January 31, 2022

Did you know that booking office space is not a new concept? In the 1990s, people working at hot desks did not have dedicated workspaces. Rather, they would occupy whatever workstations were available. Fortunately, this can now be done by using a desk reservation system.

The traditional workplace model is undergoing another change as a result of yet another technological advancement. As a result of cultural changes, there has been a change in how employees “go to work,” and that is understandable. Due to the ongoing pandemic that has yet to be curbed, 9-to-5 office work is no longer considered to be a safe option – or a particularly desirable option – for most employees. A study by Accenture found that workers are inclined to adopt hybrid models 83% of the time.

Companies are moving out of traditional office wombs and into a world of flexible, dynamic, and hybrid work models. In this regard, organizations should take into account employee preferences. Examples include:

  • Work at a distance
  • Work done in the office
  • Work in hybrid form

What are the steps a company needs to take to successfully implement a hybrid workspace strategy, no matter how large or small? Workspace management software is the key. Where do you start? Learn more about desk management software.

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Desk booking software – How does it work?

Software for reserving workstations at an office enables employees to do so from any interface.

Regardless of the software they prefer to use to make on-the-go desk reservations or which browser they prefer to use to make a desk reservation in advance, all software-enabled platforms will allow them to do the following:

  • There is the possibility of reserving a workstation on demand
  • Details, pictures, resources, and floor plans for a space are available
  • Location, type, and availability determine choices

Hot Desking and Hotelling are the two primarily ways to manage desk reservations. This is also why hot desking and desk hoteling software are sometimes referred to as such booking software.

Each term describes a set of processes that are more or less similar, but there are some details to keep in mind.


Having a hotel at the desk

It is through this flexible workspace practice that an employee can locate and claim any available workspace in advance for a specified period of time. In either case, the booking can be made using a desktop booking software program or a web browser. If you are interested in learning more about hoteling in the hybrid workplace, please contact us. You will find all the information you need here.

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Sitting at a desk and working

An employee arrives at the office facility directly and books a workstation based on availability and demand. QR codes, RFID tags, etc., can be used to check which desks are available, and those desks are then assigned based on order of arrival. Our team has compiled a list of hot desk benefits.

The software will be easy to use for employees to book their desks. Do you have any ideas on how it will work for teams or groups of employees who are working together? Can they reserve specific areas for themselves? In order to foster easy collaboration, managers may book workstations permanently as a “neighborhood” for the team.

Benefits of a desk booking system

In addition to having numerous reasons as to why companies such as Google, IBM, Procter & Gamble, and others use desk booking software, there are several other reasons as to why companies use desk booking software. The following are a few reasons as to why companies use desk booking software.

1. Reduced environmental impact

Utilizing an effective office desk booking application can simplify keeping track of how a facility is being utilized. You will be able to manage a flexible workforce more effectively if you have such data at your fingertips.

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As a result, even as the number of employees grows, you do not have to invest in new offices. As an alternative, you could limit the number of occupants and rotate employees according to the need to optimize space utilization. If you do this, you will be able to reduce your footprint without sacrificing anything.

2. Cost reductions

Another benefit of implementing desk booking software is the ease with which a hybrid workforce can be managed. Regularly tracking occupancy rates can help you reduce incidental charges, such as stationery and printer paper, as well as maintenance costs. In addition to saving money on utility bills, having fewer employees in the office ensures equitable access to resources.

3. Encourages workplace flexibility

Using a desk booking system will provide your employees with more flexibility. In the days before they need to work on-site, they can reserve a desk, even a cafeteria slot, with the desk booking software. They will know where to sit when they arrive at the facility, so they won’t be surprised by anything.

The location and method of working are completely up to them. In turn, the workforce becomes more resilient and empowered while also becoming more productive. It is important that desk booking software is used to support a flexible workforce. The system will not only improve employee experience, it will also attract new talent.

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