How Desk Booking Drives Collaboration and In-Office Scheduling

This article will explore the ins and outs of hybrid work and desk booking, providing valuable insights and practical tips for organizations looking to optimize their approach to this modern work model. 

Hot desking can reduce their office operating costs by 30%
while saving 15% to 25% on the amount of space they require. (BBC)

The Role of Desk Booking in Hybrid Work Environments

Facilitating Collaboration and In-Office Scheduling

Desk booking systems play a vital role in the successful implementation of hybrid work models. By providing employees with a clear and efficient method for reserving workspaces, desk booking solutions can help ensure that workers have access to the resources they need when they are on-site, facilitating collaboration and streamlining scheduling processes.

Promoting a Safe and Healthy Work Environment

In the context of the ongoing focus on health and safety, desk booking systems can also help companies maintain a safe and healthy work environment by enabling contact tracing measures and overcrowding. By allowing employees to reserve desks in advance, organizations can ensure that workspaces are adequately spaced and sanitized between uses, minimizing the risk of viral transmission.

Key Features of Effective Desk Booking Systems

User-Friendly Interface and Functionality

A user-friendly interface is essential for any desk booking system. Employees should be able to easily search for and reserve available workspaces, with minimal training required. The system should also be compatible with multiple devices, enabling users to book desks from their computers, smartphones, or tablets.

Customizable Workspace Options

An effective desk booking system should offer customizable workspace options, allowing employees to reserve the specific type of workspace they require. This could include private offices, open workstations, or collaborative spaces, depending on the nature of the work being performed.

Real-Time Availability and Reporting

Real-time availability and reporting are crucial features for a desk booking system, as they enable employees to see which workspaces are currently available and provide management with valuable insights into workspace utilization patterns. This information can help organizations optimize their office layouts and ensure that resources are being used efficiently.

Platform Robin recently saw that the average employee booked 2.5 unique days of the week in the office during April and 2.6 unique days of the week in May and June 2023, indicating an upward trend not exactly what we are hearing in the news. 

Integration with Other Workplace Tools

For maximum efficiency, a desk booking system should integrate seamlessly with other workplace tools, such as calendar applications, project management software, and communication platforms. This can help streamline scheduling processes and ensure that employees have access to all the information they need to work effectively.

Locational awareness

Booking a space, desk or location can be greatly benefitted when location awareness is added. Knowing who is going into the office when, gives employees the confidence to change their schedules and connect with colleagues or favorite team members ore easily. 

Best Practices for Implementing Desk Booking in Hybrid Work Environments

Establish Clear Policies and Guidelines

Before implementing a desk booking system, it is essential to establish clear policies and guidelines for its use. This should include information on how and when employees can reserve workspaces, as well as any rules regarding cancellations or changes to bookings. Providing employees with a clear understanding of what is expected of them will help ensure that the system is used effectively and fairly.

Communicate the Benefits of Desk Booking to Employees

To encourage employee buy-in and adoption of the desk booking system, it is important to communicate the benefits of this approach. This should include highlighting the advantages of hybrid work, as well as the specific benefits that desk booking offers in terms of collaboration, flexibility, and resource allocation.

Provide Training and Support

To ensure that employees are comfortable using the desk booking system, it is essential to provide training and ongoing support. This could include offering instructional resources, such as user guides or video tutorials, as well as providing a dedicated helpdesk for employees to contact with any questions or concerns.

Monitor and Adjust as Needed
As with any workplace initiative, it is important to monitor the effectiveness of your desk booking system and make adjustments as needed. This could involve regularly reviewing usage data and seeking employee feedback to identify any areas for improvement, as well as making updates to the system itself to ensure that it remains user-friendly and efficient.

Interestingly, the US has seen the largest increase in desk bookings in 2023 so far with an upward trend of 23% - all other countries have seen a 17% increase. Unsurprisingly with the increase of desk bookings, we have also seen an increase in meeting room bookings with a 25% increase in the US and a 30% increase elsewhere.

Embracing Hybrid Work and Desk Booking for a More Collaborative and Efficient Workplace

In today's rapidly evolving business landscape, embracing hybrid work and desk booking solutions can help organizations stay ahead of the curve by fostering a more collaborative, efficient, and satisfying work environment. By understanding the benefits of hybrid work, implementing effective desk booking systems, and adopting best practices for success, companies can optimize their approach to this modern work model and unlock its full potential.