With the increased popularity of remote work, many corporations were forced to rethink the ways in which they manage their workforce. HR managers had to pay extra attention to employee happiness and comfort to avoid losing them to the competition. They had to adopt a suitable strategy to allow for a hybrid work schedule (Working from home and working from the office) since this is what a large part of the office workforce demanded in order to stay at a given company. The employees suddenly became a big focus and hybrid work became not an extra but a requirement.

Hot desking is a common seating strategy used in many innovative companies with a large employee base. This approach states that employees don’t have a fixed desk at the office but rather can book one at a location of their choosing at the company premise. In order to manage this procedure, IT firms developed a creative software solution. A hot desking software application allows people to book a workplace of their choosing at the company office space. It enables businesses to efficiently manage their workspaces, reduce costs and create a comfortable and collaborative environment for their workers to enjoy.

How does hot desking software work?

The first step is that the client must send a detailed office plan to the software provider. In addition, they can either specify where the desks, parking spaces, and conference rooms are on the plan or they can add them themselves when the application is created. The software developers map the entire floor together with its available seating if provided. They create the booking functionality so that employees can book a desk at any part of the office while software administrators can have changes to the seating plan for a specific date or period of time. The application is then made available to all workers in the company so they can access it from any place using their mobile devices. Accessibility and efficiency. Another key factor of such a system is the possibility of upgrades and improvements. Software developers can easily add new features and options to the app if clients need them.

Efficiency and costs

Hot desking software allows building managers to efficiently control employee flow and effectively reduce costs. As the application administrator, building managers can alter the designated workspace or an employee or group of people. Having such centralized control allows efficiency and space optimization. Imagine that you have four areas in your office and during the summer there are two people booked in each of these areas. 

The building manager can consolidate the workers together in one area to facilitate workplace relationships and reduce costs. Moreover, during times, when the heating and electricity bills are going up such as during the winter, building mangers can again bring together the people in a specific section of the office and use energy and heating only for that part. Furthermore, being able to see in advance the filled capacity of the office space enables managers to decided days in advance what steps to take and how to best optimize the work areas in the office. Hot desking software easily saves companies money.  

Collaboration and relationships

In regular companies, many times, we are witnesses to busy work schedules getting in the way of people having social contacts. Projects and deadlines almost always keep us on edge. Even if we are friends with some of our colleagues in different departments, we may not be able to meet and develop our relationships. After all, it is difficult to walk regularly from one part of the building to another, especially if you have a lot of work to complete.

Hot desking makes close collaboration easier. Imagine if you have people from five departments working on a single project. Using the software application, they can book desks closer to each other on specific dates and ensure that the project goes smoothly and quickly. Moreover, if you are really close with a colleague in a different department, you can make sure to work together from time to time in order to maintain your good relations. This creates a healthy and friendly work environment.

Hybrid workplace

The IT industry has experienced many changes over the past couple of years. As the search for professionals increased, so did the worker’s demands for special treatment. At this current point, some candidates do not consider at all a company that doesn’t allow for remote work. IT firms are forced to adapt to the changes in the workforce’s preferences.

This desk booking software has become an absolute must if you allow for hybrid work schedules – employees deciding to work remotely or from the office. Functioning on a first-come, first-served basis, this approach provides people greater flexibility and control over their time.

Employees possess more autonomy and feel in control over their schedule. Unfortunately, not all companies believe in the efficiency of remote work. We see cases all over the world where firms are starting to call their workforce back to the office. However, employees are pushing back on these initiatives. The competitive industry has so-far forced firms to conform to the wishes of the employee but who knows how long this will take?

Workplace hygiene

Knowing that they have booked a desk for a limited number of days, employees generally feel they have to maintain a high level of cleanliness in their workspace. Such a feature requests that people leave their desks clean for the next person when they finish work. This is especially important for your company still has COVID-19 measures in place.

Conclusion

All in all, hot desking software has become an indispensable part of the modern IT company. Providing booking functionality, complete administrator control, and an excellent user-interface, this software application is vital for optimizing your office workplace and saving costs. Increase collaboration on your project, and improve team spirit and relationships. Easily provide the sought-after option of hybrid work without huge administrative overheads. Keep your office clean and fresh.