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Office hoteling improves resource reservation and empowers employees and managers to control working hours and overall productivity. However, workspaces today focus on flexibility and active collaboration, requiring offices to have the right tools to support this.
Tools like desk hoteling software and room reservation systems provide the best way for workspaces to boost their productivity. They can optimize limited resources and streamline and automate workflow.
How Does Room Reservation Software Work?
Organizations use room management software to manage their workspaces.
Many office environments that use this tool typically make reservations on a “first-come, first-served” basis. Hoteling office space requires employees to reserve their desks in advance, making an automated system essential to the process.
Room management tools provide this system by allowing users to submit their requests to a central server. The requests are then processed and reflected throughout the system, letting others know that a specific workstation is occupied.
The streamlined reservation process eliminates the drawbacks that other arrangements like hot desking might have. With office space management software, employees can work without being disrupted by issues like double or ghost bookings.
4 Crucial Benefits of Booking Systems for Office Meeting Rooms
Desk booking is all about creating available resources, which is made possible when both hardware and software support each other. Employees who alternate their work shifts between home and office welcome tools that give much-needed flexibility.
However, the office can also benefit from a conference room booking app. Here are a few ways that booking systems can improve the office:
Benefit #1: It Increases Convenience and Efficiency
Many processes like room reservation can be tedious and confusing when different people book the same few rooms.
Desk booking software does away with redundancy and confusion. It keeps track of which employees are using which desks, as well as their schedules. As a result, it reduces wasted space and time that other employees could utilize for work.
Benefit #2: It Enables Better Space Management
Employees transitioning from permanent desk arrangements to flexible work setups will need more space.
A meeting room reservation system maintains efficient space usage. Good meeting room reservation software tracks which employees use which desks and the desk usage itself.
As a result, office managers can identify, using real-time analytics reports, which desks are used most often. Analyzing foot traffic and desk use can provide valuable insight for more informed decision-making.
Benefit #3: It Increases Engagement
Employees who can choose where and when they work are more likely to be engaged in the company. You shouldn’t need a pitch deck consultant to keep employees engaged.
Desk and room management software increase engagement by offering available workplace and schedule options. Additionally, mobile app support can help reduce physical touchpoints for safety and convenience.
Thanks to these tools’ seamless experience, employees are more relaxed about seating arrangements or space availability. When they feel safer and more comfortable, productivity increases as a result.
Benefit #4: It Promotes Flexibility Outside Office Settings
Desk hoteling software can also be used outside the typical office environment. For example, it can be used as catering software to streamline processes involving third-party caterers or delivery personnel.
Integrated wayfinding features simplify contractors’ and visitors’ navigation in the office. They can free up much-needed personnel to focus on more critical tasks.
Another example is that it can streamline appointments or designate hospital patient care. Nurses, technicians, doctors, janitors, and maintenance staff can use this software to ensure proper safety measures are observed.
What Features Do Booking Systems Need?
Flexible work arrangements are becoming more popular among companies today. However, choosing the right software can be the biggest hurdle for those unfamiliar with room or desk booking systems.
The good news is that looking for the best software that fits the company’s needs doesn’t have to be complicated. Here are a few key features managers need to look for when choosing office space management software:
Ease of use
Booking software should make overall communication and reservation easier. Employees should be able to reserve spaces with little time navigating the app on their desktops or phones.
Additionally, ease of use doesn’t just end with convenience and sleek, intuitive UI. The software should be able to integrate with other tools like Microsoft Office 360 to keep everything in one place.
Integrated wayfinding and navigation
Wayfinding difficulties make it difficult to reserve unfamiliar workspaces. As a result, many employees appreciate the accessibility factor that desk booking tools provide.
The fitting conference room booking app makes clear wayfinding and navigation a non-issue. Employees can easily find their way to their reserved workstation, collaborative workspace, or meeting room.
Automatic no-show cancellations
Automatic cancellations are among the most significant features managers should look for in a reservation app.
Employees and other managers who miss their reservations tend to hold up much-needed space from others. Good reservation software can detect if employees aren’t using that space and automatically cancel the booking.
Real-time analytics
Desk booking software doesn’t just need to be easy and convenient. It should also be able to gather accurate data in real-time to enable informed decision-making.
Gathering data, from new desks to space utilization KPIs, is essential for optimizing workflow and productivity. A sound desk reservation system should be able to gather said data and generate clear, actionable reports.
The Bottom Line
Office hoteling is a flexible work seating arrangement that allows employees and employers to be more productive. Ultimately, desk booking is all about optimizing limited resources. The right software makes bringing out a workplace’s full potential possible.
Additionally, looking for the best software doesn’t have to be challenging despite the number of products commercially available. Start booking a demo with us today – we’d love to hear from you!