Why Desk Booking Software Is Important (And How to Implement It) 

 December 20, 2021

Did you know that the concept of booking office spaces isn’t new? Workers in offices with hot desks did not have a dedicated workspace in the 1990s. Instead, they occupied whichever workspaces were available. A desk reservation system allows this to occur today.

There is yet another change taking place to the traditional workspace model. There has been a cultural shift in how employees “go to work,” and that is understandable. Due to the pandemic that has not yet been curbed, 9-to-5 office work is no longer a safe option – or the desired option – for most employees. According to a report by Accenture, workers are inclined to adopt a hybrid model 83% of the time.

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Companies are now breaking out of traditional office wombs and entering a world of flexible, dynamic, and hybrid work models. Organizations should also accommodate employees’ preferences in this regard. Whether it is:

  • Remote work
  • In-the-Office work
  • Hybrid work

Therefore, the question is: how can a company, no matter how large or small, successfully implement a hybrid workspace strategy? The answer lies in desk booking software. But how? Read on to learn more.

An online booking system for desks is what it sounds like.

Imagine you’re planning on eating out at your favorite Italian restaurant this weekend. The ability to make a reservation in advance or to check in directly has been added.

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According to your specific requirements, you’ll receive a confirmation that your table has been successfully reserved on the restaurant’s second floor. If you choose the second option, you will get a table on a first-come, first-served basis, which means you’ll have to accept whatever table is available at the time.

A desk booking software works similarly. In essence, it is a sophisticated software designed to allow employees to book a “desk” or “cubicle” according to their needs for a day or more. Employees can also reserve a desk through a desk booking software, depending on their proximity to colleagues and the amenities they need, such as notepads and desktop computers.

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What is the Process of Desk Booking Software?

Desk booking software enables employees to reserve workstations at a physical office via any interface.

No matter which software they prefer to use to make on-the-go desk reservations or which browser they use to book a desk in advance, they can use any software-enabled platform to:

  • Workstations can be reserved on demand
  • View details, pictures, resources, floor plans, and other related information about a space
  • Choices based on location, type, and availability

Now, there are primarily two ways desk booking management works: Hot Desking and Hotelling. In addition, this is why desk hoteling and hot desking software are sometimes referred to as such booking software.

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


Hoteling at the desk

An employee can locate and claim any available workspace in advance for a certain period of time through this flexible workspace practice. They can make the reservation using a desk booking software app or a web browser. Would you like to learn more about hoteling in the hybrid workplace? Here is everything you need to know.

Working at the desk

Employees arrive at the office facility directly and book a workstation according to availability and demand. The QR codes, RFID tags, etc., can be used by employees to check available desks, which are then assigned in order of arrival. We’ve compiled a list of benefits of implementing hot desks.

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Individual employees will find the desk booking software to be very user-friendly. How does the software work for teams or groups of employees working together? Does it allow them to reserve specific areas for their use? To facilitate easy collaboration, the management may permanently book a huddle of workstations for the team as a “neighborhood.”

The advantages of a desk booking software

There are numerous reasons why companies like Google, IBM, Procter & Gamble, and others rely on desk booking software for hot desking and hoteling. Following is a list of some of them.

1. A reduced footprint on the environment

Maintaining track of the utilization capacity of a particular facility can be simplified by using an effective office desk booking application. Having such data at your fingertips will help you better manage a flexible workforce and eliminate guesswork.

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Therefore, even as your employee count grows, you do not necessarily need to invest in newer offices. Instead, you could limit the number of occupants and rotate employees according to the need for optimal space utilization. By doing so, you will be able to reduce your footprint without incurring any losses.

2. Reduced costs

The ease of managing a hybrid workforce is another benefit of implementing desk booking software. You can reduce incidental charges, like stationery and printer paper, as well as maintenance costs, by tracking occupancy rates regularly. You also save a lot on utility bills by having fewer employees in the office, while at the same time ensuring equitable access to resources.

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3. Promotes flexibility in the workplace

Your employees will have more flexibility with a desk booking system. The desk booking software allows them to easily reserve a station, even a cafeteria slot, days in advance when they have to work on-site. If they arrive at the facility, they’ll know exactly where they need to sit so they won’t be surprised by anything.

Plus, they have complete autonomy over where and how they work. The result is a resilient and empowered workforce that is also highly productive. For this reason, desk booking software is essential for supporting a flexible workforce. In addition to improving employee experience, such a system will also appeal to new talent.

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