You’ve probably heard of hotels with accommodations, meals, and other services for travelers and tourists. A new word on the block builds off that and even has a similar meaning: desk hoteling. Just as staying at a hotel is sharing rooms, desk hoteling refers to sharing desks.
In the hybrid work era, where organizations try to control costs and energy use by reducing office space, desk hoteling proves to be an effective solution. In a real-life example of controlling costs, Allstate cut its real estate spending in half after embracing flexible work. Efficient desk sharing among hybrid workers can reduce carbon footprint by 28%, according to The Proceedings of the National Academy of Sciences (PNAS).
In this post, we break down everything you need to know about desk hoteling and how it can benefit your organization. We’ll cover:
- What is desk hoteling?
- What is the difference between desk hoteling and hot desking?
- What are the benefits of desk hoteling?
- Desk hoteling best practices
- How desk hoteling software supports seat-sharing
What Is Desk Hoteling?
Desk hoteling, otherwise known as office hoteling or simply “hoteling,” is a system where employees reserve desks or workstations in advance, similar to how you might book a hotel room. Unlike traditional assigned seating, desk hoteling allows employees to choose where they work each day based on availability and preference.
Desk hoteling optimizes space utilization and reduces overhead costs because organizations no longer need to sustain a large real estate footprint to accommodate a full workforce every day. Desk hoteling also supports new hybrid working patterns by allowing employees to select office neighborhoods that help them do their best work.
Desk Hoteling vs. Hot Desking
You may have heard the term hot desking as well. Both desk hoteling and hot desking are agile ways of working where employees share desks at the office instead of having assigned seating. Both are great for hybrid workplaces where employees are in the office at different times throughout the week. So—what is the difference between desk hoteling and hot desking?
The key difference lies in how the desks are allocated. In a hot desking model, desks are available on a first-come, first-served basis. Employees find an available desk when they arrive at the office and set up there for the day. Additionally, employees usually use hot desks for shorter periods, making it great for arrangements that can change throughout the workday or the workweek as people come and go.
By contrast, in a desk hoteling model, employees use a reservation system to book a desk in advance, ensuring they have a spot when they arrive. Employees typically reserve the workspace for more extended periods as well. Being able to book a space ahead of time helps reduce stress, as employees know exactly where they will be sitting and can plan their day accordingly. Desk hoteling can also help organizations manage capacity more effectively and use space more efficiently.
Check out The Definitive Guide to Hybrid Work for more strategies to implement hybrid work successfully.
Benefits of Desk Hoteling
A desk hoteling system is particularly beneficial in workplaces with a hybrid model where employees go into the office some days of the week. It is also great in a fully remote model where employees meet up occasionally to collaborate. Implementing a desk hoteling system offers numerous benefits for both employers and employees, such as:
Optimized Space Utilization
Desk hoteling helps companies maximize office space, which is especially important in hybrid work environments. By understanding the occupancy trends and booking patterns, organizations can reduce the number of unused desks, leading to cost savings on real estate and lower energy use.
Increased Flexibility
Employees appreciate the flexibility to choose their workspace. Whether they need a quiet area to focus, a collaborative space for team meetings, or a desk close to amenities, desk hoteling allows employees to select the environment that best suits their needs.
See: Top 5 Companies Setting Up Hybrid Meeting Rooms Right
Cost Efficiency
Companies can save on office-related expenses, including rent, utilities, and maintenance by reducing the need for a one-to-one desk-to-employee ratio. For example, Cisco says it saved roughly $500 million since implementing hybrid work and cutting half its real estate footprint. Desk hoteling is particularly beneficial for companies operating in expensive urban areas where office space is at a premium.
Enhanced Employee Experience
A well-implemented desk hoteling system can improve employee satisfaction. The ability to choose where to work and the assurance of having a reserved spot can lead to a more positive work experience, reducing stress and boosting productivity.
Desk hoteling stands to be a solution to the “more people than desk” problem in the hybrid work era. By booking a desk in advance, employees can rest assured knowing they have a seat in their preferred office neighborhoods when they arrive. Not only does desk hoteling help organizations control real estate costs, but it also promotes a system where employees can enjoy the benefits of flexible work while intentionally planning for purposeful in-office moments.
Desk Hoteling Best Practices
When implemented successfully, desk hoteling comes with many benefits. However, a new system like that brings about challenges, like managing the change for new ways of working, designing office layouts that work with desk hoteling, and ensuring the highest standards of cleanliness in these shared spaces. To successfully implement desk hoteling, organizations should consider the following best practices:
Get Buy-In and Communicate Clearly
Ensure all employees understand how the desk hoteling system works, including how to book a desk, any rules or guidelines, and who to contact for support.
Create Office Neighborhoods
Create defined areas in the workplace that support various roles and types of work, helping to enhance productivity and foster community among employees.
Invest in a User-Friendly Software
Invest in intuitive desk hoteling software that makes the booking process seamless. The easier it is to reserve a desk, the more likely employees are to use the system effectively.
Improve With Feedback and Data
Encourage employees to provide feedback on the desk hoteling system. Their input can offer valuable insights into what is working well and where improvements can be made. Regularly review booking data and analytics to understand usage patterns.
Read More: 5 Benefits of Desk Booking Software
Desk Hoteling Software
A robust desk hoteling software is critical to a successful desk hoteling system. The right software lets employees easily book desks, view available spaces in real-time, and manage their reservations. Key features of effective desk hoteling software include:
Custom Interactive Map
Employees can see a visual representation of your office floor plan, which helps them more easily see what the office looks like and book a suitable space. Additionally, having a map showing booking details informs employees who will be in the office.
Real-Time Availability
Employees can see which desks are available anytime, reducing the chances of double-booking or other conflicts. Last-minute cancellations and changes are automatically updated, which helps reduce administrative work. Software with two-way sync capabilities can further support a better work experience by syncing meetings on calendars with the desk hoteling software.
Analytics and Reporting
The desk hoteling software should provide analytics on desk usage, including high-usage times and popular office neighborhoods. This can help companies understand which spaces are popular and which are underutilized, helping them make data-driven decisions to optimize their space.
Integration with Other Tools
Desk hoteling software that integrates with calendar systems (e.g., Microsoft Outlook and Google), communication platforms (e.g., Slack), or other workplace management tools can streamline the user experience, improve efficiency, and support a higher software adoption rate.
A workplace management system like Skedda provides all of the above key features and more to help you create a great hybrid workplace experience.
“Skedda helps us create a balance of supply and demand and understand what the right balance of desks versus meeting rooms versus team hubs are. We no longer find ourselves in situations where people cannot find a desk.” - Emma Cantrill-Jones, IT Project Manager at Trent & Dove
Desk Hoteling: Seating for the Future
Desk hoteling is an effective solution for organizations looking to maximize office space, reduce costs and energy use, and provide flexibility to their employees. By implementing desk hoteling best practices and leveraging the right desk booking software, companies can create a more dynamic and efficient workplace that meets the needs of a modern, hybrid workforce.
If you’re ready to start scheduling and booking desks and rooms, create your free Skedda account today.
