7 Ways a Desk Reservation System can be the Best Smart Office Solution

Posted by Harry Alan on February 12th, 2021

People regularly make changes to create the office as modern as possible. After office administrations adopted many strategies and designs to make it better, people came up with other practices such as hoteling, hot desking, and free address workspaces. All these share similar concepts, allowing team members to choose a preferred space for the day or even for a few hours.

By definition, hoteling is a management system that lets employees choose their schedule and workspace on a first-come, first-served basis. This process needs to be accurate and systematic, hence, the creation and usage of the hoteling desk reservation system.

An office reservation system proves useful to many industries, especially in companies with many employees and a high degree of staff mobility and travel activities. For many years, these smart solutions significantly helped offices create systematic scheduling and maximize existing facilities.

When implemented correctly, an office hoteling reservation system will be your ultimate game-changer. Here are a few reasons why:

#1: Office Desk Reservation Software Allows for More Office Networking and Collaboration

If you are sitting on the same desk with the same people daily, your chances for unexpected connection and collaboration are low. Having a desk reservation system allows you to interact with different team members every day, converse with other office divisions, and create new and successful collaborations.

#2: Desk Reservation Software Cuts Costs

One of the main expenses in a business is real estate or space rent. With a more significant number of employees come a larger area needed for the facility. A hot desk reservation system allows companies to accommodate all of their employees with only half of the originally-needed space. Thus, reducing the real estate footprint and overhead.

#3: Office Seat Reservation System Helps Produce Productive Team Members

Allowing team members to select their own space means letting them work in an area where they feel motivated. Similarly, an office reservation system will enable groups to choose the type and size of meeting rooms for a task they need to do as a team. Need to brainstorm with your team? Choose a room that best fits you!

#4: A Hoteling Desk Reservation System Helps Companies Produce Happy Team Members

The hoteling strategy increases team member satisfaction towards the company and the office. As a result, they develop a positive attitude and boost individual productivity. Physical workspace is one factor that determines a team member's overall well-being. Keep them engaged, happy, productive, and healthy through an office hoteling reservation system.

#5: Office Desk Reservation Software Creates a Variety in Your Office Spaces

Effective workspaces do not come from a single setup only. Your team members would sometimes need brainstorming spaces on some days and prefer the regular desks and workspaces on most days. A desk reservation system creates a variety of areas in your office and makes them available whenever necessary. It also allows you to help your employees improve their focus and carry out their tasks efficiently.

#6: Desk Reservation Software Enable Notifications for Missed Check-Ins

Without proper scheduling software, desks and office spaces can sometimes be unused for the day due to absent team members. Using simple check-in and checkout processes that easily detect missed reservations can help others find a space up to the last minute. It notifies which workspaces are available and shows these vacancies to other employees looking for space. Because of this, the software helps you reduce unused spaces and increase overall company productivity.

#7: An Office Reservation System Provides Accurate and Relevant Reports

Scheduling systems give you essential insights into your office spaces. It generates monthly reports reflecting the month's reservation and usage, such as which areas team members often use and which slots are less favorable. Through these reports, you can also determine what type of spaces your team members prefer and how you can further improve other seldom-used areas.

Installing an efficient hot desk reservation system is generally what you and your team members need in the office. Reporting to the office in the morning, not knowing where to sit or whether a space is available for you is difficult. And this is one problem an office seat reservation system aims to solve, especially in busy and crowded establishments. It also implements a first-come, first-served basis to emphasize system fairness.