Scheduling spaces that work: Microsoft Places meets Appspace

“Double-booked again?”

We’ve all been there. That awkward moment when you’re standing outside a conference room, laptop in hand, staring at a “free” room that’s clearly occupied. Your client is dialing into the video call in two minutes, your colleague is frantically messaging you about finding Plan B, and somewhere down the hall, three perfectly good desks sit empty despite being marked as “reserved.” Sound familiar?

You’re not alone in this daily workspace shuffle. According to Appspace’s 2025 Workplace experience trends & insights report, 85% of employees are dealing with these headaches. The numbers tell a story we’re all living: 82% of us struggle to connect with our colleagues and 69% of us are drowning in mixed messages across different channels. We’re actually getting more frustrated with our workplace tech: only 26% of employees say they’re happy with their tools, down from 29% last year.

The good news? The right tools can turn these daily frustrations into smooth operations. Here’s what that looks like.

Why the right space management tools matter

Think about it: every scheduling mix-up means someone’s workday just got harder. When 48% of employees report that switching between remote and in-person work disrupts their workflow, and 45% feel less productive on their in-office days, it’s clear: your workspace tools should make things easier, not harder.

Microsoft Places and Teams Rooms laid the foundation for better space management. And when you connect Appspace’s room scheduling and desk booking tools with Microsoft Places, Outlook, and Teams Rooms, you get a workplace that finally makes sense. No more scheduling headaches. No more unused desks. Just a space where your team can do their best work

How the Appspace and Microsoft integration can help

Let’s break down exactly how this integration makes your workday smoother. Remember those morning messages about double-booked rooms? Here’s what changes when Appspace and Microsoft work together:

Book any space, right in Microsoft: Your team can reserve desks, rooms, and workspaces directly in Microsoft Places or Outlook. No extra apps, no confusion. Just click and book where you already work.

Turn Teams Rooms into smart spaces: Every Teams Room display becomes a smart scheduling hub. Walk up to any room and instantly see if it’s really available, check in with a tap, or find another space if needed.

See how your space really works: Get clear data about which rooms are conference call heroes and which desks are gathering dust. Make better decisions about your office layout based on how your team actually works.

One simple system to run it all: Managing your workplace shouldn’t require a dozen different tools. Appspace works alongside Microsoft to handle everything from desk bookings to digital signage in one place.

Sounds good in theory, right? But let’s look at how this plays out in real offices, with real teams trying to get real work done.

See how it works in the real workplace

Picture these common scenarios:

• The last-minute client meeting: Your sales team needs to impress a potential client who just happened to be in town. Instead of scrambling to find a suitable space, they quickly spot an available room with video conferencing already set up, right from their Outlook calendar.
• The hybrid team sync: Your project lead in London needs to coordinate with teams in New York and Singapore. The system automatically suggests rooms with the right AV equipment during times that work across time zones, and displays meeting information in each location’s local time.
• The office redesign decision: Your facilities team notices that corner offices sit empty while collaboration spaces are constantly overbooked. With actual usage data from both Appspace and Microsoft Places, they can confidently recommend converting those offices into the team spaces people actually want.

Want to see it in action? Our interactive demo shows you how Appspace and Microsoft work together to solve your workspace challenges. Take the 5-minute tour.

Make space reservation work better for your teams

Remember those frustrating stats we opened with? The 82% of workers struggling to collaborate, the declining satisfaction with workplace tech, the daily scheduling headaches? There’s a better way forward.

Together, Appspace and Microsoft transform room booking into a seamless part of your team’s workday. No more scheduling conflicts, no more space confusion—just a workplace that runs the way it should.

Ready to learn more about how Appspace and Microsoft can turn around the workplace experience? Learn more about the Appspace and Microsoft partnership