The Coronavirus pandemic is the catalyst for change – but in a downward trend. Economic activities worldwide slowed down or ceased to operate as health and safety measures have become the highest priority. The health crisis posed a threat to national security. For a period, businesses adapted by allowing their employees to work from home. Only essential businesses such as food, medicine, utility, communication, and healthcare sectors were allowed to operate on a skeletal workforce.
The governments could only support their people for a short time. Keeping citizens locked in their homes and out of work dampened the economy in unprecedented ways. Thus, businesses should start to reopen to prevent further collapse of the economy. The gradual reopening of business establishments required health and safety plans implemented before the employees’ return. This plan must include office desk reservation software where they can implement a desk booking system.
Desk booking is the process or strategy of managing and maximizing the use of office spaces, resources, and assets through office booking software technology. Office spaces are the desks, cubicles, workstations, meeting rooms, conference rooms, coworking spaces, car park spaces, collaboration spaces, and private office inside the corporate building. Simultaneously, resources and assets are laptops, projectors, tv screens, conference telephone, speakers, and other work-related equipment.
Hot desk booking software is a program application used for office space and facility management. It enables business owners and their team members to book or reserve workspaces via the web browser, company computer, or mobile app.
Any organization with more than ten (10) members can use office hoteling reservation system technology. Organizations across multi industries can use hot desk management software solutions in their workplaces.
Some of the industries that can use the hot desking software solutions system:
i) Educational institutions
ii) Healthcare sectors
iii) Private companies
iv) Public organizations
v) Financial institutions
vi) Law firms
vii) Business establishments
viii) Industrial complexes
ix) Contact center industries
There are countless reasons why organizations NEED a desk reservation system in the workplace. The ultimate reason for an office desk reservation system is to secure their team members from contracting Coronavirus in the workplace as they return to the office amidst the pandemic.
The DeskFlex hot desk management software is the first to develop COVID-compliant software features that help organizations transition safely back to the office or school campuses.
DeskFlex hot desk management software is the only software technology that can provide the following program functions:
To promote Social Distancing protocols:
Dynamic scheduling is a function that automatically disables nearby desks and workstations that fall within the 2-meter range when some reserves an office space or desk.
Capacity Limit is a feature that allows facility managers to limit or restrict the number of people to reserve a desk or workstation in a floor area. Administrators can set a limit according to the number of desks they would allow the employees to book, or half of the total floor area’s capacity.
Manage Survey is a feature that allows Site Administrators to add, delete, or modify the Social Distancing survey questions that prompt when you log in to the system. Site admins can add their company policies and protocols regarding COVID compliance on their premises.
With DeskFlex visitor management software, guests and visitors can also book a meeting room, conference room, activity venue, and equipment for a specified period. Organizations can rent out their shared spaces to outsiders who want to use their on-campus facilities for their activity. Shared spaces and campus facilities rental can generate additional income for the organization.
To make Contact Tracing easy:
DeskFlex Beacons are the latest innovation used to provide location-based services through Bluetooth signals for the check-in and check-out process. The beacons allow the Bluetooth devices to send and capture information within short distances. As the user moves along the building, the nearest Bluetooth beacon will capture the mobile device’s signal and keep the user’s data.
The Bluetooth beacons send this information to the central server. It keeps a record of every user’s logged-in activity within that day and area. The company admin can retrieve data in case of an outbreak in the office. DeskFlex office desk booking system will display all the logged in users at the time of contact with an infected person.
To maintain sanitation and reduce surface contact:
Automatic desk sanitation software will allow the next user to reserve the desk after the cleaning crew performed workspace sanitation. Users will notice a pop-up message informing them of the available time to create a reservation on the desk, meeting room, workstation, or equipment.
DeskFlex Room Display helps offices and organizations transition back to the office after the COVID lockdowns using the newest contactless room display. The contactless room display helps prevent the spread of infection in the workplace.
The new DeskFlex FlexCube Desk Booking Device comes with a fresh, sleek black box design and more interactive features than its predecessor – the FlexCube Light. The new DeskFlex FlexCube Desk Booking Device is the next-level workspace management device that allows users to view space availability. It will enable users to have contactless check-in and check out using the QR Code scanning and LED lights indicator to determine the workstation’s real-time status.
DeskFlex’s temperature and mask detection feature prevent the spread of infection in the workplace following the COVID-19 pandemic by not allowing tagged individuals from entering the secured facility. It is for the healthcare industry, education, enterprises, businesses, call centers, and government institutions where many people are coming in on any given day.
The workplace is ever-changing, with modern workers demanding an unconventional workplace seating arrangement. The digital business transformation created dynamic work trends that focus on flexibility, collaboration, creativity, and productivity.
Team members are more agile when it comes to performing in their work. There are days team members need to discuss ideas together; there are times when team members need to focus on a task alone and without distractions. These work activities entail several types of workstations and desks. Organizations must rethink the way they design their spaces. To accommodate dynamic work teams, facility managers must consider providing various types of workstations. For example, a collaboration activity needs a long table, where the team members can sit together and discuss a project. A consultation session requires a private room where two workers can talk about work evaluations or equivalent. An office nook can be beneficial to workers who want some quiet time or alone time.
As a result of workplace transformation, organizations need to redesign their offices to accommodate these changes. Thus, with the new set up of workplaces, using hot desking software solutions to organize these resources and avoid team members from getting into conflicts over workspace utilization.
The DeskFlex hot desking software solutions can help in maximizing the use of office spaces in many ways.
Other reasons why organizations should use DeskFlex office reservation system:
With the DeskFlex office reservation system in your company, you and your team members can use the following features in addition to the COVID-compliant functions mentioned above.
The future of workspace is intergenerational, which means it transcends across different generations of workers. Business owners must anticipate the changes in the way people live, work, and use technology in their lives. Leaders must recognize the factors that motivate team members to increase work productivity and retain top talents in the company.
A multi-generation workforce is a combination of young and old employees. Different generations have different preferences and expectations that modern offices must address. According to recent studies, millennial workers prefer to have a better work-life balance, sometimes taking lower pay in exchange for more time off to enjoy life a little bit more. The millennial generation does not care about whoever sits in the best office. Where you sit in the office does not define your position in the organization. They want more flexibility at work and don’t want to spend all day at their desks. They want to try different things, move around, or be able to work from home. Sometimes, they prefer to work standing up rather than sit down. Thus, a diverse workforce poses a real estate challenge for many facility managers handling corporate real estate.
Organizations can use hot desk booking software innovation at any time or whatever stage of their business enterprise. Suppose business owners decide to integrate the desk booking system in their organization. In that case, DeskFlex hot desk room booking systems can integrate seamlessly into existing company networks and can be customized to fit company needs.
You can use desk booking software for hotdesking in every existing industry, practically anywhere an organization is available. The DeskFlex desk booking system is a cloud-based application that allows customers to access the system anywhere in the world. So whether they have a company in the US and Europe, Asia, South Africa, Latin America, or anywhere globally, organizations can use the DeskFlex room booking software.
For example, you can use the desk booking software in managing schools, colleges, and campuses allowing school administrators, faculty, school staff, and students to use the system in accessing classrooms, lecture halls, activity venues, school gyms, laboratories, study spaces, and many more.
Corporate companies such as law firms, banks, accounting firms, consulting firms, advertising firms, etc. can also implement the desk booking system in their organization. Coworking space rental businesses are suitable to use desk booking system in managing their rentable spaces. Real estate businesses can also use hot desk software in managing their offices and buildings.
Healthcare facilities, including clinics, outpatient facilities, diagnostic centers, large hospitals, etc. can maximize the use of their beds, rooms, suites, and medical equipment when using the DeskFlex hot desk software. Government institutions such as the federal government offices can also benefit from the office hoteling reservation system in their organization.
Finally, your business leaders decided to implement the DeskFlex office hoteling reservation software in your organization. After the DeskFlex software developers integrated the office desk reservation software in the company systems, the customer service team will provide company or one-on-one training on using and accessing the DeskFlex desk reservation system.
You and your team members can access the DeskFlex desk reservation system by logging in your company-given credentials to any available device. Download and install the plug-in to your desktop or laptop to start using the reservation system. On your mobile phone, download the DeskFlex mobile application from Apple Store or PlayStore and log-in using your work credentials.
After logging into the DeskFlex system, a pop-up window displaying your company’s COVID19 questionnaire and social distancing policy, which you must confirm and accept. The system will then take you to the Dashboard to perform the desk and room reservation process. Click the Reservation tab and set the required parameters of the booking. Choose the desired date, time, duration, preferred office space, building, related equipment, and you can also enter some notes if you want. Then click the Confirm button to create the reservation.
On the day of your booking, check in to or check out of your office space reservation using the QR code scan on the FlexCube device, Bluetooth syncing, Lobby Kiosks, or through your mobile device. The system will also automatically check you out when the Bluetooth beacon could not sync with your device for 15 minutes.
Aside from the long list of features and functions that DeskFlex hot desk booking software can provide, organizations can enjoy tons of benefits such as the following:
The office building gets the most significant chunk of the overhead expenses budget for any business organization. Companies spend heavily on building rent, utilities, office supplies, and equipment. DeskFlex hot desk booking software can significantly cut the business overhead costs.
If your business has field agents or shifting schedules, two team members can use the same desk at different times or when needed. You can allocate related equipment such as a laptop and telephone line only to that particular desk. You can also allocate utilities such as power and airconditioning units only to the reserved office space. With the DeskFlex desk reservation system, users can view which desks, meeting rooms, and equipment are available on what particular dates so they can schedule their way around it.
Workers are incredibly agile these days. They want to access anything right under their fingertips and any time of the day. Suppose a team member wants to make a desk reservation in the middle of the night, they can conveniently perform the booking process using the mobile application installed on their phones. Likewise, any colleague can decide to cancel or modify his/her reservation at the comfort of his/her home.
Flexibility in choosing their desired workstation can also empower your team members. They can work at any space necessary to finish the task. When team members need to collaborate, they can book a meeting room or coworking space. When they need some solitude to focus on individual work, they can also book an office space suitable to complete the task.
The reports and analytics of the DeskFlex hot desk booking software will display all users’ activities in a summarized graph. The system will generate reports and analytics for the office administrators to study which office spaces are prime spaces and which areas in the office are underutilized. With the reports, business owners can make wise decisions on space planning and redesigning their workplace to meet their team members’ activities and project needs.
There are more rewards than risks that companies can reap when using the DeskFlex hot desking software solutions. An in-depth discussion with each feature and benefits will take a hundred pages if we are to elaborate more. Our help desk is open for inquiries at any time. You can schedule a demo with one of our sales team to experience first-hand how DeskFlex hot desking software solutions work. You can also test our 30-day free trial to see what fits in your organization. Call us now!