4 Crucial Tips to Optimize Office Hoteling and Appointment Scheduling

Office hoteling is the new practice for modern, agile offices today, including those used by pitch deck consultants. It offers many benefits, from streamlined room reservations to improved space allocation. In a nutshell, office hoteling is a practice that allows employees to reserve a room or a desk for a set time.

However, simply shifting to this work arrangement won’t solve every problem. There are still many ways to fully utilize and optimize office hoteling for the workplace.

This article will look at making workstation reservations as smooth and streamlined as possible. We’ll also examine which tools are worth looking into, such as office hoteling software.

What’s the Deal with Hybrid, Flexible, and Remote Work Arrangements?

Work has changed quickly and significantly in the past few years. While these three types of work models differ, they’re effective for modern offices that need more flexibility.

In a nutshell, hybrid work combines alternative work schedules: onsite and remote. Employees onsite may work flexibly, but they can adjust the schedule to suit their needs. Meanwhile, fully remote work is work done entirely off-site.  

Here’s what makes them better than the traditional office work arrangement:

1.  More Efficient Workspace Use

A flex desk arrangement, known as hot desking, allows offices to accommodate more employees. They eliminate the need for dedicated desks and workstations, which can take up vast amounts of space quickly.

For example, idle areas can instead be converted to meeting rooms. Meanwhile, employees can come into the office on alternating shifts. Employees can work onsite on specific days while doing the rest from home.

2.  More Active Collaboration

Flexible and hybrid work models encourage more open spaces, which encourage collaboration. Employees can interact more easily with their colleagues. This results in a boost in creativity and motivation. 

3.  More Automated Systems

A flex desk arrangement, whether hybrid or remote, allows companies to reduce their need for office space. It also gives the added benefit of reducing the load on administrative staff thanks to automated systems.

4 types of Crucial Tips to Optimize Office Hoteling and Appointment Scheduling work

With the help of tools like office and desk hoteling software, managers can vastly improve the office experience for employees.

This is because they do away with manual processes, which can be tedious and increase double bookings and no-shows. These tools also give employees more options while minimizing potential scheduling conflicts.

However, it’s also essential to make adjustments to optimize available tools to work with limited space. Here’s how companies and offices can optimize the office hoteling experience:

1.  Plan Office Layout Carefully

Successful transitions to remote and hybrid work models depend on real estate. Careful office layout planning is the first step in optimizing the office hoteling experience. Managers and office planners can start by considering the following:

•       What environment are you trying to create?
•       Is social distancing needed between workstations?
•       Does the office hold enough space for all employees to come on the same day?
•       Can specific workstations be closer to each other? 

It’s also essential to consider accommodating different types of workspaces. The excellent news is that desk hoteling software is flexible and can accommodate repurposing other work areas. 

2.  Consider the Hardware

A great office hoteling and appointment scheduling experience relies on effective hoteling software. However, the benefits of software in the office won’t be possible without computers and other hardware.

For more offices today, the list goes on. Connected IoT (internet-of-things), devices should also be accounted for with the following:

•       Leverage sensors and real-time analytics to measure space usage and desk efficiency
•       Provide on-demand IT support and services to assist when applicable
•       Repurpose spaces regularly based on desk/workstation/room efficiency and workforce demands
•       Include booking for non-workstation areas (e.g., parking, service elevators, etc.) and equipment

3.  Set Up Streamlined Booking Protocols

Investing in appropriate software and hardware support is essential to effectively managing and monitoring your office hoteling system. Additionally, it’s also vital to set up protocols and teach employees how to use the new reservation system.

Software solutions like DeskFlex are crucial in this regard. They automate the process and give users a detailed overview of available workspaces. They also give users access to the following

•       In-depth tutorials, resources, and service solutions
•       Real-time communication for activating and deactivating workspace reservations
•       Regular updates and notifications relevant to their location and reservations to prevent double-booking
•       Auto-cancellation of reservations if the reserved workspaces aren’t used within a set period 

4.  Take Advantage of Mobile Apps

Mobile apps offer one of the best ways to optimize office hoteling and appointment scheduling. They provide that much-needed flexibility by allowing employees to access their reservations on the go.

The ease and convenience of mobile apps don’t just allow employees to book workstations from anywhere. It also lets them make reservations days in advance to prevent overbooking. 

Most off-the-shelf hotel management software sold today includes mobile app support. They can even be downloaded on users’ laptops, giving them a more comprehensive range of options.

The Bottom Line

Office hoteling has been around for a while. However, with the recent changes to the nature of work, it’s become even more popular. Many businesses and companies are adopting this change to meet demand, and more will follow suit.

It’s important to note that while there are no one-size-fits-all solutions for offices, it’s still possible to optimize existing workspaces. Shifting to these new work arrangements is simply the first step.

There are still many ways to fully utilize and optimize office hoteling for the workplace. Flex desk arrangements, office hoteling, and appointment scheduling ultimately come down to understanding employees’ needs.