Office hoteling can be an excellent idea for coworking spaces that want to increase their revenue. Hoteling has become quite popular and has been a significant factor in many coworking spaces’ productivity, flexibility, and efficiency. Therefore, it is essential to understand hoteling in the workplace to be able to implement it.
What is hoteling in the workplace?
In simple terms, office hoteling eliminates assigned seating and implements a dynamic system of booking rooms and desks. Instead of allowing clients to constantly choose where they are going to do their work in your coworking space, through office hoteling, they will be able to take the space that is available at the time of their booking.
Office hoteling started as a result of increased worker mobility which happened with the help of the advancement made in technology, especially mobile technology. As more companies became more flexible, hoteling became the obvious choice for many of them.
Office hoteling can be an excellent option for coworking spaces and can benefit in various ways. Still, before diving into it, it’s crucial to understand how hoteling works and how to implement it.
How does hoteling work?
Hoteling works much like a regular hotel stay and check-in. An employee will ask the admin to book a room or desk for them when they need it, and the admin will do so with any desks or rooms that are available. Once the booking is confirmed, the employee will come in and check themselves in, go to the space assigned for them and do their work.
This way, instead of having one desk or office that is their own, they will instead be able to book whatever is available, much like a hotel room. Hoteling is a reservation-based unassigned seating model, meaning that employees or clients will need to book the workspace before they come in.
Step-by-step process:
- Members make a reservation either through the admin or through the system.
- They are offered a few options for spaces based on their needs and what is available.
- The member chooses a space and the reservation is confirmed.
- Member is emailed with the information and the system is updated with the new reservation.
- The member comes to the space during their reserved time and checks in.
What are the benefits of hoteling?
It is clear that office hoteling is an idea that can highly benefit a coworking space’s revenue and flexibility, but how exactly can it do that? Below we’ve highlighted some benefits your coworking space can experience by implementing office hoteling.
1. More demand
By giving people a desk or room that is available the day of rather than assigning them a space, it reduces the number of spaces that are constantly unavailable and opens up more of them to more people. Office and desk hoteling can mean that more spaces will be open for more people to come in and use them, causing an increase in demand for them.
Rather than letting empty desks go to waste, desk hoteling also gives off an image of professionalism and smooth operations with constant demand. This paints your coworking space in a very positive light for any new or potential clients.
2. Better planning
By implementing desk and office hoteling, you will be able to understand the demands of your space more and plan better for future outcomes. Using a coworking management software, you will be able to plan visits in advance, and also see analytics of your space and how it is being used.
You can use the data your coworking management software has found, such as the percentage of desk occupancy per day, and peak hours, and understand your space’s limitations. In addition, it can also give you insight into what is good about your space and how you can optimize it for every situation.
3. Savings
Instead of increasing the number of desks or office spaces you have to accommodate more people with assigned seating, office hoteling can help you create an environment where all your desks and spaces can be used interchangeably by everyone, meaning that you maximize the use of your space as well as increase revenue as much as you can.
This means that not only will you save on more office space, but you will also have more room for more people who don’t need the office on a daily basis.
4. More resources for everyone
Another great benefit of office hoteling is that it will increase the number of resources for everyone in your space. In a coworking space, it is important that every resource gets used. In-office hoteling, instead of resources such as computers, rooms with amenities, and desk areas with amenities being assigned to specific people and being unused half the time, it is better to allow people to come into spaces that are readily available and make all the resources be used as much as possible by as many people as possible.
Not only will this be good for your coworking space financially, but it will also keep your members happy, as they will be almost guaranteed to have resources ready at their disposal without the worry of things being occupied.
Key Features of Office Hoteling Software
Office hoteling software has become an indispensable tool in modern workspace management. Its success depends largely on several key features that increase the functionality and efficiency of office hoteling processes. Here, we explore these essential features and how they fundamentally alter and improve the practice of office hoteling.
Essential Features in Office Hoteling Software
- Reservation Systems: It allows users to book workspaces, meeting rooms, or any other office resources easily. This system often integrates with company calendars and email for smooth planning and notification.
- Real-Time Availability: An essential feature is the ability to check the real-time availability of workspaces. This ensures that employees can find and reserve the space they need without the hassle of double bookings or last-minute scrambles for a desk.
- Floor Plans: This feature helps in easily locating available spaces and understanding the office configuration, thereby simplifying the reservation process.
- Mobile Accessibility: With the increasing use of smartphones, having a mobile app or mobile-friendly access is crucial. It allows employees to book and manage reservations on-the-go, increasing flexibility and convenience.
- Analytics and Reporting: Advanced analytics provide insights into how office spaces are utilized. This data is invaluable for businesses to optimize their space usage, understand usage times, and make informed decisions about their office space needs.
- Integration with Other Systems: Integration capabilities with other workplace tools and systems, such as HR software, security systems, and communication platforms, help improve various administrative tasks and enhance overall workplace efficiency.
- Customizable Features: The ability to customize the software according to specific organizational needs — such as setting different levels of access, customizing reservation rules, or tailoring the interface — adds significant value to the software.
How These Features Alter Office Hoteling Processes
The implementation of these features has transformed office hoteling from a manual, often inefficient process, to a strategic approach.
- Increased Efficiency: Automated reservation systems and real-time availability drastically reduce the time and effort involved in managing workspace reservations, allowing employees to focus more on their core tasks.
- Data-Driven Decisions: Enable businesses to make data-driven decisions about workspace management, leading to more efficient use of resources and potentially significant cost savings.
- Increased Flexibility and Employee Satisfaction: Mobile accessibility and interactive floor plans increase the user experience, offering employees the flexibility and convenience that are highly valued in modern workplaces.
- Smooth Integration: By integrating with other systems, office hoteling software reduces administrative burdens and improves coordination between different office functions.
Choosing the Right Office Hoteling Software
Selecting the appropriate office hoteling software is crucial for optimizing workspace management and ensuring user satisfaction. With a plenty of options available in the market, it’s important to consider several key factors to find the solution that best aligns with your organization’s needs. Additionally, understanding the differences between office hoteling software and apps, and their respective benefits, can guide you in making an informed decision.
Factors to Consider
- User Interface (UI): A user-friendly interface is essential for ensuring that employees can easily navigate the software. Look for a solution with a user-friendly design that simplifies the process of booking spaces, checking availability, and managing reservations. A good UI enhances user adoption and reduces the learning curve for new users.
- Scalability: The chosen software should be able to grow with your business. Consider your organization’s current size and future growth plans. Scalable software can accommodate an increasing number of users and adapt to changing workspace demands without significant overhauls or increased costs.
- Integration Capabilities: Easy integration with existing systems (such as calendar applications, email, HR software, and building security systems) is crucial. Integrated solutions with various administrative tasks and contribute to a more solid workspace management experience.
- Support Services: Adequate customer support and service are vital, especially in the initial stages of implementation. Ensure that the software provider offers reliable technical support, training resources, and regular updates to keep the system running smoothly and securely.
Office Hoteling Software vs. Office Hoteling App
Office Hoteling Software:
- Designed for desktop or web-based platforms.
- Offers a broader range of features including space management, analytics, advanced booking options, and integrations.
- Ideal for administrators and facility managers who require extensive control and oversight over workspace reservations and utilization.
Office Hoteling App:
- Generally mobile-oriented, offering greater flexibility and convenience for on-the-go access.
- Focuses on core functionalities such as quick booking, real-time space availability, and easy cancellation/modification of reservations.
- Best suited for employees who need to manage their workspace reservations remotely or while away from their desks.
Differences and Benefits:
- While software provides a more complete and detailed management system, apps offer ease of use and immediate access.
- The decision between the two often depends on the specific needs and usage patterns within your organization. In many cases, a combination of both software and app can offer the most accurate solution.
When choosing the right office hoteling solution, consider these factors in relation to your organization’s specific requirements. A well-chosen system not only improves the efficiency of space management but also improves the overall workplace experience for your employees.
Top Office Hoteling Software Solutions
Several office hoteling software solutions stand out for their features and user-friendly designs. Below, we explore some of the leading software in this domain, highlighting their key features and unique selling points to help you make an informed choice for your business needs.
1. Archie
Its modern UI and customizable, white-label mobile app set it apart, offering a personalized and brand-aligned experience for users.
- Key Features: Offers a seamless experience in managing office spaces with its all-in-one platform, which includes desk booking, room reservations, and visitor management.
2. Condeco
Its strengths lie in its scalability and ease of integration with existing enterprise systems, making it suitable for large organizations with complex needs.
- Key Features: Excels in flexible workspace management with features like desk booking, meeting room reservations, and visitor management.
3. Teem by iOFFICE
Known for its user-friendly interface and efficient utilization of workspace, making it a great choice for companies prioritizing ease of use and effective space management.
- Key Features: This software specializes in the booking process for meeting rooms and desks, coupled with real-time availability and usage analytics.
4.SpaceIQ
Known for its analytics and integrations with various workplace tools, is ideal for businesses seeking data-driven insights to optimize their office layouts and resource usage.
- Key Features: Offers a suite of tools for space planning and management, including advanced analytics, interactive floor plans, and real-time space utilization tracking.
5. Robin
It stands out for its collaborative features, such as team scheduling and tools for optimizing shared spaces, making it ideal for fostering a collaborative work environment.
- Key Features: Provides solutions for scheduling office spaces and resources with a focus on collaboration and team interaction.
6. OfficeSpace
It is particularly beneficial for larger enterprises or rapidly growing companies, thanks to its planning tools and scalable solutions.
- Key Features: Designed for total workplace optimization, offering features like visual directories, resource allocation, and move management.
7. Skedda
Ideal for small to medium-sized businesses or coworking spaces, it offers a straightforward, no-frills approach to room and desk booking.
- Key Features: Specializes in the scheduling and management of shared spaces, with an emphasis on simplicity and ease of use.
Each of these office hoteling software solutions brings unique strengths to the table to various business sizes and requirements. Whether you prioritize data-driven space optimization, user experience, scalability, or integration capabilities, there is a software solution that meets those specific needs, enhancing the efficiency and adaptability of your workspace.
Implementing Office Hoteling Software in Your Business
Successfully integrating office hoteling software into your business requires a well-planned and strategic approach. This process not only involves the technical integration of the software into existing systems but also addresses the challenges of implementation and staff training.
Steps to Integrate Office Hoteling Software into Existing Systems
- Evaluate Your Needs: Before selecting software, assess your business needs. Consider factors like the size of your workspace, the number of employees, and specific features you require (such as analytics, mobile access, or integration capabilities).
- Choose the Right Software: Based on your evaluation, select office hoteling software that aligns with your business requirements. Prioritize solutions with user-friendly interfaces, scalability, and complete integration capabilities.
- Plan the Integration: Develop a detailed plan for integrating the software with your existing systems. This may include linking it with your company’s email, calendar, HR systems, and any other relevant tools.
- Setup and Configuration: Work with the software provider to set up the system and configure it according to your business’s workflow and policies. Customize settings like reservation rules, user access levels, and space allocation as needed.
- Data Migration: If you’re transitioning from another system, ensure a smooth migration of existing data into the new software.
Overcoming Implementation Challenges and Training Staff
- Addressing Technical Challenges: Collaborate with your IT team and the software provider to address any technical hurdles during the integration phase. Ensure your network infrastructure can support the new system, especially if it includes mobile app functionality.
- Change Management: Introducing new software involves change in the workplace. Communicate the benefits behind the shift to office hoteling to your staff to encourage acceptance and buy-in.
- Training: Organize training sessions for all users, covering how to use the software effectively.
- Pilot Testing: Conduct a pilot test with a selected group of employees. This helps in identifying any issues and making necessary adjustments based on real user feedback.
- Ongoing Support and Feedback: Establish a feedback mechanism to gather employee insights and suggestions for further improvements.
- Regular Review and Updates: Regularly review the software’s performance and stay updated with any new features or updates provided by the software vendor.
Businesses can effectively integrate office hoteling software into their operations, ensuring a smooth transition to a more efficient workspace management system.
Conclusion
Office hoteling can be a fantastic way to make your coworking space more efficient and resourceful. Optimizing your coworking space to allow people to sit wherever is available will increase your revenue and your reputability.
