Floor Plan Mapper Online Now Supports Desk Book/Hot Desking

June 11, 2021by admin0

Hot Desking Software: The Key To Agile And Flexible Workspace Management

Hot desking software is revolutionizing the modern workplace, offering flexibility and efficiency like never before. Here, we’ll delve into the world of hot desking software – what it is, how it works, and why it’s becoming increasingly popular among businesses of all sizes. Whether you’re a freelancer looking to optimize your workspace or a company aiming to streamline office operations, understanding the ins and outs of hot desking software is critical. Stay tuned as we explore the benefits, features, and best practices of this innovative solution for today’s dynamic workplace.

What is Hot Desking software?

The primary aspect of hot desking software is the workspace booking process. In most cases, however, it is part of a more comprehensive hybrid workplace management solution. Let’s break down these two.

Hot desk booking solutions enable employees to rent workspaces for a day, a week, or even on a regular basis. The process’s most crucial stage is correctly integrating the booking experience with the organization’s technology stack. For example, if you use Microsoft, your hot desk booking software should work with Teams, Microsoft 365, and Outlook. If you use Google, the workplace scheduling software should integrate effortlessly with Google Calendar, Google Workplace, or Google Chrome.

Other criteria include a web gateway and a user-friendly mobile app. These platforms and linkages work together to increase adoption and improve the experience, thereby maximizing the benefits of hot desking.

hot desking software

What is a hot desk app?

A user-friendly hot desk mobile app is vital to any hot desk booking software. Most hot desking apps allow employees to reserve a desk in an office and communicate safely while on-site. Some of the essential aspects of such mobile applications include:

  • Desk finder: Determine which workstations are open for booking, permanently assigned, or unavailable to maintain social distance.
  • Desk booking: Employees can book a desk for the day or in advance through their mobile app. They can choose where to sit based on what they must do that day.
  • Smart features: Using a more advanced hot desking program, you may pre-configure neighborhoods so teammates can collaborate while working nearby. Furthermore, some systems will automatically seat employees based on function, activity, or historical data, while still allowing them to move desks as needed. Working reservation apps ease the process of discovering and booking workplaces, hence increasing the entire employee working experience.

Hot desking advantages

It’s no coincidence that hot desking is growing more popular. This technique provides numerous real benefits in the workplace. This includes the following:

  • Cost-effective: To begin with, hot desking is far less expensive than standard office arrangements. Employee overhead costs are decreased as the number of desks is reduced. This frees up resources that could be put to better use.
  • Creates a more collaborative environment: When seats are not assigned separately and desk mates change on a regular basis, a more social company culture emerges spontaneously. Communication between teams improves, and the working environment becomes more collaborative, which aids corporate growth. This also adds a level of freshness to the experience that may be lacking in more typical venues. However, keep in mind that you’ll most likely require a strong hot desking policy to avoid problems that can undermine teamwork and collaboration.
  • Improved space utilization: Space is often better utilized when desk counts are reduced or fewer workstations are used. Desks must be cleaned and vacated on a daily basis, which reduces clutter and creates a more organized environment. This opens up space and decreases visual stimuli, which improves attention and productivity. It also leaves a positive impression on clients who visit the office. To maximize the benefits of hot desking, invest in ergonomic workplace furniture.
  • Encourages greater equality and improves communication: If everyone is treated equally before the desk schedule, workplace hierarchies automatically flatten, and the office becomes a more level playing field. This stimulates increased networking and quick relationships, both horizontally and vertically. Furthermore, this tends to help persons in decision-making positions better understand how things are “on the ground.”

Disadvantages of hot desking

Of course, only some things about hot desking are positive. It’s best to be aware of the disadvantages so that you can avoid them or even prepare to deal with them from the start. Companies commonly mention the following disadvantages:

  • Less personalization: The lack of assigned spaces may cause employees to perceive their workplace as less individualized. If the office begins to lack character, it may feel sterile and alien, affecting business culture and employees’ sense of belonging. This, in turn, can affect productivity and job satisfaction.
  • Disruption of hierarchy: Yes, the increased equality provided by hot desking may be perceived as an unpleasant type of disruption in firms with more rigid and vertical structures. If your firm places a high emphasis on distinguishing between employees, managers, and executives, a hot desking strategy must be modified to fit this aspect.
  • Increase in IT resources: While hot desking may reduce office utilization and human overhead expenses, it can potentially boost IT costs. Or, at the very least, it is likely to strain an IT department’s resources. One tool for managing the situation is the implementation of hot desk booking software. Such a solution will free up IT personnel to manage the new office arrangement, such as workstations and networks, while employees will be able to choose their own desks.
  • Strict health and safety policies required: To achieve the nice and tidy workplace that Hot Desking promises, you may need to develop new health, safety, and cleaning procedures that ensure perfect hygiene. Employees will also need to be more careful and responsible and acquire new habits. Furthermore, you must consider employees with more specific needs. In a traditional context, people with special needs are promised a workplace that is suited to their needs. You’ll need some specific hot desk attachments. In a hot-desking setting, you must implement adjustments that allow people to participate as effortlessly as previously. You can easily accomplish this with a free desk booking system.
  • Changes in routine: Employees who are accustomed to a routine and a fixed arrangement and those who need more privacy will encounter some disruption. While they may be able to adjust, such disruptions may result in decreased output. Be prepared for some turbulence in the meanwhile!
  • Intermittent communication breakdown: While communication may eventually improve, it may occasionally fail in the early stages. With workers moving about daily, locating employees takes a lot of work and is challenging. To deal with the scenario, you’ll likely need to establish new communication channels and policies to ensure vital messages reach everyone involved. However, this is fine if you already have remote work regulations that involve establishing dependable communication channels.

Is hot desking right for your company?

Before implementing a hot desking policy, you should ask certain important questions to ensure it is appropriate for your needs. If your environment isn’t conducive to hot desking, no amount of technology or policy will help. Here’s what you should consider:

  • Work Scheduling: Hot desks make sense if you run a hybrid office space because only a fraction of your total workforce is in the office at any given time. If the majority of employees are in the workplace full-time or near to it, hot desking may be less practical than just assigning workstations. Similarly, desk hoteling is ideal if employees need to book a desk for a few days in a row but are otherwise distant.
  • Role-Specific Resources: Employees in various roles may require specific physical resources. Your developers and engineers may require many desktop screens or monitors. Sales teams may prefer seclusion during key calls. If you have employees with such specific demands, you must provide their desks with the proper equipment; otherwise, hot desking may be ineffective for them. On the other hand, if most of your employees only need a desk and a laptop, hot desking can be effective.
  • Cost-Effectiveness: Hot desking is frequently used in hybrid workplaces to save money and space by assessing how many desks are required daily. Office managers are not required to use a “one-desk-per-employee” approach because employees do not all arrive simultaneously. Learn more about how hot desking improves productivity in hybrid offices. If any of your workstations need to be utilized more on most days owing to your hybrid policy, implementing hot desking could help you reduce your desk footprint and repurpose the spaces for better use. Hot desking may only provide significant cost reductions if that’s the case.

Technological Infrastructure of Hot Desking

Hot desking is only effective if you have the infrastructure to enable this more flexible working method in the office. At the least, you’ll need:

  • A hot desk setup: What will be included with a hot desk in your office? Is it simply the desk, or will you include an extra monitor, power strips, standing/adjustable desks, and so on.
  • Flexible technology: Fixed desktops and fixed-line telephones will not function in a fluid workplace that uses a hot desk method. You should supply laptops and mobile phones so that staff may move about freely.
  • Hardware support: IT teams must be prepared to support shared and employee-assigned resources. In a hybrid workplace, IT help may be provided both on-site and remotely.
  • Desk booking software: A desk booking system allows employees to reserve desks when they plan to be in the office. This system should be accessible via the web or a mobile app, display real-time desk and room availability, and be simple to use. When choosing a solution, make sure you search for these desk booking features.

Hot Desking Date Selection


What to Look for in a Desk Management System?

Let’s take a closer look at the last point: the desk booking tool. It forms the foundation of any hot desking workplace. Choosing the correct solution for your needs is critical to success. Here are some essential desk booking software features to consider as you explore options for your office premises.

  • Integrations: Adoption begins with integrations. Look for a desk booking system that interacts with your existing applications, such as Zoom, Microsoft Teams, and Slack.
  • User-friendly interface: Users should be able to check desk availability and book them using their laptop or phone.
  • Conference room management: Desk booking solutions should integrate room booking software to enable collaborative work. This allows teams to reserve a meeting place in advance rather than worrying about availability, other individuals exceeding their given time, etc.
  • Adjustable permissions: Select a workplace management solution that allows you precise control over which desks/rooms employees can reserve. For example, you may limit conference room bookings to managers exclusively.
  • Workplace analytics: The finest hot desk booking software should incorporate workplace analytics, which provides information such as desk utilization, attendance, and conference room usage. This information can help you correctly size your flexible desk space and adapt it to support your employees’ work.
  • Visitor management: Among the essential things to look for is the ability to reserve desks on behalf of workplace guests. Administrators and staff should be able to see available workstations and reserve one for arriving clients or visitors.
  • Mobile app: People are more inclined to use an easily accessible tool. Leading desk booking software will allow teams to book desks, check in to the workplace, and view bookings directly from their Android and iOS devices.

How to Successfully Roll Out Desk Booking for Hot Desks?

Choosing the correct hot desk booking solution is less than half the battle. Even the best solution will only acquire traction with a solid deployment strategy. Let’s look at some critical stages for a successful hot desk rollout.

  • Communicate to Your Team: As with any new technology you present to your office, having a clear “why” and explaining it is key to encouraging acceptance. Everyone should grasp the advantages and worth of using technology. Hot desk management systems are no exception. Before you implement your new desk booking system, communicate with your colleagues to ensure they understand what’s coming, what training will be provided, and what benefits they may expect.
  • Lead By Example: Communication is just one piece of the puzzle. Team leaders and senior leadership must take the initiative regarding booking hot desks using the booking system. Employees are more likely to adopt a process if they see their leaders adopting it and benefiting from it than if leadership does not embrace it. Of course, leadership cannot do it alone. Your deployment will be considerably more effective if employees see their colleagues using the technology. Look for individual contributors who can become “change champions” on their teams and help their colleagues adapt to the new system.

Get The Tech Right Upfront

Before you implement any desk booking system or workplace management software, you must tailor it to meet the specific demands of your office. Attempting to configure it on the fly will result in confusion, irritation, and a lack of acceptance. Here are some things you should have buttoned up before you begin:

  • Floor plans and desks were uploaded. Confirm that all bookable desks are available to users. Ensure that your interactive floor layouts exclude non-bookable desks and neighborhoods.
  • Permissions have been specified. Different employees require different permissions in the system. For example, if only managers may reserve conference spaces, ensure that individual contributors are not permitted to do so.
  • Neighborhoods are proposed. Can hot desks be organized into communities so employees from the same teams can sit next to each other? If teams have designated in-office days, it is vital to guarantee that they can sit together and that other employees cannot take their desks.
  • Wayfinding kiosks and signage have been installed. Wayfinding capabilities make it easier for employees to find their desks and meeting rooms. Interactive office maps, digital signage, and other visual aids can also help employees find their workstations faster.
  • Integrations are set up. An intelligent desk booking system will be able to interact with platforms such as Microsoft Teams and Slack, allowing employees to reserve desks using the tools they already use.

hot desking software

Provide Training and Enablement

While any excellent desk booking system will make booking hot desks and work spaces straightforward and intuitive, offering training and continuing assistance, especially in the early stages of your project, is critical to driving acceptance and maintaining high usage. Set up an introductory training session and keep the door open for anyone with queries. Track usage attentively and reach out to those who aren’t using the product to find out why. While most technologies provide analytics, speaking with individuals directly can yield insights that data alone cannot.

How To Use Workplace Analytics for Ongoing Desk Management?

Workplace analytics are insights—typically accessible in various workplace management and experience platforms—that make it easier to analyze and assess your organization’s critical hybrid work KPIs such as office attendance, space usage, employee satisfaction, etc. Although “workplace analytics” encompasses a wide range of topics, several specific use cases for desk management are worth considering.

  • Desk usage: Track the percentage of hot desks used regularly and the teams that use them. Based on use rates, estimate future desk requirements.
  • Team attendance: Break down hot desk booking data by team to determine which teams collaborate more in the office. If teams do not use office space or resources adequately, take corrective action.
  • Space management: Determine which desks are never scheduled and devise strategies for increasing usage or repurposing the space.
  • Employees provide input: Get feedback from employees to establish what they want from hot desks. For example, do they require an additional monitor or standing desk options? Gather feedback and iterate on your strategy. Determine whether team members can share hot desks or if they are frequently separated. Use the data to create “neighborhoods” for teams.


Hot desking software is valuable for optimizing workspace utilization and promoting flexibility in modern work environments. By seamlessly managing desk bookings, tracking usage patterns, and providing real-time insights, this software streamlines operations and enhances employee experience. Embracing hot desking software can lead to increased productivity, collaboration, and cost savings for businesses. If you want to revolutionize your workspace management, implementing hot desking software could be the key to unlocking a more efficient and dynamic workplace.

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