How to Implement a Desk Booking Solution

Due a contant evolving workplace, employers and employees are faced with varying protocols associated with when and where to work. This can include creating a dedicated space at home, identifying an isolated area of the office, or somewhere else entirely. Ultimately, it has ushered in significant changes influencing workspace design.

Workplaces need restructuring not just in how they are laid out, but also in regard to their functionality. And post pandemic, occupancy management as well. 

The most evident change is, of course, de-densification in the workplace. This is driven by social distancing protocols designed to better control capacity and workplace traffic. 

However, these workspaces need to become more functional, enabling employees to be more productive. This has to be done through fostered collaboration while adhering to health and safety protocols. While it’s a difficult balance to maintain, a desk booking solution can help.

Here’s why. A 2020 Gensler survey revealed that 52% of surveyed employees wanted a greater distance between workspaces. Organizations worldwide took note. Some companies reconfigured their office designs while others allowed a limited number of employees in their space at any given time. 

Technology came to aid. Here’s how a desk booking solution could transform seating management across offices.

The software enables employees to reserve a “desk” for a day or more. Here, depending on the software features, employees can also choose a desk based on proximity to colleagues. They can also look at the amenities required, such as video conferencing tools, desktops, notepads etc. 

In reality, here’s how a desk booking solution helps. Sarah requires a specific workspace for the day, so she opens the desk scheduling portal. She is met with the pool of available desks. When she finds a suitable desk, she reserves it for a desired span. 

When Michael looks for a desk, they follow the same process. The desk booking solution ensures that Sarah and Michael cannot book the same desk. It ultimately leads to no interruptions, disagreements, or miscommunication—only a collaborative work experience.

Likewise, facility managers can accumulate plentiful data from employee booking preferences to understand their needs and expectations. It will facilitate opportunities for change. 

For instance, individual workspaces get booked twice as often as cubicles. This will give facility managers the option to reduce the number of cubicles. This will help with better space utilization. 

It can be a challenge to integrate new desk booking system into the office’s facility management strategies. Teams might take time to learn how the solution operates and streamlines all desk booking processes. Companies might also require to establish how to use the desk booking solution alongside other tools. This could include Google/Outlook calendar, etc.

If you’re planning on implementing a desk booking solution in your office, here’s how you can go about it.

Align Expectations Internally With Respect to the Desk Booking Solution

Organizations need to manage employees’ expectations from the beginning of the desk booking solution implementation process. Ultimately, the software has the potential to make your employees’ lives much easier. However, HR managers must understand that adjustments might be required before you see the benefits. 

Similarly, team leaders must put employees’ minds at easefor adopting desk booking software. For instance, instead of manually finding seats and coordinating with team leads, automation will free employees from these monotonous tasks. This way, they can reserve a seat from home and focus on more strategic tasks.

C-level employees will also need to focus on managing the expectations of internal stakeholders. That’s because, they will expect measurable results to come from investing in the desk booking system. However, they also must realise that executing, utilising, and seeing the benefits of a new application is a process.


Set Objective, Actionable Goals for the Desk Booking Solution Implementation Project

Facility managers should set clear-cut goals for the implementation project. This way, they can track progress in real-time during implementation and show those results to employees, stakeholders, C-suite, etc.

The simplest approach to this is using the SMART Goals criteria. Here, SMART refers to specific, measurable, achievable, relevant, and time-bound.

You can implement a SMART goal in the context of a desk booking solution. This SMART goal can be: “Integrate the new application with our existing systems in a phased manner within four months.” Or, you could use more hard metrics. This could be “reducing office real estate costs by 20% within six months of desk booking solution implementation.”

This way, the goals are measurable and facility teams can ensure that the entire organisation is working towards the same objective.


Incorporate Employee Feedback On Desk Booking Solution

Since employees within the company will use the new desk booking solution every day, they deserve in its implementation. So, facilities leads can ensure that all employees are present during software demonstrations. They have to ensure that they have plenty of time to try out the solution’s features. 

For instance, managers must answer questions like:

  • Will the desk booking solution integrate effortlessly with Google calendar?
  • Can the desk booking solution notify sanitisation teams so that they can clean up after an employee leaves?

During the implementation process, employees can suggest how best they can learn new software. Some might be comfortable using it from day one while others might need some getting used to. This way, organisations will have insights into how long the entire implementation project will take. It also shows how long it will take to see some office space optimisation results.


Review Achieved Objectives, Evaluate Value, and Set Plans for Desk Booking Solution

Once the new desk booking solution is fully implemented, companies should review the finished objectives. This way, organisations can now plan to optimise the entire office space. That’s because in hybrid work setups, desk booking software pave way for umpteen opportunities to reconfigure office space. 


Over to you

Workplaces are changing by the minute. Organisations are turning to technologies to reconfigure offices with a more purposeful intent to facilitate collaborative work. 

When looking for an intuitive and easy to use desk booking solution to handle your hybrid workplace management needs, choose WorkInSync

Avail in user friendly mobile app, you get features like hot desking, floor plans, desk hoteling, meeting room management and much more. Book a demo to learn how to use your office space efficiently.

the authorABHIYAN
Abhiyan Chhetri is a cybersecurity journalist with a passion for covering latest happenings in cyber security and tech world. In addition to being the founder of this website, Abhiyan is also into gaming, reading and investigative journalism.

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