How to Choose A Desk Booking Software for Your Hybrid Workplace?

  • Published On: September 24, 2021
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  • Updated On: September 27, 2021
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  • Desk Booking Software


The ideal post-pandemic workplace means modern organizations must monitor occupancy and enforce capacity limits in office premises. And a robust desk booking software holds the potential to tackle multiple workplace management challenges. 

Also Read: What is a Desk Booking Software? 


desk booking software

Firstly, the tool enables on-site workers to choose where they want to work to effectively collaborate with their colleagues while adhering to social distancing guidelines. Since employees can make reservations on the desk booking solution via their smartphones, no face-to-face interaction is involved.

Besides that, the platform makes it easier for facility managers to track and analyze space utilization, 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. Let's begin with a deep dive into how this tool empowers you to manage hybrid workspaces and heighten your organization and its employees' safety. 

Earlier, workplace managers kept an eye on the on-premise traffic but seldom needed to control how many people were huddled in any room. Flash forward to today, companies must focus on de-densification in the workplace. This means organizations have to keep their workplace occupancy low, aligning with protocols designed to control capacity and on-site traffic better.

That's where desk booking software can help. How? Let's see.

#1 Limit On-premise Staff With Desk Booking Software 

hybrid workplace

In the post-Covid-19 era, nearly 55% of workers admitted preferring to work at least three days a week remotely. In such a scenario, if a company adopts a hybrid work model, the employees will work from the office on nearly three days weekly. Here, companies can face multiple operational dilemmas to cope with the new reality that Covid-19 has introduced.

To successfully run a hybrid workspace, employers must enforce safe distancing protocols and eliminate wasted space. Here, desk booking software can help.

How? Let's see. Employees can book desks across conference rooms, cafes, meeting spaces, and more with an intuitive mobile desk booking software app or a self-service kiosk. Facility managers can track pre-scheduled employee visits and occupancy levels in rooms. 

#2 Use Desk Booking Software to Decide Which Teams Will Be On-site 

On a given day, office visitors, including on-site employees, clients, interview candidates, etc., may increase on the premises. Companies must adhere to workplace occupancy limits in such scenarios while ensuring that no high-priority task is dismissed from the to-do list.

Here, companies can allocate desks in relevant office spaces in advance with desk booking software. 

Furthermore, even in a hybrid workspace, some teams may function from on-premise locations concurrently to successfully perform their jobs. Workplace managers can coordinate with various team leads to understand who needs to work on-site the same day and plan desk schedules accordingly with desk booking software.

Bonus Read: Benefits of Hot Desking

#3 Alleviate Front Desk Employees' Burden with Desk Booking Software  

Managing desk schedules with spreadsheets are challenging, especially for mid to large-sized organizations. Here, the larger the company's workforce, the more time and resources the process entails. It could also eventually lead to non-compliance with health safety protocols if you miss a single detail.

Besides, when an individual is responsible for overseeing every employee's request, confirming a room's availability, ensuring optimal on-site occupancy, and recording personnel details, it can quickly eat up their entire day.

That's why once teams have established the best hybrid workplace schedule as per the company's operational requirements, facility managers can create an operational roll-out plan. 

With desk booking software, companies can easily facilitate desk management and simultaneously manage office schedules in different locations. This way, facility managers won't have to coordinate with multiple employees who'll visit the office at any specific hour or even a common time of the week to accommodate a single change.

Hence, desk booking software can help organizations design a schedule that meets their employees' needs efficiently. Space scheduling systems can ease collaboration between on and off-site employees comfortably while maintaining social distancing protocols. 

#4 Deploy Desk Booking Software to Cut Back On Office Expenses

desk booking solution

Another significant benefit of utilizing desk booking software is the ability to lower real estate costs. 73% of senior real estate executives acknowledged that flexible office space is a significant part of their long-term real estate strategies in the post-pandemic era. Besides, today, companies are focusing on creating activity-based workspaces where the aim is to accommodate more employees with fewer but dedicated workspaces.

Desk booking software apps empower you to design a functional modern-day workspace with flexible seating and modular rooms instead of conventional arrangements.

Moreover, if organizations do away with masses of unused space, they can also cut back on paying for the sq. ft., seating, cabling, lighting, internet connectivity, phone, computer systems, etc.

Desk booking software hosts the latest features for office space management and a wealth of potential to tap into right off the bat. Discover answers to the following questions to select an effective, modern-day desk booking software management.

#1 Can You Easily Manage Your Company's Day-to-day Work Schedule Using Desk Booking Software?

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 software to enable workers to select their workspace or station or allocate desks as per their needs can help customize their on-site experiences.

#2 Does Your Desk Management Software Help You Better Manage Your Workplace Capacity?

desk booking system

Since every community worldwide has unique reopening requirements, social distance recommendations, and capacity restrictions, space management is a primary concern today. Whether you plan on scaling up or down, managing workplace capacity is an ebb and flow that must meet the local and societal protocols. 

Using desk booking software, facility managers can comfortably monitor the deployment of desks, spaces, and workstations in the office. Since managing occupancy in workspaces means limiting the number of employees and visitors on-site at any given time, your desk booking system must be equipped accordingly. 

With desk booking software, companies access a massive data pool while keeping a tab on rooms or stations ready for use and in use. This way, workplace managers can tap into an extensive dataset where the seating arrangement is visible and modifiable in real-time. 

Desk booking software also helps organizations prepare for busy days when on-premise rooms are abuzz with visitors, stakeholders, board members, etc. It also informs workers to plan their remote work strategies.

#3 Is Your Smart Desk Booking Software Empowering Your Employees with A Safer, More Productive, Socially Distanced Workspace?

desk booking software free

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, enforce them, and 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 a desk extremely close to an occupied one, the desk booking software should stop that from happening with a simple notification. 

Or, if an employee is gearing up for their mid-day cafeteria break, but the space is crowded as per the guidelines, the system must alert them. Besides that, facility managers can also deactivate desks that don't meet the physical distancing protocols, like leaving a desk or two empty between separate workstations.

#4 Does Your Desk Booking Software Routinely Sync Seating and Workstation Usage?

Imagine this- an employee walks into the office premises. Their mobile automatically checks them in, notifies the rest of the workforce that they are on-site, and 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 to set up their workstation. 

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 intelligent scheduling for managing both on and off-site employees and provide flexibility in choosing between desks ready at a moment's notice or those already reserved offline.

#5 Will Your Desk Booking Software Aid Organization's Cleaning Protocols?

office desk booking software

85% of employees say health and safety in the workplace are more important today than before the Covid-19 pandemic. That's why as companies open doors for employees again, guaranteeing that these shared on-site spaces are clean and hygienic will be pivotal in the hybrid work model's success.

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, knowing that the area needs 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. 

Recommended Reading: WHO Guidelines for Office Sanitization

#6 Does The Desk Booking Software Reduce Overhead Expenses?

When companies configure desk arrangements by teams, neighborhoods, wings, 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 workstations or meeting rooms are more in use, organizations can have the relevant data at their disposal. This way, organizations can convert underused spaces into visitation areas or hybrid meeting rooms with specialized plug-and-play facilities for enhanced productivity.

Overall, companies can lower real estate costs with a productive hybrid workplace backed by innovative desking solutions.

Now that you know how to choose the right desk booking software let's sum up the benefits of deploying a suitable solution.

1. Conduct Spatial and Effective Planning

Adhering to occupancy limits and controlling on-premise traffic ensures employee safety and enables proper space usage. Whether organizations start with 50% on-site capacity during re-entry or keep 80% of employees remote, desk booking software management will ascertain that employees aren't crammed into rooms and workstations are allocated as per the organization's operational requirements.

With flexible desk booking software, pool data on who is on-site, where they are spending time, and how many employees and visitors your facility can safely accommodate.

2. Quantify Space Utilization

In the post-pandemic era, re-imagining real estate and strategic workplace configuration are must-dos for organizations worldwide. With the latest desk booking software in place, quickly measure and quantify space utilization. Answer the following questions quickly.

  • How are individual workstations and shared office spaces being used?
  • Are these spaces backing the on-site workforce or staying underutilized? 
  • Is there room to reduce overhead costs?

3. Create Personalized and Purposeful On-site Experiences 

In a hybrid workplace, lower occupancy translates into more rooms and workstations available for other purposes. For instance, those functioning on-site can utilize these spaces to mitigate downtime effectively. With desk booking software, create a sustainable working model with advanced insights into reserving and releasing desks for multifaceted employee engagement. 

Similarly, the intelligent system enables employees to choose how, when, and why they utilize various offices, thereby customizing their on-site experiences.

Also Read: Hybrid Workplace Challenges & 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 software, empower your employees with the choice to easily 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. 

Further Reading

Desk Booking Software

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