In the modern workplace, flexibility is key. With the rise of hybrid work models, companies are rethinking traditional office layouts. Desks have been sitting vacant and it is rare for people now to be in the same seat day in and day out.
Many organizations are very aware of the cost of operating empty workspaces – both financially and in terms of productivity and company culture.
One of the most effective solutions for managing office space and ensuring it operates efficiently and delivers value to the people it is provisioned for is a desk booking system. A desk booking system allows an organization to have a mixed use desk estate, and usage policies – with those that need them having an allocated desk, whilst enabling others to find and reserve workspaces in advance based on their needs, ensuring an organized, productive, and streamlined work environment.
What is a desk booking system?
A desk booking system is a digital platform that enables people to book desks or workspaces (and often other spaces like meeting rooms, phone booths, parking and other shared office spaces) as needed. A good solution can be accessed via a website, or mobile as well as through key productivity apps like Outlook or Teams, allowing users to see real-time desk and office space availability, see where their colleagues are working, choose and book their preferred spots, and check in seamlessly.
What are some of the key benefits of a desk booking system?
1. Optimized Office Space Utilization
A desk booking system helps organizations make the most of their office space by preventing both overcrowding and underutilization, helping to ensure desks are used efficiently in both driving productivity and controlling cost wastage.
The usage of a desk booking system can provide insights into real workspace usage (not just how you think a space is being used), allowing adjustments to layouts to reduce unused areas to save costs and/or change the space mix and allocation in an office to better suit what people really need.
2. Supports In-office, Hybrid and Remote Work
Many companies now have some form of RTO (return to office) mandate, be it 5 days per weeks or a move to a true hybrid model with some time spent remotely and some in the office.
No matter the working model, a desk booking system enables people to find and reserve desk spaces wherever they need to on the days they come into the office, or dependent on which office they are working in. People want to belong, know where their colleagues are and avoid office uncertainty.
A desk management solution ensures they have a designated workspace without the hassle of searching for one.
3. Enhances Employee Productivity and Comfort
To be productive in the office, people need to be setup to work productively, with the right equipment and around the right people.
The ability to filter and select desks based on amenities like dual monitors, standing desks, or quiet zones will let people choose a workspace that suits their specific needs. Seeing where their teammates and colleagues are working will also help them select a workplace near those that will enhance their in office experience.
Both the flexibility and the individual control a desk booking solution provides contributes to a more productive workplace which engenders happier people.
4. Reduces Administrative Burden
Managing and assigning spaces to teams and individuals should not be time consuming or burdensome.
A desk booking solution will replace guess work, manual seating charts and provide insight into whether people are better with permanently allocated desks, or are better suited to a hot desking or hoteling environment.
A desk booking system automates the process, freeing up HR and office managers to focus on other tasks.
5. Encourages Collaboration
The value of modern offices is in empowering real collaborating and idea sharing, helping colleagues build personal relationships and building strong company culture.
Empowering people to see when and where their colleagues are working and plan their trips to the office accordingly will significantly improve their in office experience. Maintaining positive team and cross-team dynamics with hybrid work can be a challenge – a booking solution can take the sting out of it by ensuring people are setup to easily maintain regular face to face contact, which is proven to enhance feelings of work positivity and well-being for many people.
6. Provides Data-Driven Insights
The ultimate power of a desk and office booking system is the data and metrics it provides, enabling future space needs to be planned based on people’s real behaviours and needs.
Analyzing occupancy trends, planning office space efficiently, and making data-backed decisions about workspace investments are all significantly easier with a well implemented desk booking solution.
What are the key features to look for in a desk booking system?
Easy to use – Software must be easy for both users and administrators
Real-time availability tracking - avoid double bookings and know who is where
Interactive floor plans – bring the workplace to life, and easily see live locations of colleagues and availability of resources
Mobile access - for easy “on-the-go" bookings
Integration with workplace tools – let users book from within Outlook, Teams or Slack for a seamless experience
Check-in and no show tracking - don’t just look at total bookings, but total attendance – vital in tracking real workplace usage
Configurable analytics - track workspace usage and trends based on your unique setup
Desk Management and the Future of Workplace Flexibility
As organizations continue to adapt to new ways of working, offices are being put under increasing pressure to meet a diverse range of demands beyond simple booking of spaces or permanent assignment of spaces.
A desk booking system (and a workplace management and booking system more broadly) is becoming an essential tool for both getting people into the office and optimizing spaces so they provide value to both employers and employees. Whether managing a hybrid workforce, increasing the amount of time you mandate people must be in the office or if you’re implementing hot desking for the first time, space booking systems ensure employers are well placed to provide efficient offices which drive productivity and employee satisfaction.
Investing in a smart desk booking solution is not just about managing space—it’s about fostering a modern, flexible, and collaborative work culture.
When implementing a desk booking system it is often a good idea to involve multiple stakeholders in the process. The expectations and requirements likely will be a little different from different areas of your business, so canvasing opinions from different areas, for example - IT, facilities, reception, estates and HR, will be key to choosing the right option for your organisation and making sure there is good adoption across teams.
If you’d like to learn more about our experiences implementing solutions for organisations across the globe with diverse requirements, feel free to get in touch.
We’d love to hear from you!
