As businesses seek ways to maximize space utilization and foster a more collaborative work environment for their employees, desk booking and activity-based working are gaining popularity. Desk booking refers to reserving an office desk or other workspace in advance through a digital platform so that employees can sit where they want when they arrive at work. It’s sometimes called “hoteling” since it frees workers from being based in a single office.
When setting up activity-based working and desk booking, keep in mind the following:
The point of desk hoteling is to ensure that your employees get what they need for work and provide the best environment to foster their productivity. Before employees reserve a desk, ensure they can access all the tech and spaces needed, including laptops, displays, a huddle room, a conference room, and charging cables. When you lay all your amenities, employees can easily access which desks and areas they need.
Employees will be most able to do their work in the most productive setting if the company gives clear instructions on reserving desks and which areas are most suited for their projects. Besides that, consider the average office space per employee to keep the environment open. Being isolated in a room might mentally suffocate your employees, reducing their productivity.
Provide an overview of available desks through floor plans or other visual representations before employees reserve a desk. Most hoteling software provides you with a 3D floor map of your resources with amenities included to provide all your resources available. Always ensure that your software provider has this service for comprehensive information.
Communicate your policies regarding late arrivals, extended stays, and other relevant aspects of desk booking. Promote open lines of communication between groups so that everyone knows who is working in which areas at any given time.
If you want to transition your workplace into an activity-based environment, carefully planning the setup is essential. Consider what types of desks or workspaces benefit each of your teams best and how they can book beforehand. Consider how you can manage resources and what policies you can best implement. Above all, ensure employees have the tools and guidance to utilize desk booking and activity-based working without issues.
Training is necessary if you want your employees to use the desk hoteling system effectively. Give your employees instructions on how to check in and out of their assigned workplace, make desk reservations, and do anything else they need to know.
Keep an eye on how your employees utilize the desk hoteling system to ensure it is in good use. Through this, you can fine-tune the system as time goes on. Additionally, encourage your employees to provide input on the desk hoteling system. Doing so will guarantee that your system keeps evolving to accommodate your team’s and company’s requirements.
With the right approach, your workplace can become an efficient, collaborative environment that allows teams to thrive. Allowing your company to become susceptible to technological advancement, especially in desk booking, will help your management.
Desk booking systems can help alleviate potential tensions and boost morale in the workplace by preventing overlap in reservations. By allowing workers to reserve empty desks, this function prevents overbooking and double-booking. The technology delivers a snapshot of available desks, streamlining desk allocation and reducing management stress.
Employees periodically can have disagreements with their coworkers about their chosen workstations and specific desks. Desk bookings allow workers to reserve a workstation in advance, minimizing the potential for scheduling issues. The result is a calmer, more productive workplace.
When employees are traditionally assigned desks, some may sit empty for long periods. With desk booking systems, firms can track occupancy and consumption, allowing for more efficient space management. Smaller organizations can benefit significantly from more innovative office space utilization because of the rent and utility cost savings.
Providing employees with more options in their work schedules has been shown to boost job satisfaction and decrease turnover rates for firms. Several companies now permit employees to work from home or use a “hot desk app” setup. By allowing workers to reserve desks or other workspaces in advance, desk booking systems can facilitate such arrangements.
Companies must take social distancing measures and provide a secure workplace for employees in light of the COVID-19 epidemic. With the help of desk booking systems, firms may track employee desk usage and enforce social distance policies. In this way, companies may safeguard their employees’ health and avoid the spread of contamination.
Desk booking systems are valuable for optimizing office space utilization and preventing administrative headaches. It enables companies to expedite desk allocation and prevent potential disputes between employees by providing real-time availability, maximizing the use of office space, offering flexible working arrangements, and meeting health and safety laws. As a result, desk booking systems have grown in popularity among companies that want to organize their workplaces better.