Write fair rules for booking meeting rooms and hot desks
Clear, short booking rules for rooms and desks that cut no-shows and squatting, plus the announcement to launch them.
The prompt
Help me write booking rules for meeting rooms and shared desks.
Spaces: [rooms with capacity and equipment, number of hot desks, quiet zones, phone booths]
Booking tool: [e.g. calendar resources, desk booking app]
Current problems: [e.g. "rooms booked but empty", "1 person in the 12-seat room", "desks reserved all week", "recurring bookings that never end"]
Attendance pattern: [busy days, hybrid policy]
Who gets priority: [e.g. client meetings, interviews, leadership]
Write:
1. Room rules: booking windows, maximum length, right-sizing (book a room that matches attendee count), a release rule for no-shows (e.g. auto-release after 10-15 minutes), recurring bookings expiring each quarter, leaving the room as found.
2. Desk rules: how far ahead to book, maximum days, clear-desk policy, team neighborhood days if any, quiet-zone etiquette.
3. Priority and conflict handling: who wins clashes and how to ask someone to move politely.
4. Accessibility: reserved accessible desks and rooms, and how to request adjustments.
5. A one-page summary for walls and the intranet.
6. Launch announcement - friendly, explaining the why in two sentences.
7. Metrics to review monthly: utilization, no-show rate, peak days - and what to adjust.
Keep every rule to one line. Avoid a policing tone.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- e.g. calendar resources, desk booking app
- busy days, hybrid policy
- e.g. client meetings, interviews, leadership
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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