)
C) Both groups have legitimate claims and neither can resolve the conflict at the door. Someone contacts the facilities coordinator. (Escalation outcome, takes longest.)
PHASE 3: MIGRATION
The group with the less immovable meeting migrates to an alternative room. Alternative rooms are located by:
- Checking the room booking system, which may show availability but not physical occupancy.
- Walking the floor to find an unoccupied room.
- Using a small room intended for one to three people for a group of seven.
PHASE 4: THE MEETING
The meeting happens in a room with mismatched chairs, a screen at the wrong angle, and a whiteboard that is too small. The meeting proceeds.
RECOMMENDATION: Book the room forty-five minutes early to establish physical occupancy before the calendar start time.