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Hot desking built for Outlook
WHAT IS HOT DESKING?
Hot desking is a modern office arrangement that eliminates needing fixed, personalized workstations.
Because of remote work, some companies have experienced their office buildings being left half or completely empty. To ensure that expensive office space is utilized effectively, some organizations opt-in for a desk booking solution either by hot desking or desk hoteling.
Hot desks or desk hoteling removes personal desks and makes workspaces bookable. This is smart because organizations can gather data on workplace utilization and make informed decisions to improve their offices. Another benefit is that companies can cut down on desk space if some of their employees prefer to work partly or entirely remotely.
One of the most intelligent aspects of these desk booking solutions is the ability to collect valuable data. Organizations can gather insights on workplace utilization, tracking which spaces are most used, at what times, and by whom. Such data provides a wealth of information, allowing businesses to make informed decisions about office design, spatial arrangements, and even lease agreements. This is pivotal in creating environments that foster both productivity and well-being.
HOW DOES HOT DESKING WORK?
Hot desking can be managed in several ways. Some companies use a first-come, first-served approach, also known as the ad-hoc approach where employees can choose any available workstation upon arrival. This can happen through a QR code or a small display attached to the desired desk that lets you book it instantly.
Most companies prefer a reservation system or desk booking software, where your employees can book a workstation in advance, online or through a dedicated mobile app. This approach is influenced by hotel bookings where you book accommodation for the day which is why it is commonly known as desk hoteling or office hoteling.
It is important to choose a desk booking solution integrated into your enterprise software: Microsoft or Google. This will allow you to gather advanced analytics on desk bookings, as well as meeting room utilization.
In addition to these features, a good desk booking software should be intuitive, flexible, and reliable. It should provide users with the tools they need to manage their workspace reservations easily, while also providing managers with the data they need to make data-driven decisions about their workspace utilization.
Overall, desk booking software can be a great way to automate processes and optimize workspace usage. By finding a software solution that meets your organization's needs, you can streamline your booking process and make your workplace more efficient.
HOW TO IMPLEMENT HOT DESKING
If you're planning to incorporate hot desking into your hybrid work setup, there are a few things to keep in mind. Taking a broader approach to the topic can be beneficial because it provides you with the opportunity to implement it and have success with it.
Essential office equipment for hybrid work
To ensure that your workplace is ready for hybrid work, there are a few things you should consider. Firstly, it's essential to make sure your employees have access to the necessary technical tools and software solutions to work from anywhere. This could include cloud-based services, collaboration tools like Microsoft Teams or Skype for Business, and other productivity tools specific to each department. For your workplace, you might need a reliable internet connection, comfortable office chairs or standing desks, and docking stations or smart hubs with ports to connect a laptop to a workstation. Furthermore, storage lockers can be useful for employees who need to store their belongings while working in the office.
Making the transition to hot desk a success
Once you've set up the necessary infrastructure, it's crucial to run pilots to see how everything works in practice. It's important to gather feedback from your employees during this process and make changes as necessary to ensure that everyone has the resources they need to be productive. It's especially essential to listen to the younger generations like Gen Z and Millennials who may have more vocal needs and preferences. By including them in the process, you can create a sense of ownership and engagement that will make the transition to hybrid work smoother and more successful.
HOW TO OPTIMIZE HOT DESKING
Implement desk hoteling
One way to optimize a similar approach to hot desking is to implement desk hoteling. It allows employees to reserve a desk in advance, ensuring that they have a workspace when they arrive at the office. This eliminates the issue of overcrowding and wasted time looking for an available workspace.
Dedicated neighborhoods
Another way to optimize hot desking is to create dedicated neighborhoods for teams, such as marketing, sales, or development teams.
