4 Ways to Implement a Desk Booking Software

Desk Booking Software

Concepts like hot desking and office hoteling were introduced in the 1990s for organizations with a large population of salespeople and telecommuters. However, these desk booking concepts were administered manually. There were no comprehensive systems to manage the same. With the traditional workspace model undergoing a facelift due to the pandemic, these concepts had a vast resurgence. 

According to a report by Accenture, almost 83% of the workforce is inclined towards a hybrid model. Hot desking and hoteling are integral to the hybrid workplace model. And to manage them seamlessly, desk booking software is crucial to almost all organizations. 

So, what is a desk booking software? And how can a company implement one successfully? Keep reading to find out more. 

What is a Desk Booking Software?

A desk booking software is a sophisticated software that allows employees to book a desk for a day or more depending on the proximity to their colleagues and the amenities available. In hoteling, you book a desk in advance for a set period. For hot desking, allotments are adhoc, depending on the desk availability. A desk booking software makes the implementation of a hybrid workplace easier and makes the management of desks a cakewalk. 

How can a desk booking software be used? 

A desk booking software enables employees to reserve their desks. A desk booking software can be utilized to: 

  • Identify and reserve desks on demand
  • Check out details of the desks, and available amenities 
  • Filter desks depending on availability, location, and type

Advantages of a Desk Booking Software

There are benefits of a desk booking software. Some of these include: 

  • Reducing real estate footprint
  • Increasing cost savings
  • Supporting a hybrid workforce

How to Implement a Desk Booking Software?

Here are four ways an organization can implement a desk booking software. 

1. Drafting a user policy for your desk booking software

To remove bumps from the implementation process of a desk booking software, it is necessary to avoid making changes overnight. You need to give your employees time to acclimate to the new ways of our workplace. It would be best if you began by drafting a policy. Conduct surveys to capture employee preferences and feedback. Also, weigh in on the flexibility provided by the adoption of the desk booking software. These will help you get clear objectives, and rolling out the policies will become easier. 

2. Creating a code of practice

To keep all the stakeholders updated, you should enforce a set of good practices. These can include establishing rules for desk booking software users. You can reserve a few dedicated desks for emergencies. You can also provide steps for booking a desk and how to seek IT support in case there is an issue. Having such a document in place will facilitate easy onboarding for the employees. 

3. Providing a consistent experience 

Remove delays or discomfort when your employees are using desk booking software. Give them the amenities required, like desktops or LAN connections when scheduling the desks. Reduce the number of steps involved in the desk booking process. Also, ensure that an easy communication channel is established for a consistent experience. 

4. Improving the implementation process of the desk booking software 

There will be several trials and errors during the initial implementation stage. You can encourage your employees to read user manuals and how-to resources to get a 360-degree understanding of the desk booking software. Supervisors can provide one-on-one training sessions offering insights as well. 

With hybrid workspaces still evolving, you will need a highly effective desk booking software to meet the employee as well as company demands. A functional desk booking software ensures easy adoption of the hybrid workplace, further making your return to office strategy effective.