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Desk Hoteling Strategies for an Optimized Workspace


By Amit Prasad on January 20, 2021

During the COVID-19 pandemic, traditional physical offices and standard layouts have been increasingly giving way to more organized and flexible modern workspaces. In turn, the popularity of desk hoteling digital tools with remote and mobile access continues to rise.

Desk hoteling offers versatility that both workplace managers and employees can adapt to without the conflict that comes with other traditional approaches to workspace management. Read on to learn about this strategy and how you can smoothly implement it in your organization.

What is Desk Hoteling?

Desk hoteling lets employees reserve specific spaces or facilities in the workplace, such as a desk, workstation, or conference room. These bookable spaces don’t belong to a particular individual but can be accessed by all employees, allowing them greater flexibility and choice over their workstations.

How to Successfully Implement Desk Hoteling

Here are tips to help successfully implement this strategy in your organization:

  1. Short-term and long-term planning

    Take into account your future workforce size and workspace requirements. For example, an upcoming recruitment drive or resumption of a stalled project may increase your office’s occupancy levels. Similarly, account for any work-at-home employees that might be able to report to work in person post-COVID-19.

  2. Secondary logistics

    You might need to make a provision for securely storing employees’ personal belongings because they won’t be having any pre-assigned personal workstations or desks. For instance, you may want to install intelligent lockers, which can be reserved and managed electronically.

  3. Right technology

    Consider adopting an agile workspace management environment using intelligent systems, such as desk hoteling software. To be able to plan ahead, you need visibility into workspace utilization, which is possible with the Internet of Things (IoT) sensors. Be sure to incorporate interactive wayfinding signage and conference room booking functions into the system.

  4. Gradually implement and constantly communicate

    To minimize resistance to implementation, make an early effort to educate your staff about the benefits of desk hoteling. Also, consider implementing the system in phases as you bring more employees on board.

How to Choose the Right Desk Hoteling Software

Good desk hoteling software should be cloud-based, especially to allow remote access and workspace utilization visibility from any physical location. You’ll also want to select a tool that easily integrates with other software in your organization, such as ERP, CRM, and wayfinding apps.

Equally important, consider compatibility with mobile devices and user-friendliness because these factors help make your office hoteling implementation more acceptable to workspace managers and other staff.

The cloud-based QuickFMS offers robust data and real-time visibility into workspace utilization, letting you plan ahead. It gives your staff flexibility and more choice over where they can work, hold a meeting, or accomplish many other tasks in the workplace. QuickFMS Hot Desking Module App offers features of desk hoteling and allows your employees to reserve the space they want on their iOS and Android devices.

Desk Hoteling Software