Hoteling Office Space: Optimizing Your Workspace with Best Practices

Traditional models with assigned desks are being increasingly replaced with a more flexible approach: hoteling office space. In this workspace management system, employees book desks, meeting rooms, or other workspaces in advance instead of having assigned seating, allowing for greater flexibility and adaptability and helping employees choose the best environment. Whether they require focused work, collaboration with colleagues, or a quiet space for calls, this provides a dynamic and efficient way to utilize office space.

What is Office Hoteling?

Office hoteling is a flexible desk hoteling system where employees book the workspace that best suits their needs, replacing dedicated workspace with a booking system.

Key features of office hoteling:

• Reservations: Employees book desks or workspaces through a user-friendly platform, often online or through an app.

• Variety of workspaces: Different workspaces are available, such as open-plan desks, focus booths, quiet rooms, and conference rooms.

• Control and predictability: Employees know where they will be working, which can help them plan their day and ensure they have access to the necessary equipment.

• Flexibility: Office hoteling allows employees to choose different workspaces based on their daily tasks and preferences.

Outgrowing the Traditional Office

The traditional office layout, with rows of assigned desks and singular private offices, can feel restrictive for growing and adapting companies. While a private office offers advantages like ownership and privacy, it can be an inefficient use of space, especially when some employees work remotely. Additionally, the lack of flexibility inherent in a dedicated desk doesn't cater to the diverse needs of today's workforce, where some tasks demand focused work and others benefit from collaboration.

Office hoteling offers a compelling alternative. Companies can use their existing space more effectively by ditching the assigned desk model. Employees can book quiet areas for focused work or dedicated project teamwork zones. This flexibility creates opportunities to return remote employees to the physical office environment, improving team spirit. Instead of investing in more office space to accommodate a growing team, office hoteling allows companies to optimize their current footprint, making it a financially sound solution for businesses seeking to adapt to the evolving workplace landscape.

Key Benefits of Office Hoteling

Office hoteling offers a range of advantages for both businesses and employees. By allowing employees to reserve specific workspaces in advance, this flexible approach provides several key benefits:

For Businesses

• Cost savings: Reduced need for assigned desks can lead to smaller office footprints, resulting in lower rent and overhead costs.

• Improved space utilization: Data-driven insights from booking patterns help optimize space allocation, ensuring efficient use of available resources.

• Enhanced employee experience: Provides greater control and choice for employees, creating a more positive and engaging work atmosphere.

• Increased collaboration: Encourages interaction and teamwork by offering designated group work and meeting spaces.

• Adaptability to changing needs: Easily accommodates fluctuations in workforce size and project demands.

• Support for hybrid work: Facilitates seamless integration for remote workers and visiting teams by providing readily available workspaces.

For Employees

• Flexibility: Choose the workspace that best suits their daily tasks and preferences, promoting focused work, cooperation, or quiet individual time.

• Increased productivity: Reduced distractions and improved access to necessary equipment can lead to higher productivity.

• Improved work-life balance: Flexibility in workspace selection can improve the balance between work and personal life.

• Greater sense of ownership: Reserving a specific workspace can provide a sense of ownership and personalization, enhancing employee satisfaction.

Office Hoteling vs Hot Desking

The main difference between office hoteling and hot desking lies in how employees access desks:

Office Hoteling

• Requires employees to reserve desks or workspaces in advance for a specified time. This ensures they have a guaranteed spot when they arrive at the office.

• Offers more control and predictability over where you work.

• May be better suited for individuals who need specific types of workspaces or prefer a more stable work environment.

Hot Desking

• Operates on a first-come, first-served basis. Employees choose any available desk upon arrival.

• Provides the highest level of flexibility and allows for spontaneous workspace changes.

• May be better suited for individuals who don't require specific equipment or prefer a more dynamic work atmosphere.

Implementing Office Hoteling for Your Business

Office hoteling offers a dynamic and adaptable workspace solution for modern organizations. However, a successful transition requires careful planning and execution. Here's a step-by-step guide to help you implement office hoteling effectively:

1. Lay the Groundwork:

• Define your goals: Identify the key objectives you hope to achieve with office hoteling (e.g., increased flexibility, reduced real estate costs, improved space utilization).

• Assess your needs: Evaluate your current workspace layout, employee headcount, and anticipated growth.

• Gather employee feedback: Understand employee preferences regarding workspace types, desired levels of flexibility, and any potential concerns.

2. Plan and Prepare:

• Choose the right technology: Invest in a user-friendly office space management software with features like mobile booking, clear floor plans, and a simple interface.

• Designate different workspaces: Offer a variety of spaces catering to different needs (quiet zones, focus booths, open-plan desks).

• Establish clear policies: Define booking procedures, cancellation windows, guidelines for fair access, and expectations for maintaining a clean and professional work environment.

3. Communicate and Train:

• Communicate the benefits: Clearly explain the benefits of office hoteling for the organization and employees.

• Address concerns: Openly discuss employee anxieties and provide solutions to mitigate them (e.g., ensuring access to necessary equipment).

• Provide comprehensive training: Train employees to use the booking system, navigate the different workspaces, and understand the established policies.

4. Implement and Monitor:

• Launch with a pilot program: Start with a small group to identify and address any initial challenges before a full rollout.

• Monitor and adapt: Analyze booking data to understand space utilization patterns and adjust workspace allocation.

• Gather continuous feedback: Encourage ongoing employee feedback and use it to refine the system and address emerging issues.

5. Build a Culture of Collaboration:

• Promote etiquette and respect: Encourage employees to consider colleagues' needs when booking workspaces.

• Facilitate communication: Promote open communication and cooperation, even when employees are not physically located near each other.

• Organize social events: Create opportunities for teams to connect and build relationships.

Main Advantages of Office Space Management with DESK

EPAM realized the need for hoteling office space and developed software to handle it. DESK software transforms workspace management with office hoteling. Employees ditch assigned spaces and reserve what they need when they need it. This includes desks, parking, lockers, and meeting rooms, eliminating wasted space and unnecessary resources.

DESK optimizes resource allocation, ensuring your office space is used effectively. This reduces costs from unused areas or excess staffing, boosting profitability and streamlining operations.

Its self-service booking feature allows employees to choose where they work, enhancing collaboration, improving time management, and boosting job satisfaction.

Also, DESK seamlessly integrates with a hybrid workforce, enabling adaptation while maintaining efficiency and reducing overhead costs.

DESK improves event and guest visit management and ensures security and compliance. This comprehensive solution offers increased efficiency and convenience for companies modernizing their workspaces.

Statistics on a Flexible Work Trend

Here are some key statistics on office hoteling and hoteling office spaces:

• Companies can save up to 30% on real estate costs by implementing an effective office hoteling strategy and optimizing space utilization.

• Office hoteling allows businesses to reduce their real estate footprint by up to 40% by accommodating more employees in the same space through shared desks and workstations.

• The global office hoteling software market size is projected to grow from $1.1 billion in 2020 to $2.8 billion by 2027, at a CAGR of 14.2% during the forecast period.

• In a survey by Gallup, 54% of office professionals said they would leave their current job for one that offered better workplace flexibility, such as hoteling or remote work options.

• According to a study by Gartner, organizations that implement office hoteling can reduce their real estate costs by up to 30% while increasing employee engagement and productivity.

• A report by JLL found that companies with effective office hoteling strategies can achieve space utilization rates of up to 80%, compared to traditional offices with utilization rates of around 50%.

The statistics highlight the potential cost savings, increased space utilization, and employee satisfaction benefits that office hoteling can provide to organizations, driving the growing adoption of hoteling office spaces and supporting software solutions.

Conclusion

Office hoteling offers a compelling alternative to traditional assigned seating arrangements. This approach embraces flexibility and choice and offers a range of benefits for businesses and employees. From cost savings and improved space utilization to enhanced staff experience and increased productivity, office hoteling can contribute to a more dynamic, efficient, and employee-centric workplace.

FAQ

1. What is a hybrid workplace?

A hybrid workplace moves away from the traditional office model. It blends remote work with in-office work, allowing employees to choose their work environment. This flexibility can boost employee satisfaction and productivity while potentially saving companies on office space costs. However, maintaining company culture and ensuring equal opportunity for all employees can be trickier in a hybrid setup.

2. Does office hoteling make it harder for teams to work together since no one has a set desk?

Office hoteling thrives on a flexible work environment, but that doesn't mean teamwork goes out the window. Organizations can still cultivate a collaborative spirit by designating specific areas within the office as collaborative spaces. These spaces, equipped with whiteboards, comfortable seating arrangements, and video conferencing technology, can be hubs for brainstorming sessions, team meetings, and project discussions. Office hoteling can facilitate a dynamic work environment that fosters individual focus and effective teamwork by providing these designated areas and encouraging their use.

3. Are there any drawbacks of hoteling office space?

Yes, there are some drawbacks to hoteling office space alongside the benefits. Here are a few to consider:

• Initial challenges: Requires investment in technology (reservation system) and employee training.

• Potential for disruption: Employees may need to book workspaces in advance, which could lead to competition for popular spaces.

• Equity concerns: Ensuring clear booking policies and fair access to different workspaces for all employees is important.

• Maintaining culture: Building a strong company culture can be more challenging when employees are not physically together regularly.

• Remote worker integration: Additional effort might be needed to ensure remote employees feel connected and included in the team environment.

4. What is an example of hoteling?

Imagine a company with more employees than dedicated desks. Instead of assigning desks, they implement a hoteling system. Employees use a special app to reserve a workspace, like a desk, parking spot, or meeting room, for the day, a specific timeframe, or even recurring days. This allows them to choose what they need when they need it.