Logiciel de réservation de bureau : qu’est-ce que c’est?
Posted on May 16, 2022 by wis_wp
Pour mettre en œuvre avec succès une stratégie de lieu de travail hybride, vous avez besoin d’un logiciel de réservation de bureau. Ce blog explore ce qu’est un logiciel de réservation de bureau et comment l’implémenter.
Est-ce que vous savez que le concept de ‘réservation’ des espaces à bureaux n’est pas naissant ? Dans les années 1990, les employés qui travaillaient dans les bureaux avec hotdesking n’avaient pas des postes de travail attribué. Au lieu de ça ils pouvaient prendre n’importe quel bureau qui était disponible à ce moment. Voilà ce que les logiciels de réservation de bureaux offrent dans le contexte actuel.
Comme vous le savez, le lieu de travail traditionnel est en pleine transformation encore. Il y avait un changement culturel dans la façon dont les employés « vont au travail » et on peut le comprendre. Sans que la pandémie soit endiguée un travail de 9h à 5h au bureau n’est plus sûr – ni l’option souhaitée – pour la plupart des employés. Selon un rapport par Accenture, les travailleurs préfèrent un modèle hybride 83% du temps.
Nous voyons aujourd’hui des entreprises sortir de la sécurité des bureaux traditionnels et rentrer dans un nouveau monde des modèles de travail flexibles, dynamiques et hybrides. Cela signifie également que les organisations devront tenir compte des préférences du salarié. Que ça soit :
Le travail à distance
Travail au bureau
La flexibilité entre le travail sur place et le travail à distance
Donc maintenant, la question, c’est : comment une entreprise, qu’elle soit grande ou petite, peut mettre en œuvre une telle stratégie pour lieu de travail hybride avec succès ? C’est ici qu’intervient un logiciel de réservation de bureaux. Comment?
Examinons ceci en détail ci-dessous.
Qu’est-ce que c’est un logiciel de réservation de bureaux?
Imaginez que vous pensez à manger chez votre restaurant italien préféré le weekend. Vous pouvez soit réserver une table en avance soit aller sur place directement.
Dans le premier cas, vous allez recevoir une confirmation que votre table a été bien réservée au deuxième étage du restaurant d’après votre besoin spécifique. Entre-temps, dans le deuxième cas, vous allez recevoir une table sur la base du premier arrivé premier servi, donc vous devrez prendre la table qui est disponible à ce moment.
Un logiciel de réservation de bureaux marche dans la même façon. C’est essentiellement un logiciel sophistiqué construit en utilisant un système des codes qui permet aux employés de réserver une table de bureau ou bien une cabine pour la journée ou plus si nécessaire. Les employés peuvent aussi réclamer une table avec un logiciel de réservation de bureaux en fonction de la proximité avec les collègues ou les installations nécessaires comme les bloc-notes ou les ordinateurs.
Toutes les réservations sont faites avec une appli intégrée avec le logiciel de réservation de bureaux qui démontre une carte visuelle de l’ensemble de l’établissement, y compris les espaces de travail individuels, les bureaux, les salles communes, les salles de conférence etc. Et chaque demande de réservation et approuvée soit automatiquement, soit par un dirigeant d’entreprise/gestionnaire (ou bien une équipe de gestion) responsable pour encadrer les réservations.
Comment fonctionne-t-il un logiciel de réservation de bureaux?
Un logiciel de réservation de bureaux permet aux employés de réserver un poste de travail au bureau en utilisant n’importe quelle interface.
S’ils préfèrent utiliser un logiciel sur le puce pour réserver des bureaux ou bien un navigateur pour réserver un bureau préalablement, ils peuvent accéder à n’importe quelle plateforme de logiciel pour :
Identifier et réserver des postes de travail sur demande
Vérifier des détails, des images, des ressources, des plans d’étage et d’autres information pour un espace précis
Filtrer des choix selon la disponibilité, le lieu et le type
Il y a essentiellement deux façons dont la gestion de réservation de bureaux fonction : Hot desking (le bureau partagé) et«les bureaux à la carte». C’est aussi la raison pour laquelle ce type de logiciel est parfois appelé ‘logiciel de hot desking’ ou ‘logiciel des bureaux à la carte.
Alors que chaque terme définie un ensemble de processus plus ou moins semblable, il y a des particularités spécifiques que vous devez savoir.
Les bureaux à la carte: C’est une pratique de travail flexible où les employés peuvent trouver et réclamer en avance un espace de travail disponible pendant une certaine période. Ils peuvent s’appuyer sur un logiciel appli de réservation de bureaux ou bien sur un navigateur pour faire la réservation.
Hot Desking : Avec ça, les employés viennent directement aux locaux de bureau et réservent un poste de travail sous réserve de la disponibilité et la demande. Les employés peuvent utiliser les codes QR, les étiquettes RFID etc pour vérifier la disponibilité des bureaux, qui sont ensuite affectés dans l’ordre d’arrivée.
Sans doute le logiciel de réservation de bureaux est incroyablement convivial pour les employés individuels. Mais que passe-t-il si une équipe ou un groupe d’employés ont besoin de collaborer ? Comment ils peuvent réserver un espace spécifique pour l’utilisation ?
Dans ce cas, la direction peut réserver en permanence un ensemble des postes de travail pour l’équipe comme un « quartier » pour faciliter la collaboration.
Pour offrir aux entreprises le meilleur des deux mondes, la plupart des logiciels de réservation de bureaux permet aux employés d’utiliser aussi bien ‘les bureaux à la carte’ que les ‘hot desks’.
Mais, il y a plus encore ! En plus d’un assortiment des caractéristiques utiles, le logiciel de réservation de bureaux est livré avec toute une gamme d’avantages.
Les avantages d’un logiciel de réservation de bureaux
Il y a plusieurs raisons pour lesquelles les géants tels que Google, IBM, Procter & Gamble, et les autres ont misé sur les logiciels de réservation de bureaux pour hot desking et pour les bureaux à la carte. Certaines sont examinées ci-dessous :
a. Le logiciel de réservation de bureau réduit l’empreinte immobilière
Un logiciel de réservation de bureaux efficace aidera à surveiller l’utilisation de capacité d’une installation particulière. Avec de telles données au bout des doigts, vous gérerez mieux une main-d’œuvre souple ne laissant rien au hasard.
Donc, même si le nombre de vos salariés augmente, vous n’avez pas vraiment besoin d’investir dans les nouveaux bureaux.
Au lieu de ça, vous pouvez imposer des limites sur les nombres d’occupants et établir un système de rotation selon le besoin pour l’utilisation optimale de l’espace. Cela peut réduire votre empreinte immobilière considérablement sans aucune perte.
Prenez l’exemple de HSBC. Le PDG du géant financier et d’autre cadres supérieurs ont récemment renoncé leurs bureaux de travail en faveur de hot desking à travers un logiciel de réservation de bureaux. Un pas qui aidera la société à réduire son empreinte immobilière par 40%. Cela créera des économies sur des frais de location grâce à l’efficacité de logiciel de réservation de bureaux de la société.
b. Augmentation des économies de coûts
Outre les coûts des immobilières, la mise en œuvre d’un logiciel de réservation de bureaux facilite la gestion d’une main d’œuvre hybride. Avec la surveillance régulière du taux d’occupation, vous pouvez réduire les frais imprévus comme la papeterie et papierde l’imprimanteet aussi les coûts d’entretien. Avec moins d’employés qui travaillent au bureau vous économiserez considérablement sur les factures de services tout en permettant l’accès équitable aux ressources du bureau.
Bon exemple : Les bureaux de Chicago de EY étaient les premiers de commencer les bureaux à la carte il y a vingt ans. Depuis, les économies annuelles de la société étaient prévues à $47 millions ou plus en raison de la réduction par mètre carré.
c. Logiciel de réservation de bureau qui prend en charge une main-d’œuvre mobile
Si vous mettait en œuvre un système de réservation de bureau, vos employés auraient plus de flexibilité. Chaque fois qu’ils ont besoin de travailler sur place, ils peuvent facilement réserver une poste, même un emplacement dans la cafétéria, des jours en avance en utilisant le logiciel de réservation de bureau. Et quand ils arrivent au local, ils sauront où exactement ils devront s’asseoir sans mauvaises surprises.
En plus de ça, ils auront l’autonomie complète pour choisir où et comment ils travaillent. Cela favorise une main-d’œuvre résiliente et autonome qui est aussi extrêmement productive. Ainsi, un logiciel de réservation de bureaux est crucial pour le soutien d’une main-d’œuvre mobile. Un tel système solide aidera aussi à améliorer l’expérience des employés et plaire aux nouveaux talents.
d. Gestion visiteur efficace
Pas seulement les employés mais aussi les pigistes, les entrepreneurs, les clients et les consultants peuvent accéder à vos locaux sans problème. Un logiciel sophistiqué de réservation de bureaux apporte un moyen efficace pour gérer les visiteurs. Au lieu de maintenir un registre des visiteurs, le logiciel de réservation de bureaux vous permet de fournir des laissez-passer digitaux pour faciliter la surveillance des activités et la tenue de registre.
Vous pouvez aussi contrôler la température aux points d’entrée pour maintenir la sécurité soigneusement. Avec la pandémie qui continue à nous menacer, ce logiciel de réservation de bureaux est une technologie supérieure pour gagner la confiance de vos partenaires commerciaux quand ils arrivent pour le travail.
Donc est-ce que les avantages de réservation de bureaux vous semblent bien pour votre entreprise ? Alors, n’hésitez pas à déployer un logiciel de réservation de bureaux. Mais une fois que vous avez choisi le fournisseur le plus adapté vient la mise en œuvre. C’est ici que cela devient un peu plus compliqué.
Comment mettre en œuvre un logiciel de réservation de bureaux?
Il ne fait aucun doute que le passage soudain au travail à distance après la pandémie de COVID-19 était une expérience bouleversante, surtout pour les employés habitués au mode de travail traditionnel. Pour les protéger d’une expérience similaire vous devez soigneusement mettre en œuvre un logiciel de réservation de bureaux pour faire avancer la stratégie de l’espace de travail hybride.
La transition d’un modèle de travail 9h à 5h à un modèle asynchrone devrait sembler harmonieuse pour vos employés, pas interruptive. Cela dit, laissons-nous comprendre comment vous pouvez commencer avec succès.
a. Rédiger une stratégie utilisateur pour votre logiciel de réservation de bureaux
Aucun changement opérationnel doit être fait du jour au lendemain, sans parler des décisions qui concerne la bonne volonté de vos employés. Pour assurer qu’il n’y a pas d’embûches, commencez par rédiger une stratégie pour le nouveau modèle hybride.
Posez les questions comme les suivantes : Est-ce que la présence des employés est obligatoire sur certains jours ? Est-ce qu’une équipe des employés peuvent réclamer un espace spécifique ? Est-ce que les demandes de réservation des bureaux doivent être approuvées automatiquement ? Ou est-ce que vous avez besoin d’un responsable pour contrôler l’usage d’espace ? Une fois que les objectifs sont clarifiés et la stratégie est prête, envoyez l’information à l’ensemble de votre entreprise et tenez chaque employé au courant, qu’ils soient permanents ou contractuels. Ceci créera les attentes des salariés avant la réalisation effective.
Toutefois, les efforts ne doivent pas s’arrêter une fois que le logiciel de réservation des bureaux a été mise en œuvre. Il est également essentiel de communiquer fréquemment et régulièrement aux employés au sujet des :
Meilleures pratiques d’utilisations d’espace de travail flexibles
Le processus de l’intégration de l’appli de réservation des bureaux et les outils qui l’entourent
Les avantages de réservation des bureaux
De telles initiatives spécifiques peuvent également vous aider à motiver des différentes équipes à adopter plus vite le logiciel de réservation des bureaux.
b. Créer un code de pratique pour le logiciel de réservation de bureau
Pour garder tous les employés, y inclus des équipes spécifiques, des entrepreneurs et des pigistes sur la même longueur d’ondes, vous devez imposer un ensemble de bonnes pratiques et des procédures que les employés devront suivre.
Documenter toutes les directives comme les suivantes :
Des règles opérationnelles pour les utilisateurs du logiciel de réservation de bureaux
Des espaces de travail réservable et dédiés
Des étapes pour réserver un poste de travail
Comment chercher le soutien informatique
Avoir un tel document en place facilitera l’accueil pour les nouveaux employés également.
c. Fournir une expérience cohérente
Quand les employés devront venir au bureau pour le travail, il ne devrait y avoir aucun délai ou inconvénients quelconque. Qu’ils utilisent le logiciel de réservation de bureaux ou bien des kiosques sur place, ils doivent rapidement trouver un espace de travail dans un lieu spécifique sur demande.
Ce qui nous ramène aux ressources et les commodités disponibles pour la collaboration. Puisque quelques équipiers travaillent à domicile, les employés qui travaillent sur place devront aussi avoir accès rapide à un ensemble d’outils et technologies collaboratifs et robustes. Ceci les permettra à communiquer facilement et réaliser les objectifs de l’équipe sans difficulté.
En plus, pour identifier de telles lacunes dans votre plan d’exécution, continuez de contrôler les données de l’utilisation d’espace et prenez des indices depuis des pratiques de répartition des sièges et des griefs des employés communs pour améliorer l’expérience d’utilisateur.
d. Améliorer l’exécution du logiciel de réservation des bureaux
Pendant que vous êtes encore au stage initial, vous devrez vous concentrer sur l’amélioration de la mise en œuvre du logiciel au niveau de l’équipe. Il y aura de nombreux essais et erreurs avant que vous mettiez en œuvre et exécutiez le logiciel de réservation des bureaux. L’idée est de contrôler chaque processus pour apporter des solutions lorsqu’un problème se présente.
Alors, au lieu de compter sur la démo de fournisseur, de différentes équipes devront utiliser les plans de formation personnalisés pour leurs besoins spécifiques.
Autformation : Encouragez vos employés à lire des modes d’emploi et accéder aux autres ressources explicatives pour obtenir une meilleure compréhension du logiciel de réservation des bureaux.
La formation entre pairs : Demandez aux chefs d’équipes/superviseurs à assurer des formations individuelles en apportant des aperçus et des exemples pour l’appli de réservation des bureaux et des autres outils.
Avec un tel plan et exécution robuste, vous pouvez assurer que vos employés et l’organisation profitent du logiciel de réservation des bureaux.
Investissez dans un logiciel de réservation des bureaux efficace
Puisque les espaces de travail hybrides sont encore en train d’évoluer, vous aurez besoin d’un logiciel de réservation des bureaux et d’autre infrastructure hautement efficace pour répondre directement aux besoins des employés.
Le logiciel de réservation des bureaux de WorkInSync offre la meilleure solution pour vos difficultés hotdesking. Avec une appli de réservation des bureaux qui est extrêmement intuitive, vos employés peuvent réserver des postes de travail en avance, localiser des collègues, filtrer des commodités et accéder au statut d’assainissement en temps réel.
En plus, la plate-forme vous permet de réserver un ensemble particulier des bureaux pour des équipes spécifiques pour créer des « quartiers » et faciliter la collaboration fluide. Faites une demande de démo de notre logiciel de réservation des bureaux ici.
Desk booking software has been around for quite some time. However, in the post-COVID world, it serves a much larger purpose. It helps offices comply with safety guidelines for disinfection, social distancing, and not exceeding floor capacity limits. Thus, it forms the basis of a hybrid work environment that several companies are now adopting.
Switching to flexible working demands willingness and the ability to adapt to changing situations. If it is not flexible, it is not hybrid, period. So big and small changes are an integral part of a hybrid work model.
If your hybrid workplace is up for revamp, you must know the latest and the best desk booking trends in the market today. You could be an IT manager, a facility manager, or an HR manager – we will help you stay updated.
How do You Decide What Needs to Change in a Hybrid Workplace?
Before you go ahead with a full-blown revamp, planning and prioritizing will help you save time and money. More importantly, you will realize its benefits sooner and how.
1. Take Note of Usage Patterns and Preferences
When you first switch to a hybrid work model, things may not pan out as per the plan. Even if it does, there is always scope for improvement. Do not be surprised to find processes circumvented or equipment lying unused. Identify your space requirements and list things you can do better in version two of your hybrid work model.
2. Speak to the Users, Your Employees
Space utilization data is half the story – the other half comes from qualitative surveys and anecdotal evidence. If users say they call to book desk because the app crashes all the time, you know what to fix.
Running periodic surveys will help you decide the scope of revamping better. You can get significant insights about
Admittedly, a hybrid work model would be new for most companies. Also, many could be on the cusp of significant changes – accelerated growth, bigger teams, more locations, and so on. Factor such possibilities into your plan. It helps save time later.
Popular Desk Booking Trends in Hybrid Workplace
Once you have your requirements, it is time to start exploring the best options in the market. Here are a few features businesses are increasingly looking for in a desk booking solution. Make sure you have these on your list when revamping your hybrid workplace.
Desk Booking Trends 1: Elasticity in Inventory Management
Right now, you could have 20 percent of your workers visiting the office. If the regulations allow, it could be 60 percent soon. Consequently, your desk inventory requirements change. Therefore, you must pick a solution that offers you elasticity in inventory management.
Desk Booking Trends 2: Occupancy Sensors
Knowing when a desk is unoccupied and for what duration helps in several ways. For one, the housekeeping staff can clean and disinfect it without disturbing work. And say, if a desk stays occupied for only 5 percent or 10 percent of the time, you can try and optimize its usage.
IoT-based sensors can help you get this data with ease. So, make sure you have it on your shopping list.
Desk Booking Trends 3: Real-time Monitoring
Data helps you make the right decisions. Real-time data helps make decisions in time. If a desk booking system collects real-time data and presents it through an easy-to-understand dashboard, go for it. Of course, it must also have other must-have features from your list of requirements.
When booking a desk, employees have their priorities and preference – natural light, low noise, or in-person collaboration with other team members. A desk booking solution should provide these details to help employees choose a suitable desk. Understandably, it reduces changes in booking and cancellation requests.
Another critical aspect of delivering a good user experience is to take a mobile-first approach. Choose a solution that lets employees book desks through a mobile application. At the same time, the backend desk management should also be accessible on a smartphone.
Not using a mobile-based solution takes away much-needed flexibility from the users. And flexibility forms the bedrock of the hybrid work model.
Desk Booking Trends 6: Automated request handling
The user experience of facility and IT managers managing desk bookings is equally crucial. If one were to handle booking and cancellations manually, a desk booking system serves little purpose.
Ideally, a desk booking solution must release a seat to the available pool post-cancellation. It must also handle change requests for time or location without manual intervention.
Desk Booking Trends 7: Modular Solutions
Uncertainty has always been a part of doing business. If anything, the pandemic only held a magnifying glass to it. Therefore, companies today prefer solutions where they buy capabilities incrementally when needed.
It helps minimize initial investment by not spending on features you do not require at the moment. However, you might need those later as you grow. A modular desk booking solution helps you do it with minimal effort.
The above list captures the common emerging trends in desk booking customer preferences across industries. While most companies are looking for these features, they have other unique requirements too. However, if one were to pick a common denominator, it is employee experience.
Employee experience has emerged as a compass for decision-making in a hybrid work model. It has helped companies attract and retain talent. A seamless hybrid work model experience also boosts employee productivity. So, striving to provide a great user experience is a win-win for both businesses and employees.
If a desk booking solution is known for its relentless focus on exceptional user experience, make sure you shortlist it. If it is also modular and flexible while meeting your requirements, buy it.
Stay tuned to know about the latest desk booking solutions and hybrid work models. Subscribe to the WorkInSync blog now!
Purchasing an office desk reservation software is the first step towards fuss-free hybrid workplace management. From parking spaces to conference rooms, a hybrid work model needs management for all. Therefore, similar software can be helpful.
But for the software to be effective, organizations must implement it well. However, most organizations falter at this step. Some reasons being-
Resistance to change on the employees’ end to the new system
Integration issues with the current systems
Prolonged software implementation phase leading to a loss in employee productivity
Lack of support for off-site employees using the software
While these problems seem overwhelming at first, a strong implementation strategy can help you bypass them altogether. Wondering where you should get started while deploying an office desk reservation software? Here are some steps to set you right on track.
Identify the Key Use Cases of the Office Desk Reservation Software
All your office colleagues will interact with an office desk reservation software once it’s deployed organization-wide. But not everyone will use it the same way, especially if your office is transitioning to a hybrid model of work. Some use cases include-
Employees reserve their desk space using the office desk reservation software before coming into the office
In-office employees use the software’s desk hoteling and reservation tools
Team leaders track utilization data and simplify the reservation system
There may arise such situations when these cases overlap. Nevertheless, it is important to come up with a set of rules to avoid any friction along the way. But before you do, ask these questions to help you determine the constraints of the guidelines.
Do all the employees need to come into the office on certain days?
Do you need a manager to approve and book spaces?
Along with the office desk reservation software, do you need an on-site manager to keep an eye on office space usage?
Can desks and rooms be reserved in advance?
When these constraints are clearly laid out, drafting a policy becomes easier.
Draft a Policy for the Office Desk Reservation Software
One of the main problems of deploying new software is low company-wide adoption rates. There are a few reasons for the same.
These can be either failure to highlight their benefits to employees or a lax attitude while implementing them. Thankfully, a policy combats both these issues in one go by communicating the same to all employees.
Here are the policies you can adopt when deploying an office desk reservation software.
Provide a comprehensive set of benefits to the employees. Outline the booked desk experience
Highlight the deployment phases
Let your employees know how the workflow can change
By adopting a set of policies, you can make the adopting better.
Build Out the Office Desk Reservation Software for Your Office
Most software comes with options to switch between automated versus manual modes, tweak real time data collection and reporting methods. They set up communication for employees who work on-site and work from home. Some can even integrate with a pre-existing system.
Remember, using the software daily shouldn’t seem like a chore. So, consider your employee’s needs and expectations to build an office desk reservation software workflow that feels intuitive the first time.
There is also an additional benefit. You can also go the extra mile to reduce employee hesitation to adopt the new software too.
Want to understand if an office desk reservation software is optimized for office-wide implementation? Ask a few employees to test it first. This does two things.
First, it helps you identify any roadblocks while using the software. It also helps you understand what kind of additional training is required to get acquainted with it.
Secondly, you get quick feedback from real-world users, helping you recalibrate training. This can also help you with software optimization before implementing it company-wide.
Create Guidelines for Employees
Before providing training to your employees, ensure that all employees are on the same page. To do this, you can send out detailed guidelines to use the office desk reservation software. Some things you can include are-
Steps for booking a desk
How to book desks to maintain safe distance in the office
Areas that can be reserved through the office desk reservation software
How to send a booking request
What to do when the server is down
How to contact IT support
With these, adoption of an office desk reservation software will become easier.
Training and Deployment of the Office Desk Reservation Software
Keep in mind even if the office desk reservation software is intuitive, not all employees can figure it out by themselves. Hence, providing training to all your employees is crucial.
Clear employee schedules and prioritize training by allocating dedicated resources towards it. Doing this helps employees focus on learning the software without stressing about work, thereby increasing employee buy-in.
Additionally, you can also phase out software deployment and give advance notice regarding the deadlines and the rollout methods.
For instance, you could introduce the software in one meeting, address any questions in another, cover one usage example in another, etc.
Whichever training and rollout strategy you choose, ensure you provide enough processing time for the employees. This makes them more receptive to using the new office desk reservation software.
Implementing an office desk reservation software doesn’t stop at successful deployment. Ensuring that employees have a hassle-free software utilization experience from thereon is just as important.
Make sure the software is free of bugs and has the required server capabilities to handle large loads. And while you’re at it, make it easier for employees to report any glitches so that they can be rectified at the earliest.
Lastly, keep a close eye on your desk utilization metrics to identify any gaps in software deployment, and use these clues to improve the user experience.
A successful software rollout boils down to two things- how well it is implemented and how easily one can use the software itself. While the above steps help you ultimately increase employee buy-in, having intuitive software in the first place speeds up the process.
WorkInSync’s office desk reservation software is one such example. Available as web and mobile apps, you get a plethora of features.
Along with desk booking, it also helps you filter amenities, send messages, locate employees, and optimize space while being cognizant of the latest social distancing guidelines. What’s more, it comes with features that allow for seamless integration with existing software too.
Desk booking systems ensure the safety of employees, improve productivity, and reduce real estate costs. They are integral to the hybrid workplace. This blog explores the top 3 desk booking software for IT managers.
Desk booking systems have become essential to post-COVID workplaces. Most businesses are now resuming work from the office, albeit cautiously. They have forfeited the concept of full strength; social distancing norms are equivalent to the Holy Bible. There are restrictions on the number of desks allowed.
If you are an IT Manager, you will need a reliable desk booking system to manage your workplace.
Finding the right desk booking system is never an easy decision, and it is difficult as it impacts every department of your company. The ideal solution will help you do more than book spaces. A capable reservation system will facilitate desk hoteling, make floor plans, collect and utilize data in real-time.
Not choosing the right one could lead to mismanagement, loss of efficiency, and even chaos. If it does not work, it will have few takers beyond the first couple of weeks. People will circumvent it or ask you to book one on their behalf. If you were to do it manually, what good would your investment in a desk booking system be?
To make your shopping experience easy and fruitful, we have compiled the list of the top three desk booking systems available in the market.
Tribeloo Desk Booking Systems
Tribeloo is a cloud-based centralized desk booking system, and it comes with a host of handy features. The three that stand out in the current situation are:
a. Controlled Seating
You can approve requests for office visits through automated workflow, and it helps you avoid overcrowding and allocate seating to the visiting employees.
b. Cleaning Alerts from the Desk Booking Systems
With multiple users in a day, desks can quickly spread infection. Regular cleaning is a must to minimize the risk. Tribeloo’s solution provides timely alerts for disinfecting seats pre- and post-use.
c. Contact Tracing
The in-built contact tracing feature completes the Tribeloo booking system, making it a good choice in the post-pandemic world.
Topping it all is the analytics that comes with the package. It provides insights that can help improve employee satisfaction and optimize real estate investments.
WorkinSync Desk Booking Systems
WorkInSync is a cloud-based SaaS platform that offers comprehensive solutions for a hybrid workplace. You get the complete package – desk booking, employee scheduling, hot-desking, contactless access Management, visitor management, interactive maps, space management, and space utilization analytics. Following are a few of its many strengths:
a. Advance Booking
The desk booking feature enables employees to book their desks with ease. It also allows them to view where their colleagues are seated.
b. Hot Desking
The sense of flexibility extends to the desk booking systems. For employees who decide to visit the office on the same day, adhoc bookings can be made using the hot desking feature.
c. Centralized Dashboard for the Desk Booking Systems
WorkinSync’s dashboard takes the guesswork out of employee activity. It provides all relevant employee data – where your employees are, when they sign in/ sign out, which desks or conference rooms are reserved, who is complying with safety protocols, and who isn’t, all from a single dashboard for easy planning across all facilities.
d. Sanitization Flow
Employee health depends on the frequency and effectiveness of sanitization. With WorkinSync, you can track and monitor sanitization efforts without disturbing any employee’s workday.
Eden Workplace Desk Booking Systems
Eden Workplace is a relatively new entrant to the workplace management solutions industry. It offers basic features like reservations and neighborhood discovery that allow employees to find and sit with their teams.
Workplace managers can assign flexible or permanent desks with ease. It also comes with an in-built analytics tool to enable optimum space utilization.
Which of the Above Desk Booking Systems Should You Pick?
There are several options available in the market. However, to make sure you pick the right one, use the three-point test:
1. Are the Desk Booking Systems Easy to Integrate with Other Solutions?
If you cannot easily integrate it with your Google calendar or collaboration tool (Slack or Teams), the solution would be of little use in a hybrid work model. Therefore, easy integration is the first thing to look for.
2. Are the Desk Booking Systems Scalable?
Scalability is not limited to the number of desks, and it includes locations as well. A lot of companies today have a workforce spread across the globe. With COVID-19 accelerating the trend of hiring a global workforce, you may soon have multiple small hubs functioning as offices.
So, scalability is a must-have feature in a desk booking system.
3. Is the Vendor Well-Equipped to Service Your Post-Purchase Requirement?
A desk booking solution is a long-term investment, and in many ways, it functions as an enabler of your hybrid workplace. Therefore, it pays to invest in a sustainable solution in the long run. The vendor you choose must handle and service your needs even post-purchase.
Post-purchase requirements could include maintenance, integration of new tools, and a helpdesk to troubleshoot or answer queries. Typically, vendors offering a suite of solutions can serve you better than ones with standalone products.
For example, if you need a new or additional solution, products from a single vendor are easier to integrate.
A hybrid workplace is the need of the hour. While 54% of employees cheer remote culture, isolation is a significant challenge.
Hence, companies are trying to strike a balance between onsite and remote work by embracing hybrid work. However, creating and managing a hybrid workplace is challenging. Fortunately, a desk booking solution can help you out!
A desk booking solution is a technology that streamlines the process of booking a space/ desk in an office. It enables employees to reserve spaces for a fixed time, depending on their needs.
Why do you need to implement a desk booking solution? Well, in a modern hybrid work environment, things can get a lot more complicated.
If the following seven signs look like your everyday office scenario, you need a desk booking solution.
#1 Only A Desk Booking Solution helps You Implement Social Distancing
Safety is the number one priority for organizations. As the manager, you must implement proper social distancing protocols. Contact tracing measures are necessary to gain employees’ confidence.
But, without a map to depict the state of your workplace, reconfiguration to maintain physical distance will be impossible.
A desk booking solution can eliminate this confusion. You can see office space status in real-time. You can automatically reconfigure your premises according to your social distancing policy.
#2 You Have Difficulty Managing Your Seats
The influx of people to the office is going to fluctuate in a hybrid workplace. While hot desking booking can be effective, there are pitfalls to the one-size-fits-all approach.
A desk booking solution can make it easier for you to implement a flexible yet effective seating arrangement. With real-time data on the status of occupied desks, you will have an accurate estimate of the in-office employees.
Using your desk booking solution, you can determine whether your new work environment can accommodate the returning employees.
#3 Without A Desk Booking Solution, You Can’t Accommodates New Employees
When you hire a new employee, you need to welcome them with an available workspace. A lack of office space may give off the wrong impression and may harm the image of your company.
If you find it challenging to find a vacant desk, it is because you don’t know which desks are available. A desk booking solution makes it convenient for your facilities team and department managers to view vacant spaces.
A desk booking solution gives your new employees an easy way to search and book office space using a mobile app.
The pandemic has caused a unique problem. While office spaces are underutilized, most need to larger workspaces to comply with social distancing norms.
Even with hybrid work, your space management strategy should be robust enough to allow you to identify and address these issues. With a desk booking solution, you can see which desks your employees prefer to book often and which ones they avoid.
Once you identify them, you can analyze why.
With similar information, you can make adequate rearrangements using a desk booking solution. For instance, you can convert underutilized spaces to meeting rooms.
#5 No Desk Booking Solution = High Maintenance Costs
To achieve a cost-effective allocation of resources, you first need to understand the available desks. Moreover, you need to comprehend their usage.
With a desk booking solution, you will have a 360-degree view of your office. This will allow you to track how employees are using different spaces in the office. You can discover where you are squandering your resources and manage desk allocation more efficiently with this data.
#6 You Can’t Relocate
Even under fair weather, relocation can be a hassle. Poor space management can exacerbate it further. Without a desk booking solution, you will fail to anticipate how moving one group of employees will impact another. This will further cloud your judgments regarding the desks required.
With a desk booking solution, you will have the data to visualize these scenarios before relocating office equipment.
Once you have the needs of your employees figured out, you can design your new office layout and floor plan. Furthermore, you can seamlessly arrange your desks.
#7 Without a Desk Booking Solution, You Have No Data
Hybrid workspaces will likely be the future of work worldwide. And your workplace model should be adaptable to the growth of your company.
You can anticipate the projected growth of your company, capital investments, and increase in company strength. But how can you factor in your current office spaces and see how they will hold up when your company grows? Well, a desk booking solution can bridge the gap.
A desk booking solution can integrate with third-party apps and provide required space utilization data. By analyzing this data, you can gain insight into maintaining your desk booking strategy.
With the evolution of the hybrid work model, you know you need to make changes to your office space. Additionally, you need to accommodate the emerging operational needs. A desk booking solution can guide you and help you identify where to start.
WorkInSync’s desk booking solution has an innovative, intuitive, and user-friendly interface that enables employees to reserve a desk with ease. And, at the same time, it allows them to collaborate seamlessly in a safe and flexible working environment.
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As offices reopen and hybrid workspaces gain traction, desk booking software seems to be propelled to the spotlight. This blog explores how a desk booking solution can allow organizations manage their hybrid workplace. It also highlights the best ways to make the solution accessible to all.
The world transformed overnight. The onset of the COVID-19 pandemic changed how companies think about workspaces significantly. The spread of the Coronavirus propelled nearly 47% of companies to adapt to remote working full-time to promote employee safety. But with vaccination programs picking up pace worldwide, organizations are slowly calling employees back to the office.
How to Make Desk Booking Software Accessible for All?
One can think of accessibility for a desk booking software in two prominent ways:
Ensuring the software can be utilized by employees regardless of the work hierarchy and their location
Making sure all employees can use the desk booking system easily
Here’s an overview of both these measures.
1. Accessibility of a Desk Booking Software Through Its Features
To make sure the company’s desk booking software is accessible, choose a software that comes with easy, interactive features.
a. Opt for a Cloud-Based Desk Booking Software
A cloud-based desk booking software allows employees to book desks from any location worldwide with a working internet connection. Since utilization data is updated instantly on the cloud, one can also look at the number of available desks immediately. This further eases the hot-desking process. Moreover, cloud-based software reduces the storage space required to save desk booking data significantly, helping the company save costs.
b. Choose a Software That Allows Making Bookings Through a Mobile App
To make remote bookings smoother, choose a desk booking software that comes with a designated mobile app. This eliminates the hassle of running traditional web pages on small mobile screens and makes navigation easy.
Desk booking software mobile apps come with features like QR code scanning and RF-ID scanning. This allows you to book desks without touching a public screen.
c. Facilitate Decentralized Desk Booking Through Software
Many desk booking software work on centralized models. This means that employees submit a request for booking a space, which is then approved by the manager. This process consumes a lot of time and increases the burden on managers to make decisions.
Instead, using desk booking software with multiple booking access allows employees to book available desks. All without a manager’s approval, saving valuable time.
2. Improving Accessibility by Training the Employees to Use Desk Booking Software Effectively
Facility managers are responsible for making an optimized, functional office space. But they also need to ensure that employees at all levels know how to use the tool is equally important. Hence, upon installing desk booking software in the office, facility managers can provide employees with sufficient training to use them. Here are a few tips for doing this.
a. Ensure All Employees Know the Benefits That Come With Using the New Software
Employees are more likely to explore new software when they know the tangible benefits associated with using it. Desk booking software allows you to book desks of your choice. This helps save time required to search for a desk. It also helps maintain social distancing to reduce health risks.
Facility managers can schedule virtual meeting sessions with the employees.
b. Schedule Timely Training Sessions
Employees at all levels are bound to have busy schedules. Hence, employers need to actively prioritize getting employees to learn the desk booking system. They need to schedule training sessions for the employees.
c. Set Manageable Deadlines and Plan the Rollout Methods
Employees may require time to get acquainted with the new software and use them effectively. You can organize training sessions to help your employees get acquainted. You can help them understand the different use cases and how to use it.
Team leaders and managers can also conduct sessions to discuss any employee concerns in using the new software.
d. Choose the Right Format for Training
While choosing a training format, consider that the company will have both in-office and remote employees. This may require different training methods to learn the software. So, instead of lengthy presentations, you can go for a format that captures the necessary theoretical basics. Furthermore, you can add a software demo or mock use sessions.
Ensure that the training sessions are recorded. The training documents should be distributed in advance to make the sessions valuable for all employees. In addition, employers can make the training interactive with processes with drills, etc., to boost learning retention.
The Bottom Line
When employees know how to use desk booking software, they can efficiently reserve desks of their choice. They can also comply with the physical distancing measures. Managers can benefit from actionable and timely insights about desk usage. This will further allow them to manage facility resources effectively and deploy cleaning staff routinely to maintain office sanitization requirements.
With WorkInSync’s desk booking system, leverage solutions manifold, simplify the desk reservation process, and ensure employees’ safe return to offices. Our solution integrates with apps like Microsoft Teams, Slack, and Google Assistant, enabling smoother collaborations in a hybrid work environment. Get in touch with us to know more and schedule a demo today!
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Choosing a desk booking software takes time and effort. As an IT Manager, you would have quite a few things on your plate already. So, we decided to make shopping easy for you with a ready reckoner checklist highlighted in this blog.
Are you planning to reopen your office space soon? It is not a hidden fact that offices are going to be very different. Social distancing and other health safety regulations will alter the way a physical office space works.
For starters, you can’t have all your employees back working together. Therefore, adopting the hybrid model is the only choice. Desk booking will be at the heart of this new hybrid workplace.
It primarily allows employees to find and book desks. For managers, it is all about space utilization.
We have put together a list of features that an IT Manager should look for when investing in a desk booking software.
What do You Look for When Buying Desk Booking Software?
A desk booking system must have a few essentials regardless of how many feel-good features it is marketed with. Here we list the basic features that you must look for:
1. It must support both hoteling and hot-desking
Hoteling and hot-desking are two different concepts. While the former allows advance booking, the latter makes desks available on a first-come-first-serve basis. Being equipped with both features provides greater flexibility and requires the least manual intervention. You wouldn’t want to have a dedicated resource to manage what is meant to be an automated system.
2. Desk booking software must have web and app versions
Employees should be able to book spaces from any location, any time, for the desk booking system to be truly useful. Having web and mobile app versions makes it possible. The availability of multiple interpretations is also an indicator of product maturity – which translates into lesser problems.
3. ‘Neighborhood’ discovery is an essential feature of an excellent desk booking software
A desk booking software should help employees book seats maintaining a safe distance from their colleagues. It is necessary to know who is seated next to the desk they wish to book.
Without a comprehensive floor plan, productivity might take a hit. It might also lead to tech adoption problems, and employees may end up circumventing the system.
4. Easy to integrate it with other applications and hardware
If the solution you purchase doesn’t integrate with your current systems, it is of little use. If it takes some effort to integrate, you must ensure it’s minimal.
Anyone with experience in IT management knows how difficult it could get to make two systems work together if one of them doesn’t support it. You might not want to buy software that is difficult to integrate with your current one for the same reason. Easy integration helps you save time during implementation and post-implementation maintenance too.
A desk booking system contains employees’ personal information and real-time utilization data. Therefore, the solution you pick should have enterprise-grade encryption and must comply with privacy standards. If it provides SSO support, then it’s all the better.
6. It must increase your efficiency and improve space optimization
Your desk booking solution must be intelligent to handle exceptions like no-shows, enable staggered visit times, predict overcrowding, and stop bookings when required. Without this level of automation, you could end up questioning yourself on the purchase. What good is automation if it needs constant human intervention?
7. Must be cost-effective and deliver a positive ROI
When you look for a cost of a solution, look beyond the license or subscription cost. Make sure you factor in the implementation, upgrading, and maintenance costs.
A solution that requires constant technical support for integration and upgrades could end up costing significantly more money in the long run. At times, a higher upfront cost may be a cheaper option. Hence, spending some time on due diligence could save long-term expenses.
What Else Matters When Buying Desk Booking Software?
Apart from the other features, here are other points that would serve you well:
1. Your primary goal must be to optimize space
It could be tempting to book software that does more than desk booking. However, you must exercise caution to ensure that you do not move into areas that lead to discomfort or delay in adoption. For instance, few solutions cross into the territories of employee tracking. It might perhaps make people hesitant to use it.
2. Is it a modular solution that you can add new features to later on?
Businesses are more dynamic than ever. You might register sudden growth or may pivot into a new model. In situations like these, you would be thankful if your solution adapts to the changing business reality.
3. Would you want to extend the booking feature to other equipment or assets?
If you are using software for desk booking, you would want to extend it to rooms, projectors, scanners, or any other piece of equipment that various teams share among themselves. Check with your vendor if the solution offers such flexibility.
4. Is it intuitive enough to use or demands extensive training?
Often a great tool doesn’t find a large number of users due to its complexity. It inadvertently incentivizes people to look away and find simple ways of working. So, user-friendliness is one of the critical success factors in a desk booking software’s implementation. Choose one that requires minimal training and doesn’t break if employees try to experiment and learn.
It is now a fact that flexible workplaces are here to stay. So, any investment you make towards it is a long-term investment. A desk booking software is an indispensable component of the new workplace you are building.
As an IT manager tasked with finding desk hoteling software, you must find a feasible solution. Armed with this checklist, you should be able to find a suitable solution faster.
Stay tuned to know more about hybrid work and its software that makes a seamless transition possible.
Choosing A Desk Booking Software for Your Hybrid Workplace
Posted on September 24, 2021 by wis_wp
Desk booking software is an essential component of a hybrid workplace. But how to choose the right desk booking system for your hybrid workplace. This blog explores the criteria you should keep in mind before choosing one.
A desk booking system enables employees to book desks for a period. Interactive floor plans allows them to find their team members and sit near them for easier collaboration. The platform makes it easier for facility managers to track and analyze space utilization data. They can also keep shared workspaces sanitized, and ensure employee safety from threatening viral elements.
Here’s an in-depth guide to help you select a desk booking software well suited for your organization.
How to Choose The Desk Booking Software Perfect for Your Organization?
#1 A Desk Booking Software Should Easily Manage Your Company’s Day-to-day Work
Hot-desking or hoteling equips employees with more flexibility to reserve a workstation that successfully complements their daily and weekly needs. This is especially vital in the modern-day office structure when employees switch between off-site and on-site tasks.
Using desk booking system to enable workers to select their workspace can help customize their on-site experiences.
#2 Desk Management Software Should Help You Better Manage Your Workplace Capacity
Every organization across the globe have to meet social distancing protocols. This means capacity restrictions.
Using desk booking software, facility managers can comfortably monitor the occupancy rate of desks. They can limit the number of employees in the office.
With desk booking software, companies access a massive data pool while keeping a tab on desks already in use. This way, workplace managers can prevent overcrowding in the office. With the space utilization data, they can get real-time visibility on occupancy.
Desk booking software also helps organizations prepare for busy days.
#3 The Desk Booking Software Should Promote Safe Workplaces
Unfortunately, social distancing norms can feel too stringent in workspaces, especially when employees return to offices after a long time. Maintaining a healthy workplace management strategy means finding ways to promote appropriate practices and enforce them. This can ensure productivity without damaging employee morale. The right desk booking software enables you to do that and more.
Here’s how. A good desking tool will help companies capture, track, and analyze employees’ on-site activities, warranting adherence to all prescribed guidelines. Ultimately, workplace managers can automate the system to send alerts to employees. For instance, if a worker tries to book an out-of-limit desk, the software should prevent the same.
Besides that, facility managers can also deactivate desks that don’t meet the physical distancing protocols. For instance, they can leave a desk or two empty between separate workstations.
#4 It Should Routinely Sync Seating and Workstation Usage
Imagine this- an employee walks into the office premises. Their mobile automatically checks them in. It also notifies the rest of the workforce that they are on-site. The app also directs them towards their allocated desk.
A modern desk booking software will ensure that it books a workstation suited to the employees’ requirements.
Besides, when the employee leaves for the day, the system automatically releases their desk for another employee.
In a hybrid workplace, this automated check-in and seat allocation will help facilitate improved space management. Facility managers can use the data- of when a station is occupied or released- to effectively manage on-premise occupancy.
Moreover, this way, organizations can reduce the number of “ghost bookings” where desks appear reserved but empty. Desk booking software must ensure scheduling for both on-site and remote employees.
#5 The Desk Booking Software Should Aid Organization’s Cleaning Protocols
Organizations can sync up their cleaning operations with automated seat allotment processes with desk booking software management.
For instance, if an employee releases a workstation, the custodial staff will simultaneously receive a notification for cleaning. The designated desk can go offline or appear deactivated for employees until the sanitation team sanitizes it.
Facility managers can easily use connected workplace communication tools to relay information between multiple teams and synchronize operations.
When companies configure desk arrangements by teams or even individuals, it offers a clear idea of how office space is utilized. It, in turn, also unlocks ways to optimize the in-use space. Besides, the desk booking software must offer actionable intelligence on allocating and manipulating spaces across the office premises.
It will also equip companies with insights into what kinds of work setups are in demand today. Whether employees opt for isolated desks, organizations can have the relevant data at their disposal. This way, organizations can convert underused spaces into visitation areas or meeting rooms with specialized facilities for enhanced productivity.
Overall, companies can lower real estate costs with a productive hybrid workplace backed by innovative desking solutions.
Employees will ultimately drive the hybrid workplace revolution, but an organization’s operational success hinges on suitable desk scheduling solutions.
With WorkInSync’s desk booking web and mobile app, empower your employees to reserve workstations and see where their colleagues are seated. Moreover, book-specific sets of desks for teams to improve on-site collaboration while following social distancing protocols.
Check out our suite of desk booking solution today. Subscribe to our blog and stay updated with the latest desk booking software updates.
Did you know the concept of “booking” office spaces isn’t nascent? In the 1990s, employees working in offices with hot desking did not have a dedicated workspace. Instead, they could take up whatever desk was available at the time. This is essentially what desk booking software offers in the modern context.
As you know, the traditional workspace model is undergoing yet another facelift. There has been a cultural shift in how employees “go to work,” and understandably so. With the pandemic yet to be curbed, a 9-to-5 work in office is no longer a safe option for most employees. According to a reportby Accenture, workers are inclined towards a hybrid model 83% of the time.
We’re now looking at companies emerging from traditional office wombs and into a brand-new world of hybrid work models. This also means organizations need to accommodate employee preferences. Be it:
So, now, the question is: how can a company, whether big or small, execute such a hybrid workspace strategy successfully? This is precisely where a desk booking software comes into the picture. How? Let’s explore in detail below.
What is a Desk Booking Software?
Imagine you’re thinking of eating out at your favorite Italian restaurant over the weekend. Now, you can either make a table reservation in advance or check in directly.
In the first case, you’ll receive a confirmation that your table has been reserved successfully. Meanwhile, in the second case, you will get a table on a first-come, first-served basis. This means you’ll have to take whatever table is available at the time.
A desk booking software works in a similar fashion. It is essentially a sophisticated software crafted to allow employees to book a “desk” for a day or more. Workers can also claim a desk depending on proximity to colleagues or amenities required, such as notepads or desktops.
All the bookings are made using a mobile app that demonstrates a visual floor plan of the entire facility. This includes individual workspaces, offices, common rooms, conference rooms, etc. And each booking request is either approved automatically or by a company manager/supervisor.
How Does a Desk Booking Software Work?
A desk booking solution allows employees to reserve a workstation at the physical office using any interface. They can access any software-enabled platform to:
Identify and reserve workstations on demand
Check out details, pictures, resources, floor maps, and other related information for a particular space
Filter choices depending on availability, location, and type
Now, there are primarily two ways desk booking management works: Hot Desking and Hoteling. This is also the reason why such booking software is occasionally called desk hoteling or hot desking software.
While each term defines a set of more or less similar processes, there are specific particularities you should know about.
This is a flexible workspace practice wherein employees can find and claim any available workspace in advance for a certain period. They can rely on a desk booking software app or web browser to make the reservation. Want to more about hoteling in the hybrid workplace? You can read about hoteling here.
Here, the employees directly come to the office and book a workstation depending on the availability at the time. Employees can use QR codes, RFID tags, etc., to check available desks, which are then assigned in the order of arrival. We have put together a list of advantages of implementing hot desking. Learn more about the benefits of hot desking here.
Undoubtedly, the desk booking software is incredibly user-friendly for individual employees. But what if a team or group of employees needs to collaborate? How can they reserve a specific area for use? In such a case, management can permanently book workstations for the team to facilitate easy collaboration.
To give organizations the best of both worlds, most desk booking software allows both hoteling and hot desking features.
Alongside an assortment of useful features, the desk booking software also comes with a slew of benefits.
Advantages of a Desk Booking Software
There are numerous reasons why giants like Google, IBM, Procter & Gamble, and more have relied on desk booking software. Some of those are discussed below.
1. Reduced Real Estate Footprint
An efficient office desk booking software will help keep tabs on the utilization capacity of a particular facility. With such data insights at your fingertips, you will better manage a flexible workforce while leaving guesswork behind.
So, even as your employee count goes up, you don’t necessarily need to invest in newer office spaces. Instead, you can put caps on the occupancy numbers and rotate employees based on the necessity for optimal space usage. This can bring down your real estate footprint significantly without a loss.
For example, HSBC’s CEO and other senior managers recently relinquished their work desk in favor of hot desking. A move that will help the company reduce its real estate footprint by 40%. This will also translate to enhanced savings on leasing officespaces, all thanks to the company’s effective desk booking software.
Besides the real estate costs, implementing desk booking software allows for the easy management of a hybrid workforce. With regular tracking of occupancy rates, you can bring down incidental charges, like stationery and printer paper, along with maintenance costs. Fewer employees working in the office also means you’re saving a considerable amount on utility bills. All the while allowing equitable access to office resources.
Case in point: EY’s Chicago offices first started the office hoteling trend some two decades ago. Since then, the company’s annual savings were earmarked at $47 million or more due to reduced square footage.
3. Supports a Flexible Workforce
If you’ve implemented a desk booking system, your employees will have greater flexibility. Whenever they have to work on-site, they can easily reserve a station, days in advance using the desk booking software. And when they arrive at the facility, they’ll know exactly where they need to sit without any nasty surprises in tow.
On top of that, they get complete autonomy to choose where and how they work. This fosters a resilient and empowered workforce that is also immensely productive. Thus, a desk booking software is crucial for supporting a flexible workforce. Such a robust system will also help improve the employee experience and appeal to new talent.
So does the upsides of desk booking sound like a sweet deal for your company? Then don’t think twice about deploying desk booking software. But once you’ve decided on a suitable vendor, next comes implementation.
How to Implement a Desk Booking Software?
The sudden move to remote work after the COVID-19 outbreak was unarguably a jarring experience. To spare them another similar experience, you must carefully implement a desk booking software to get the hybrid workspace strategy rolling.
The transition from a 9-to-5 workspace model to an asynchronous one should feel seamless to your employees, not interruptive. With that said, let us understand how you can get started successfully.
1. Draft a User Policy for Your Desk Booking Software
No business changes should be made overnight, let alone decisions that concern the goodwill of your employees. To make sure there are no bumps along the way, begin by drafting a policy for the new hybrid model.
Ask questions like:
Is employee attendance mandatory on certain days?
Can a team of employees claim a specific area?
Should desk reservation requests be approved automatically?
Do you need a manager to monitor the space use?
Once the objectives are cleared and the policy ready to roll, send out the information company-wide. Keep every employee in the loop, whether permanent or contractual. This will build employee expectations before the actual implementation.
However, the efforts shouldn’t stop once the desk booking software has been rolled out. It is also essential that you carry out frequent and consistent communication to inform employees about:
Best practices for using a flexible workspace
The onboarding process for the desk booking app and related tools
Desk booking benefits
Such dedicated initiatives and efforts can also help you encourage faster adoption of the desk booking software by different teams.
To keep all the employees on the same page, you should enforce a set of good practices.
Having such a document in place will facilitate easy onboarding for the new hires as well.
3. Provide a Consistent Experience
When employees need to come to the officefor work, there should be no delays or discomforts. When they’re using the desk booking software, they should quickly locate a workspace within a particular location on demand.
That also brings us to the resources and amenities available for collaboration. The tools should be readily available to both on-site and remote workers. This will enable them to keep the communication going and execute team-specific goals without difficulty.
Moreover, to identify such gaps in your implementation plan, keep monitoring the space utilization data. Take clues from the seating practices and common employee grievances to improve the user experience.
4. Improve Implementation of the Desk Booking Software
While still at the initial stage, you should focus on improving the software implementation at the team level. There will be several trials and errors before you can successfully implement and run the desk booking software. The idea is to monitor every process to provide remedial solutions as and when a problem surfaces.
So instead of relying on the stock vendor demo, different teams should use training plans customized for their specific requirements. These can include:
With such robust planning and execution, you can ensure your employees and the organization are benefitting from your desk booking software.
Invest in an Effective Desk Booking Software
With hybrid workspaces still evolving and changing, you will need highly effective desk booking software. All of it to meet the employee demands head-on.
WorkInSync’s desk booking software offers the perfect solution to your hot desking woes. With a highly institutive desk booking app, your employees can book workstations in advance. They can also locate coworkers, filter amenities, and access real-time sanitization status.
Also, the platform allows you to manage your space efficiently, while maintaining social distancing protocols.
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