FAQ: Desk Hoteling Software
What is hoteling software?
Desk hoteling software is a powerful tool that can help organizations facilitate desk hoteling and hot desking efforts. It can also help them:
- Create space in the office and drive down real estate costs.
- Drive transparency and clarity through data-driven visibility.
- Keep people – and their comfort, sanitation, and hygiene – at the forefront.
- Track and optimize space utilization.
The right hoteling software can also decrease employee confusion and help team members find the most appropriate space for any given meeting or task. This, inturn, can decrease frustration and maximize space utilization and employee productivity.
What is workspace management?
Workspace management, as the name suggests, is the management and optimization of workspaces to increase space utilization, reduce real estate costs and maximize space efficiency. Today, effective workspace management is achieved using a workspace management softwares. The right software or suite of tools can:
- Maximize space utilization.
- Simplify meeting and space scheduling.
- Help organizations identify and reduce unused space.
- Increase transparency about space availability.
How much money can you save with a work from home (WFH) or hybrid work environment?
Many businesses today have found that they can increase employee satisfaction, maximize productivity and save time and money using a WFH or hybrid work environment, particularly in the wake of COVID-19. And employees prefer this environment. According to a Global Workplace Analytics report, up to two-thirds of people want to work from home, and businesses find that WFH opportunities can increase productivity by 40% - and that’s just scratching the surface.
That’s why many companies have opted for multi-use, activity-based workspaces and desk hoteling tools that make that model possible.
What are the benefits of office hoteling?
When executed effectively, office hoteling, hot desking and “free address” practices can lead to many benefits – both for companies and for their employees. More specifically, office hoteling can:
- Allow for more office networking and collaboration.
- Cut real estate and space utilization costs.
- Increase employee productivity by allowing employees to self-select spaces that best suit their needs.
- Increase employee wellbeing and, by extension, their productivity and performance.
- Lead to higher employee attraction and retention rates.
- Increase business resiliency in the face of unexpected events or workplace disruptions.
How do you create an effective office hoteling program?
If you are transitioning to desk hoteling or office hoteling from a more traditional workplace structure, there are some best practices to keep in mind to ease the transition:
- Allow employees to personalize their space, even in a hoteling environment.
- Create a mix of spaces in your office, including long working tables, designated meeting rooms, computer nooks and more.
- Deploy a robust, easy-to-use hoteling software to streamline day-to-day tasks and increase transparency.
- Enable notifications for bookings, missed check-ins and other key notifications.
- Use utilization reports to drive down costs and optimize your spaces.
- Communicate openly, welcome employee feedback and make sure the system you implement makes sense for employee needs.
What should you consider when researching desk booking software?
The desk booking software that you implement must be robust, well-adopted and easy to use in order for it to be effective for your business. When evaluating vendors and options, consider factors like:
- Ease-of-use: The right desk booking software will allow employees and visitors to book spaces, update reservations and more on their computers, tablets and mobile devices. It will also integrate with their other frequently used tools like Microsoft Teams, Zoom and G Suite for a seamless online experience.
- Reporting and Analytics: The right tool will provide the reporting and analytics needed to track, understand and optimize your operations. Use this information to improve your space utilization, lower operating costs and reduce wasted resources.
- User adoption: No software will be worth the money if it’s ignored or underutilized. Make sure that the software you choose is one that your employees like and that fits in with your existing technological stack.
What’s the purpose of APIs for desk hoteling software?
APIs can help ensure that all your important tools and software can be integrated with your desk hoteling software. With EMS Platform Services, you can create:
- Your own hardware integrations with digital signage, sensors, voice-controlled personal assistants, and more.
- Custom systems integrations such as with lecture capture, HVAC controls, wayfinding software, payment portals, and more.
- Integrations with custom access points such as kiosks or simple mobile apps developed in-house by your organization.
- Marketable integration solutions for EMS customers.
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