Question 1

What is meant by small meeting room digitalization?

Accepted Answer

Small meeting room digitalization is the process of registering previously non-listed small meeting rooms into the system so they can be booked via Outlook or Microsoft Teams Calendar.

Question 2

Why do small meeting rooms need to be booked through the system?

Accepted Answer

This initiative aims to:

- Ensure fair and orderly room usage
- Prevent scheduling conflicts
- Improve efficiency and employee convenience

Question 3

How can I book a small meeting room?

Accepted Answer

Small meeting rooms can be booked through:

1. Outlook Calendar, or
2. Microsoft Teams Calendar

Select the meeting room name available in the system and set your desired time slot.

Question 4

What is the naming format for small meeting rooms in the system?

Accepted Answer

The standardized naming format is as follows, for example:
(JKT-A203-RM)

General description:

- JKT : Building location
- A203 : Zone / floor / room number
- RM : Room Meeting

Question 5

Can a small meeting room be used without booking?

Accepted Answer

No.
All employees are required to book the room in advance before using a small meeting room.

Question 6

What if someone is using the room without a booking?

Accepted Answer

Employees with a valid booking are entitled to request booking confirmation from the person occupying the room.

Question 7

Is booking confirmation required to be shown?

Accepted Answer

Yes.
If requested, users must present booking evidence from Outlook or Teams Calendar.

Question 8

Is eating allowed in small meeting rooms?

Accepted Answer

❌ Eating is strictly not allowed in small meeting rooms to maintain cleanliness and hygiene.

Question 9

Who is responsible for maintaining cleanliness of the room?

Accepted Answer

Every user is responsible for:

1. Keeping the room clean during and after use
2. Removing personal trash
3. Re-arranging tables and chairs after the meeting

Question 10

What should I do if I find any discrepancies or damaged facilities?

Accepted Answer

If you encounter issues such as:

1. Damaged facilities
2. Non-functioning equipment (TV, cables, power sockets, etc.)
3. Room conditions not meeting standards

Please submit a Facility Care Form so the issue can be followed up by the relevant team.

https://linktr.ee/Grhatracker

Question 11

What should be done after finishing the meeting?

Accepted Answer

1. End the meeting according to the booked time
2. Vacate the room promptly
3. Leave the room clean and tidy for the next user

Question 12

Who should be contacted if a small meeting room is not yet available in the system?

Accepted Answer

Please contact Helpdesk-sodexo.indonesia@unilever.com in accordance with internal procedures to request room registration in the system.

Question 13

Apa yang dimaksud dengan digitalisasi meeting room kecil?

Accepted Answer

Digitalisasi meeting room kecil adalah proses memasukkan data ruang meeting kecil yang sebelumnya belum terdaftar di sistem agar dapat dibooking melalui Outlook atau Microsoft Teams Calendar.

Question 14

Mengapa meeting room kecil perlu dibooking melalui sistem?

Accepted Answer

Untuk:

1. Mengatur penggunaan ruangan secara tertib dan transparan
2. Menghindari bentrok pemakaian ruangan
3. Meningkatkan efisiensi dan kenyamanan bersama

Question 15

Bagaimana cara melakukan booking meeting room kecil?

Accepted Answer

Booking dapat dilakukan melalui:

- Outlook Calendar, atau
- Microsoft Teams Calendar

Pilih meeting room kecil sesuai nama yang tersedia di sistem dan tentukan waktu penggunaan.

Question 16

Apa format penamaan meeting room kecil di sistem?

Accepted Answer

Format penamaan meeting room kecil adalah sebagai berikut, contoh:

(JKT-A203-RM)

Keterangan umum:

- JKT : Lokasi gedung
- A203 : Zona/lantai/ruangan
- RM : Room Meeting

Question 17

Apakah ruangan boleh digunakan tanpa booking?

Accepted Answer

Tidak.
Seluruh karyawan wajib melakukan booking terlebih dahulu sebelum menggunakan meeting room kecil.

Question 18

Bagaimana jika ada karyawan lain yang menggunakan ruangan tanpa booking?

Accepted Answer

Pengguna yang memiliki booking berhak meminta pihak tersebut menunjukkan bukti booking.

Question 19

Apakah bukti booking perlu ditunjukkan?

Accepted Answer

Ya.
Jika diminta, pengguna ruangan wajib menunjukkan bukti booking melalui Outlook atau Teams Calendar.

Question 20

Apakah diperbolehkan makan di meeting room kecil?

Accepted Answer

❌ Tidak diperbolehkan makan di meeting room kecil untuk menjaga kebersihan dan kenyamanan ruangan.

Question 21

Siapa yang bertanggung jawab menjaga kebersihan meeting room kecil?

Accepted Answer

Setiap pengguna bertanggung jawab untuk:

1.  Menjaga kebersihan selama dan setelah penggunaan
2. Tidak meninggalkan sampah
3. Merapikan kembali meja dan kursi

Question 22

Apa yang harus dilakukan jika menemukan ketidaksesuaian atau fasilitas rusak?

Accepted Answer

Jika menemukan ketidaksesuaian seperti:

1.  Fasilitas rusak
2. Peralatan tidak berfungsi (TV, kabel, stop kontak, dll.)
3. Kondisi ruangan tidak sesuai standar

Silakan mengisi Facility Care Form agar dapat segera ditindaklanjuti oleh tim terkait.

https://linktr.ee/Grhatracker

Question 23

Apa yang perlu dilakukan setelah selesai menggunakan meeting room kecil?

Accepted Answer

1.  Mengakhiri penggunaan sesuai waktu booking
2. Mengosongkan ruangan tepat waktu
3. Memastikan ruangan dalam kondisi bersih dan rapi

Question 24

Ke mana harus melapor jika meeting room kecil belum tersedia di sistem?

Accepted Answer

Silakan menghubungi Helpdesk-sodexo.indonesia@unilever.com sesuai prosedur yang berlaku untuk proses input ruangan ke dalam sistem.

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