Table of Contents
Desk or office hoteling is an alternative shared desk option that has emerged due to the rising popularity of the hybrid work model.
This simple solution for maximizing the usage of offices with limited spaces is a great way to share desks in the workplace in a non-disruptive, flexible way.
Naturally, in order to feel the benefits of this solution to the fullest extent, you must have the right approach. Office hoteling requires a thorough coordination plan for desk assignments. Without one, you may be faced with doubled-up desk reservations while other stations remain free, thus creating a more chaotic environment and defeating the purpose altogether.
We’ve compiled a summary of the top 6 best practices to help you get started in making desk hoteling part of your space utilization strategy.
Best Practices for Office Hoteling
1. Hoteling Software
First, it is imperative that you invest in a good office hoteling software. A hoteling software that centralizes all booking and management aspects of hotel desks is a key element to successful office hoteling.
The best software will offer the following features:
Interactive maps: Real-time floor plans are important as they allow users to see what desks are available as well as where other users are seated.
Integrations: Your communication platforms and other software should be seamlessly integrated into your hoteling software for best results.
Mobile app: Mobile accessibility is indispensable for managing bookings on the go, especially for larger spaces.
Management software such as Archie can facilitate this task. With Archie, you are able to automate bookings and track various analytics to help you understand patterns and trends in the office. Additionally, Archie is easy-to-use, cloud-hosted for ultimate accessibility, enabled in real-time, and customizable to your facilities.
2. Booking Procedure
Establishing a clear booking process is another best practice for office hoteling. After you’ve selected a good management software you will want to develop procedures to follow when booking a space.
The process should be straightforward and simple. Below is an example of what your process could look like:
- Users request a desk prior to their arrival.
- Upon arrival, users check themselves in or report to a manager who checks them in.
- When the user leaves, they sign out or check out with the manager.
Booking and usage protocols should be clearly communicated. Having a standardized process in place ensures that nothing goes amiss, such as neglecting to email a user their desk information or failing to log the precise desk they’re occupying. Standardization is especially necessary if employees are allowed to schedule their own workstations
3. Wayfinding and Labeling
Digital wayfinding refers to visual maps and traffic management systems and is an important feature for any hotel or hot desk setup. In addition to digital wayfinding, you should clearly label all workstations and areas to help users navigate the space with ease.
All desks should be labelled in a uniform, systematic way. For example, you can choose to label desks with a numeric value (001, 002), or you can use an alpha-numeric format (A01, A02).
Alternatively, you can use distinct identifiers based on departments or areas (Sales Desk, Green Desk, etc.). Then, you will need to create a populated searchable directory that updates automatically as hotel desks are checked in.
You will also need to communicate wayfinding information or instructions to workers. This can be done via reservation confirmation emails and should include a link to the layout of your office as well as providing directions for locating desks.
4. IT Requirements
Adequate technology is essential for effective office hoteling. As a norm, each desk should be equipped with a phone with a distinct extension, a computer, and an Internet connection with a distinct sign-on.
Information regarding the booking such as usernames, passwords, WiFi guest credentials, phone extensions, and contact information for IT help should be included in the confirmation emails and also be displayed at the hotel desk.
5. Guidelines and Policies
Having policies and guidelines clearly set in place is essential for managing expectations around office hoteling.
Your policy will need to include various details regarding the use of the space. For example, you will need to establish a cleaning or “reset” procedure for shared desks to ensure that they are clean and inviting to all users.
Communication around office hoteling should be clear and unambiguous. Users should have easy access to the hotel desk handbook or policy document to address inquiries and complaints and should readily know who to call if they require assistance.
Office hoteling comes with its own set of difficulties and setbacks. Luckily, you can plan ahead to reduce risk and potential problems.
Following the best practices outlined above and staying committed to the process will further enhance your ability to adapt and adjust to problems and challenges that will make or break your hotel desking approach.