Optimizing Office Space Utilization

4 Crucial Desk Reservation Software Features for Optimizing Office Space Utilization

Hoteling has started to reign in offices in the 1990s. Among the early implementers are accounting and consulting firms. Today, many companies greatly benefit from this system in renting out their company spaces and facilities.

For many companies, especially smaller businesses, optimizing space usage is imperative. No matter how small the rent cost may be, each unused square foot is already an expense that business owners should maximize.


If your office is in the heart of the city, real estate costs can spike to the roof. While underutilization is a common problem to many organizations, its solution is within reach.


Managers and team leaders should consider redefining their office layout and supplementing it with the right technology – the hoteling software system. This innovation can help businesses save on real estate costs, utility expenses, and space utilization.


What Is Hoteling?


Hoteling is a system of office management where employees dynamically reserve a workspace they need for specific hours or days. It eliminates the need for a designated desk for one team member. Anyone can use a desk or room after the current user finishes his scheduled time. Therefore, even with only a few rooms and spaces, everyone can complete their task.


Why Does Efficient Use of Office Space is Crucial to Your Business?


It’s essential to understand the variables that affect space planning and management. Traditional office spaces assign exclusive use of cubicles and desks to their employees; this is no longer the case today.


For modern workplaces, office hoteling software and hot-desking make it so convenient to adopt agile work setup that managers and employers don’t have to be in the office on certain days. They can work at home or anywhere they may be at the time.


Here are a few space utilization metrics you might want to consider:


  • Daily peak space utilization – This is the maximum number of employees and visitors entering the office at any point in time.
  • Total square footage – A facility’s full size in terms of usable square footage (i.e., meeting rooms, storage, office space, etc.)
  • Average peak usage – With analytics and reporting features, you can get the average number of staff and visitors using particular spaces at any given time.
  • High traffic areas – These areas have the most increased foot traffic and team member or visitor density compared to your entire office.
  • Density – This refers to how many employees or visitors are in any given area in your office at any given time.

Keep in mind that these are metrics you can easily observe. You can export the monthly, weekly, or even daily analytics into a spreadsheet or PDF with desk hoteling software.

This gives you a detailed report on office space utilization usage and leads to better space management.


There are many reasons why these matter to your business: 


Improved experience for employees and visitors 


An optimized workspace is a productive workspace. This means having a space that’s easy to navigate and one that allows for fewer distractions. These distractions can be a lack of privacy, which affects concentration.

Additionally, this also means a workplace that prioritizes safety and ensures that employees are comfortable. When employees are happier at work, they are more likely to provide their best output.


  • Health and safety

During the pandemic, many organizations adopted room utilization software to accommodate social distancing measures.

Many businesses used these apps along with enforcing hybrid work models and encouraging employees to work from home. However, they can also be used for other purposes, like contact tracing.


  • Better budget management

Desk hoteling program allows managers to get detailed analytics reports on space usage in their offices. With this data, they can cut out unnecessary spending and repurpose under-utilized areas.

As a result, managers can make more cost-effective decisions while taking daily operations and team member safety into account. This results in lower costs and better savings.


Crucial Desk Reservation Software


How Desk Reservation Software Optimizes Under-utilized Office Space


Hoteling software systems can be a valuable asset for businesses adopting flexible work models.

This is because agile corporates and start-ups alike understand the need to make the most out of every available resource. In light of recent global events, space utilization is also crucial in ensuring safety for workers and visitors.

Here are how desk reservation software allow you to make use of space more efficiently:


  1. Desk hoteling software gives an overview of available spaces

Reservation mistakes can, and often do, happen in every office. This is true if the reservation system is not automated.

However, with a hoteling reservation app, employees can reserve rooms more efficiently. Mobile apps allow them to check for available spaces to book, modify, and cancel with minimal conflict.


Additionally, it also allows employees to check available spaces before reserving them. By exporting data, managers can highlight and encourage employees to book specific workspaces that are otherwise idle.


2. A hoteling app with a single sign-on feature provides a convenient tool for employees.


In a hybrid work environment, optimized spaces provide a more productive and convenient environment for workers. Room scheduling apps can assist in creating this environment.

These apps do this by creating a streamlined storage system that allows users to access shared information. With a central directory, employees only need one password to access the tools they need.


These cut down costs and save time, making them excellent tools for productivity.


3. Hoteling software integrates with sensors for real-time space utilization metrics.


Self-reported data is unreliable, but sensors can keep track of valuable data far more efficiently. 

Room booking systems integrate with sensors that display workspace availability in real-time. These sensors can then send data to a central network that can generate an analytics report.

These reports give managers the data they need to make crucial decisions to optimize workplaces. 


4. Streamlined asset management allows managers to keep track of inventory and equipment.


Businesses need to manage their assets efficiently. While these extend to desks and meeting rooms, these also include projectors, TV monitors, and even copier machines.

Aside from rooms and desks, employees can also request reservations for said equipment in the office hoteling software. The system notifies the designated team, who can then check in to see the schedule.


This also lets managers know if any equipment is used frequently and adjust to employees’ needs accordingly. This can be anything from projectors to printers or even copy machines.

Office space is a resource that managers should use in every way possible. The excellent news is optimizing your hybrid workspace doesn’t have to be complicated.

One of the best ways to measure space optimization is with the help of hoteling room reservation systems. While they provide an excellent option for hybrid workspaces and remote employees to alternate work shifts in the office, they can do much more.


With real-time data and an efficient scheduling system, it’s possible to use said spaces to ensure they aren’t idle.

DeskFlex’s innovative software has these features, and more, owing to its customizability. It provides custom programming service to companies with specific needs in their organizational systems.


To learn more, get in touch with us today. 

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