7 meilleures pratiques d'hôtellerie de bureau que chaque organisation devrait connaître

Open floor plans and hoteling, also known as desk reservations, offer numerous benefits to the office. These include improved collaboration and reduced real estate costs. But to achieve this, business leaders must implement it in a way that benefits both the organization and team members.

Once you’ve made sure it’s right for your business, you need to ensure your implementation plan takes into account various existing factors. Some organizations want to reduce real estate expenses and improve office space, while others want a more flexible workforce. Either way, you’ll need to empower your employees to find a quiet, productive space and a space for meetings and collaboration.

The office changes necessary for a successful introduction to hospitality also support a mobile workforce, attracting and retaining top talent. However, mobility doesn’t just mean working from home. It can also mean finding the right hospitality app to book and seat guests anywhere in the office. Or it could be being able to seamlessly connect to video conferencing software if your teammates aren’t in the office.

You want to ensure your new office strategy meets the diverse needs and expectations of your team members. To make that possible, here are seven best practices you should know.

1: Create different types of spaces

When it comes to effective workspaces, one setup isn’t enough. You need a variety of spaces, especially when you consider the needs of different team members. For example, some days, a marketing specialist might be brainstorming new projects with other team members. Or they might be working with another department for external events and need some alone time to create the necessary materials. Both situations require different workspaces, and you should have them in your office.

With hospitality software, you can easily support your team members whose roles require a high level of flexibility. Allowing them to choose from different spaces will allow them to be their most productive selves. The system will help them secure their space, whether it’s comfortable seating, socially active workspaces, or long work tables.

2: Allow customization

Take a look at traditional offices. You’ll likely see many ways team members have marked the office as their territory. This could be by displaying photos, arranging personal belongings on the table, or adding a personal touch. Unsurprisingly, people expect this type of work layout to not allow for personalized spaces.

This work system opens the door to unique storage ideas. It helps facility managers provide a separate space that allows for a variety of customizations. A recent forum revealed that an enriched office where employees can customize their work environment leads to a 15% increase in productivity.

3: Adopt well-established hotel software

There’s nothing worse than showing up to work each morning without a secure workstation for the day. There may be free spaces available, but they may not be suitable or conducive to productive work.

This is a common problem in traditional office space layouts. When facility managers assign a permanent seat to all team members, some may dislike their area. Factors include lighting, noise, space size, accessibility to other equipment and tools, and the people around them. This, in turn, leads to unmotivated team members and low overall productivity.

With the right office hoteling software, you can easily implement a first-come, first-served system for your team members. Uncertainty can be stressful for some people, and using the right system can help them avoid unforeseen situations. For example, a team needs to collaborate or discuss a project but can’t find a space. They can use the app to find the best room to accommodate their group or determine which room will be available soon.

Businesses want systems that will significantly streamline their booking process. And as technology has advanced, shared office models have also evolved to become simpler, feature-rich, and customizable. Features of ideal office hoteling software include:

• Detection and reservation of workspaces based on user permissions

• Displaying available rooms based on availability, type and location

• Displaying photos, floor plans and details related to each space

4: Enable notifications for all missed check-ins and abandoned bookings

Adopting office booking software helps reduce the pain of uncertainty that accompanies flexible workspaces. However, it can also potentially be abused. Instead of risking needing a workspace that may not be available, team members often reserve rooms or areas « just in case. » This practice potentially leads to unattended workspaces and potentially a significant decrease in productivity, sales, or ROI.

Implementing a simple check-in and check-out process for a hotel helps you identify no-shows and abandoned reservations. You can reopen the space to those using it just 15 minutes after each scheduled reservation. Monitoring your space usage is fairly simple with the right software.

5: Make excellent use of usage reports

Underutilized space only increases costs, and the main driver of the global shift to office hoteling is the elimination of poorly utilized space.

Facility managers and business owners can make data-driven decisions to optimize space utilization through reports that capture and analyze usage information. Applications and software systems automatically record reservation and usage history and generate a summary of office space reservations.

Overall, smart use of room booking system reports helps you eliminate unnecessary spaces or improve them based on the preferences of your team members.

6: Keep the work environment safe and clean

Employees are often on the move, bringing many germs back to the office. This increases the risk of spreading disease, especially now that there is a health crisis underway.

And because it’s risky, ensuring workspace sanitation is vital. Team members must understand the basics of good hygiene, and the company must invest in regular deep cleaning services.

In addition, your software system should have essential features for an automated cleaning and sanitation program. It can act as an alarm or detect newly vacated seats and keep them unavailable until they are disinfected.

7: Involve your team members before the transition

Change is difficult because it can be significant and impactful. Even if everyone involved in the change believes in a positive outcome, it will still be difficult. On the other hand, if your team members aren’t supportive of the proposed changes, the process will either be more difficult or a complete failure. Here are some basic steps you may need:

• Involve your team members in the transition to office hospitality, especially those who will be most affected.
• Gather as many opinions as you can, i.e., feedback from a small group or representative team.
• Create a trial run to see, on a small scale, how things will turn out. This allows you to learn from future mistakes before they significantly impact your business or organization.
• Make sure you have an effective strategy to counter any potential problems and establish a solid foundation

Office hoteling best practices and desk booking software not only create open spaces for collaboration; they also reduce real estate costs. It’s a comprehensive strategy for modern workplaces aimed at implementing a systematic, thorough, and precise internal process. According to research, the best practices discussed in this article are the most effective. And, of course, with the right technology and techniques, you can have a flexible, productive, and cost-effective office.