The development of office technology paved the way for increased workers’ productivity leading to the increased business bottom line. Tools emerged to make it easier for team members to simplify processes, enforce necessary company policies, and navigate the workplace’s hot desking system.
Usually, with managing company facilities and resources, office managers aim to optimize spaces in the workplace. To analyze the team members’ movement and activities in the office, the facilities manager must use a reliable workspace management solution that provides comprehensive reports and data on the workers’ use of space.
Now with the Coronavirus pandemic, businesses are facing another challenge in managing office activities and processes. How are they going to safely bring their team members back into the office while maintaining social distancing?
The answer is hot desking solutions.
Hot desking is a workplace management system that allows employees to use any available desk or workstation instead of having assigned permanent desks, which is the traditional office setup.
Large companies practice hot desking in their offices to save real estate costs. For example, if the company has two work shifts, the employees can use the same workstation and equipment to cut down on equipment costs. Other companies believe that agile desks promote teamwork and enhance team morale since team members interact with different departments.
However, it is not all bed of roses for managing office spaces using desk booking system for hot desking. Office hoteling has its set of criticisms. Many employees hate that they cannot call any desk or space in the office their “own” and put up mementos of their personal lives.
Hot desking can also mean the continuous tense of the verb hot desk, which means implementing or participating in the office hoteling system. Typically, you can label the person who practices desk booking as a “hot-desker.”
Hot desking is a two-decade applied concept that proves to be effective in many corporate offices. It has been a fundamental office management technology that continues to be relevant up to the present when the Coronavirus changed the way people operate in their jobs.
It is vital to utilize the powerful functions and features of hot desking software solutions in the time of the COVID-19 for the following reasons:
The term hot desking rose to popularity in the early 1990s following the term hotbed, referring to a bed in a low budget lodging house where two or more people share in shifting schedules. Each person can sleep on the hotbed at a designated time then vacating it for the next lodger. A similar term is related to the Navy practice is hot bunking, with which two sailors working on different shifts use the same bed bunk at alternate times.
Hot desking removes the “assigned” or “permanent” desk, cubicle, or office that they always use and clutter when they deem fit. This office space management strategy uses the “first come, first served” scheme in which the employees can reserve or book any available desk ahead of time or when they up to work.
Using hot desking software solutions provides office workstations for professionals to work as needed in private and coworking office spaces. The team member finds a desk, plugs in or turns on the provided computer, and start working. Office hoteling entails distinct company particulars. For example, one company requires their desks must come with a complete computer set, power supply, and direct desk telephone line. Other organizations will only provide a power supply on each desk so that the team member can bring his laptop to the workplace.
Typically, a desk booking software provider installs, integrates, and provides training to the company’s admin and employees. Before the company signs the contract, the system providers allow a hands-on trial experience of the free hot desking software. When the Organization deems it necessary to their workplace, the software integrates with its existing network solutions and specialized system functions that meet its office management requirements.
The desk hoteling software systems also allow the management to create tiers and access limitations for high-demanded workspaces such as the conference rooms, meeting rooms, project rooms, private offices, and prime located desks. However, the DeskFlex desk booking software can provide sophisticated software systems that can manage parking lots associated with the desks. When setting company events, DeskFlex meeting room booking software ensures the inclusion of audio-visual conference room equipment and can even include Catering features for organizational meetings and conferences.
In most office hoteling companies, they have identical workstations to prevent colleagues’ conflicts on coveting highly prized desks. Therefore, for the team members to sit with the right “group”, some companies created “neighborhoods” consisting of colored walls, static printed or digital signages, and mousepads to identify their department. For example, when a team member belongs to the red zone, that indicates he/she is from the marketing department, or maybe the blue zone for the creative department, and so on.
Different companies have varying specifications depending on the environment, but there are fundamental factors to consider:
Utilizing hot desking software aims to maximize office spaces, lessen real estate risks, and reduce underutilized office spaces. Free hot desking software is suitable for private offices and coworking spaces. The flexibility related to the office hoteling system is often linked to increased team member innovation, while the social interaction between the team encourages multi-department collaboration.
The office hoteling system’s benefits and usefulness may be countless; however, not all work styles and industries can adapt to the free desk arrangements.
Organizations that handle highly sensitive and classified data may need a more private solution. Simultaneously, teams that require constant collaboration throughout the day could get frustrated at the ever changing seating system. Training new hires necessitate different considerations, and finding colleagues may prove tasking for some.
In these cases, allotting an office space or desk within a coworking office will provide team members a more controlled and consistent workspace while giving others the perks of the wider coworking space community.
Whether you’re a freelancer or running an agile team, free hot desking software can help you increase work productivity without boundaries. It allows organizational and business leaders to expand into new markets or employing talented individuals across the globe unfettered by the long term costs and commitment of traditional office space.
Companies that are already enjoying the benefits of desk hoteling include the United States Patent and Trademark Office that practiced successful teleworking set up since the 90s. Citi bank also jumped into the office hoteling practice in the early 2000s. Recent years showed the upsurge of open office plans that support desk hoteling system. Famous companies such as Lego, Microsoft, Google, Facebook, etc. are hot desking their office spaces, resources, and assets.
Ultimately, you can significantly grow your Organization using the desk booking system for hot desking because it exposes you to fresh, innovative opportunities while giving you access to the top professionals from across the world.