Neatframe Visualizes Empty Bookings with Occupancy Data to Resolve Meeting Room Shortages

As meeting room shortages become more severe, Neatframe has introduced an initiative to visualize actual meeting room usage and support office space optimization. With the simultaneous return to office and the establishment of online meetings, there's a growing demand to reduce "unused meeting rooms" that aren't visible from booking statuses alone, and to effectively utilize limited space. A key feature is measuring the number of occupants and indoor environment using web conferencing equipment installed in meeting rooms, leading to improvements in meeting room operations.

The core of the company's proposal lies in cross-referencing meeting room booking data with actual occupancy status to identify empty bookings and the imbalance of small-group usage. By utilizing sensors built into video conferencing equipment, it's possible to detect times when a room is booked but nobody is using it, or when a large meeting room is being used by only a few people. This analysis allows companies to explore areas for operational improvement before considering adding more meeting rooms.

As a reference case, the "Greater Tokyo Area Office Demand Survey 2025 Autumn," published by ZXY Research in January 2026, found that "insufficient meeting rooms and remote conferencing spaces" was the most common issue for main offices, cited by 57.7% of respondents. A major electronics manufacturer estimated that the time spent in booked but unused meeting rooms amounted to approximately 100 million yen annually in terms of rent. Furthermore, Sansan has implemented a company-wide policy to automatically cancel bookings if no one is present 10 minutes after the scheduled start time, aiming to reduce unused booking slots.

Neat is a video conferencing solution brand from Norway, founded in 2019. Its Japanese subsidiary, Neatframe, was established in July 2021. The company offers products tailored to various company sizes and challenges, primarily focusing on web conferencing equipment for meeting rooms, including all-in-one devices that can be used simply by plugging them in.