Desk Hoteling-What It Is and Why It’s Key for Modern Workplaces

Previous decades saw cubicles as the way to be efficient without the expense of individual offices. However, cubicles eventually became detrimental owing to their many problems.

Cubicles were not only cramped and lacked privacy. They were also as inflexible as employees’ work hours. Additionally, they didn’t allow for adequate collaboration or socialization.

Today, the cubicle has been completely phased out.  More flexible, multi-use workspaces are now the norm.

These workspaces go together with new work arrangements and supporting tools. Practices like desk hoteling aren’t just the byproduct of today’s modern workplaces. They are required.

In this article, we’ll tackle the following questions:

What exactly is hoteling?

How does hoteling work?

Why do modern workspaces need office hoteling?

What benefits does hoteling give?

How do you start office hoteling?

What Exactly is Hoteling?

As more offices embrace hybrid and flexible work models, the concept of “hoteling” has become more popular. But what is hoteling, exactly?

Hoteling is a practice where employees can book workstations or meeting rooms for certain days. Employees can book their desired workspaces based on when they need them.

How Does Desk Hoteling Work?

Office hoteling is a more flexible way for employers to cater to a hybrid workforce’s needs. It works like a hotel: using this system, employees book a space, check-in, and check out.

Typically, employees book a space using a dedicated tool, such as hoteling software, provided by the company.

Hoteling can vary in scale depending on the workplace. Part-time employees, contractors, or hybrid employees can alternate onsite shifts for in-person meetings or critical tasks.

When it comes to hoteling, be sure to keep these details in mind:

Hoteling Works Better for Some Jobs

Jobs like copywriters or virtual assistants are better suited for office hoteling. Team members in these roles can send their output online. As for communicating, they often use chat or email platforms.

Hoteling is Scalable

Small companies utilize basic web-based apps with limited features. Meanwhile, bigger companies need specialized systems with more features to cater to more users.

Integration is Key for Hoteling Software

Integrations matter in an agile workplace to reduce the number of total tools needed. With office hoteling, the software is often combined with various work functions. RFID badges are a good example of this.

What’s the Difference Between Hoteling and Hot Desking?

Physical offices can be challenging to maintain, especially for hybrid workplaces. Both hoteling and hot-desking are viable options for employees who alternate onsite and remote shifts.

But what are the differences between desk hoteling and hot-desking? Here are a few to remember:

Hot-Desking

Hot-desking provides seats to in-office employees on a first-come, first-serve basis. It’s a type of seating arrangement where employees can come to work on short notice.

That said, here are the downsides to hot-desking:

Lack of guaranteed availability – The lack of guaranteed availability means that not all employees will have desks onsite.

Lack of options – Quiet spots may not always be available for those who need to focus. Plenty of distractions may result in a lack of productivity for employees.

Potential health issues – Multiple workers using the same desk repeatedly can increase health risks.

Hoteling

In contrast to hot-desking, desk hoteling gives employees more control and convenience. It is a structured system that offers more support to hybrid and remote workers.

However, some downsides to hoteling may make other solutions more viable, such as:

Demands more work – Hoteling is a practice that needs support to set up. Aside from software, you need an effective scheduling system and a virtual floor plan.

Requires planning – Desks are booked in advance, making it less ideal for emergency meetings or onsite shifts.

Potential security risks – Desk sharing with hoteling can be risky, especially when employees regularly handle confidential information.

Hoteling Desks: Why the Modern Workplace Needs This Practice

With more offices looking for flexibility, hot-desking and hoteling solutions have become more popular. Today, about half of all companies utilize some form of hot-desking or hoteling solutions.

But why does your office need desk hoteling?

Here are the benefits that hoteling brings to today’s hybrid and flexible workplaces:

More Efficient Workspace Use

Many studies show that a little over half of office space is wasted daily on average. When offices adopt hoteling, there is a significant increase in efficient workspace use.  

With streamlined resources also comes easier management and clean-up after use. Aside from ensuring access to the right desks at the right time, desk hoteling also ensures easier maintenance.

Increased Cost Savings

As a practice, desk hoteling simply offers more savings. This is the result of the reduced need for real estate as companies expand.

This advantage is perhaps the most important one, especially for growing businesses. Employees also benefit from more office resources to use. Desks, rooms, and equipment are more available instead of being restricted.

Real-time Data Analytics

Data analytics play a crucial role in many industries. However, they see particular use in hoteling systems and software. Key metrics like space occupancy or density enable better office layout planning.

Real-time data analytics also help smooth out traffic flow during company events. A hoteling desk reservation system can make these analytics readily accessible to managers at any time.

Hoteling Desks: Why Today’s Hybrid Employees Need This Practice

Hoteling can be seen as one of the ways that reflect how workers today see work. Outside the need for cost savings, it’s seen as a way to make work easier for employees.

Here’s how hoteling as a practice greatly improves the lives of employees:

Boosts Collaboration

Office hoteling follows the creation of more open, flexible workspaces. This is because the practice has to be supported by the office layout and software tools.

However, it results in remote and hybrid teams engaging with tasks better. With more spaces focused on collaboration, employees are likewise more likely to work together.

Improves Work-life Balance

In recent years, the concept of “work-life balance” has become more popular. In a nutshell, it refers to how employees can balance their work and personal lives.

Hoteling desks give employees more leeway to plan their schedules compared to traditional work arrangements. They spend much less time commuting and more time being productive.

Improves Employee Engagement

Remote and hybrid work employees are most productive within flexible work environments. With office hoteling, they can find the workstation they are most comfortable with.

On top of that, hoteling can be especially empowering for employees. Aside from control over their schedules, they also have more control over their workplace.

Workplace and Workforce Analytics: What’s the Difference?

Hoteling helps make important decisions using data analytics, which is a big part of the software that manages desk hoteling. Data analytics means looking at information to spot patterns and trends.

Here’s what makes the two different:

Workplace Data Analytics

“Workplace data analytics” is when you study how employees use the office space. This helps companies figure out ways to save money and organize the office better.

Here are a few examples of workplace analytics:

Space occupancy rates – Conference rooms can be a huge office expense. Optimizing their use means knowing how many people use them, how often they’re used, and when.

Room/desk bookings – Hoteling software can help you generate user data on which desks are used the most and when. It can help managers decide which spaces to turn into meeting spaces.

Facilities reporting – Facility management reports can help managers track different details and metrics. These can range from routine maintenance to equipment history and monthly work order reports.

Workforce Data Analytics

“Workforce analytics”, while overlapping with workforce analytics, is quite distinct. It focuses almost exclusively on employee data, like engagement and productivity.

Here are a few examples of workplace analytics:

HR data – To human resources departments, workforce analytics often involves recruitment and retention rates. Other areas of interest include employee performance and skills gaps.

Employee surveys – Data on employee engagement and satisfaction can be collected through self-reporting and surveys.

Badge data – Tracking badge data gives managers a clearer picture of which parts of the office employees access the most.

Desk Hoteling for Hybrid Work: Is Your Office Ready?

Hoteling is necessary for workplaces that have both in-person and remote work setups. It helps companies give more options to employees and use their office space well. Aside from asking “What is hoteling?”, it’s also good to check if your office is ready for hoteling. You can start rolling out your new work arrangement by keeping these practices in mind:

Involve Your Employees

Before you make the switch to hybrid work arrangements, be sure to gauge your employees first.

Before making any changes, it’s important to understand what employees need and how interested they are in their work. Making the workforce ready for new work setups can also help them adapt better to the new environment.

Other options might work better too. For instance, if employees don’t need to be at the workplace a lot, hot-desking could be a good choice. This means sharing desks, so they use whichever one is available when they come in.

Fit Desks and Meeting Rooms with the Right Technology

Investing in the right hoteling software can make a huge difference. For your employees, it can act as the central platform for securing meeting spaces, office interactions, and so on.

That said, office managers should also consider if employees may be uncomfortable with changes in their existing work arrangement.

Here’s what you should be looking for in a desk scheduling platform:

Interactive floor plans – Interactive floor plans make reservations easier for employees and wayfinding for visitors

Third-party integrations – Third-party integrations make more features accessible with as few apps as possible

User-friendly interface for desktop and mobile – Easier navigation means a lower learning curve, meaning users adjust more easily

Streamlined visitor management – A visitor management system makes it easier to schedule onsite meetings with clients

Offer Different Spaces

Desk hoteling works best when employees have different spaces to choose from. After all, different teams may have different needs, and different workers have different preferred environments.

Having a variety of spaces means employees have options that cater to their work style. When they are “in their element”, or their preferred work environment, workers can be more productive.

That said, what are the different types of workers you may have? Here are a few types you should remember:

Independent – Also known as “doers”, they can be determined and hardworking, but need their own space to do their work.

Flexible – These types of workers are adaptable and value solo work while still being collaborative. However, not all work allows for this kind of balance.

Cooperative – These types of workers love teamwork and thrive with feedback, but may struggle with working independently.

Detail-oriented – Detail-oriented workers can be strategic and great at reducing risks. However, they can struggle with working too slowly and being caught up in the details.

Sanitize Regularly

Employees don’t have a permanent desk when offices practice hoteling. Instead, they work from desk to desk.  

As a result, it can be tempting for employees to leave their messy desks for someone else to deal with. This can ultimately lead to a higher health risk, which is a big concern in a post-COVID workforce.

Aside from having a hoteling desk reservation system, it’s also important to have a clean desk policy. The good news is that managers can configure their booking software to include reminders at the end of each session.

The Bottom Line

Today, physical offices can be challenging to maintain. Aside from commercial real estate costs, new technologies and changing attitudes towards work have reduced their need.

As more offices embrace hybrid and flexible work models, desk hoteling and similar practices have become more popular. It’s seen as a way to make work easier for employees while reducing costs.

With its numerous benefits, hoteling has since become the work arrangement for companies worldwide. There has never been a better time to start office hoteling than now.

Ready to optimize your workspace and improve flexibility? Book a live demo today!

FAQs About Desk Hoteling:

1. What is desk hoteling?
   Desk hoteling is a flexible workspace arrangement where employees book workstations or meeting rooms for specific days or times. It allows them to reserve a space when needed, similar to booking a hotel room.
2. How does desk hoteling work?
   Employees use specialized software to book a workspace, check in when they arrive, and check out when they leave. This system supports hybrid and remote work arrangements by allowing employees to reserve desks in advance.
3. What is the difference between desk hoteling and hot-desking?
   In hot-desking, employees use available desks on a first-come, first-serve basis without a reservation system. In contrast, desk hoteling provides a structured, reservation-based system where employees can secure a specific workspace ahead of time.
4. Why is desk hoteling essential for modern workplaces?
   Desk hoteling is vital for hybrid and flexible workplaces as it optimizes office space usage, reduces real estate costs, and improves flexibility for employees who split their time between in-office and remote work.