Our helpful guide covers the key features that you want to look for in a workspace booking solution.
As business workforces grow, and hybrid working solutions continue to expand, more than ever physical workspace is becoming a premium resource.
Whether the need is for a single desk or a fully equipped conference room, the ability to search for and book workspace for specific times and locations is vital for the communication and efficiency of an organization.
In this post, we'll take a look at some current statistics on the changing workforce models, how to find the workspace booking solutions that’s right for you, and what specific features you should look for.
A recent report from Scion, titled "The Top Hybrid & Remote Work Trends to Know for 2023 and Beyond" states: "In a competitive job market, companies can't afford to not keep their employees happy. Offering a hybrid model and flexible work hours can attract top talent from across the country instead of limiting options for office workers to only local candidates."
The same report goes on to reveal that 46% of the hybrid workforce who work flexible schedules have reported higher job satisfaction, even when it includes longer workdays.
At the same time, "Remote Work Statistics And Trends In 2023", by Forbes Business Advisor shares the following, and eye-opening, statistics:
These figures leave little doubt to our modern workforce’s desire for the flexibility and balance of work-life priorities that remote and hybrid work can offer.
Clearly, hybrid and remote work environments, and their efficient management, have an important role to play in the future of business growth and employee retention and satisfaction.
Companies who want to stay on the competitive cutting-edge of remote/hybrid employee management, will need to know, among other things, exactly what to look for in workspace booking solution to ensure that they have the best, most efficient, tools at their disposal.
When looking for a workspace booking solution, there are 4 key factors to consider: ease of use , comprehensive analytics & space utilization, flexibility, the strength of its collaboration features and, of course, security.
Look for a solution that streamlines desk space booking, preferably with just one click. It’s helpful if it includes the ability to search by map or set up user preferences like work location, room temperature, average noise level, etc. — and have the tool automatically suggest the optimal workspace from those available.
The solution you choose should be intuitive and user-friendly, allowing both workspace administrators and users to easily navigate and book spaces without extensive training or technical knowledge.
If the booking system is unnecessarily complicated to use, you’ll have a hard time getting widespread adoption by your workforce. You want a streamlined, but still intuitive solution that enables workspace booking (preferably in just one click.)
You’ll also want to consider the level of support and maintenance provided by the solution provider.
Look for a reliable vendor that offers regular updates, bug fixes, and responsive customer support to address any issues or questions that may arise.
Ease of use is a key success factor. By improving efficiency in your deployment, configuration, and booking implementation, you allow your team members to quickly and with minimal effort, get your workspace booking system up and running.
A good workspace booking solution should provide reporting and analytics capabilities, giving administrators insights into space utilization, booking patterns, and trends.
This information can help optimize space allocation and make data-driven decisions.
The solution should also have robust space and resource management features, allowing administrators to define and manage various workspace types, capacities, amenities, and equipment.
It should also enable users to specify their requirements when booking, such as room setup, equipment needs, or additional services.
Look for a solution that offers flexibility in booking options, such as different time slots (hourly, daily, weekly), multiple locations, and the ability to book in advance or on short notice. It should also allow for recurring bookings if needed.
The solution should allow customization to match your organization's branding and requirements. It should also integrate with your existing systems, such as calendars, email notifications, and access control systems, to streamline the booking process.
In today's mobile-centric world, it's also crucial to choose a solution that offers a mobile app or a responsive web interface, allowing users to book workspaces on the go and receive notifications about their bookings.
Today’s employees demand flexibility in where and how they work.
Whether you call it office hoteling, hot desking, or anything else, the best workspace booking solutions make it easier and faster to book space with an employee needs it.
The solution should provide real-time information on the availability of workspaces, enabling users to see which spaces are free and make immediate bookings.
It should also automatically update the system when a booking is made or canceled.
The solution should support user management, allowing administrators to control access and permissions based on roles and responsibilities. It should also enable easy onboarding and offboarding of users.
Scalability and integration are important features to consider as well.
You want to ensure that the solution can scale as your organization grows and will integrate with other software and hardware solutions you may be using, or will likely add in the future, such as building management systems or access control systems.
A recent report from Scion Staffing, "The Top Hybrid & Remote Work Trends to Know for 2023 and Beyond", states:
"In a competitive job market, companies can't afford to not keep their employees happy. Offering a hybrid model and flexible work hours can attract top talent from across the country instead of limiting options for office workers to only local candidates."
It goes on to reveal that 46% of the hybrid workforce who work flexible schedules have reported higher job satisfaction, even when it includes longer workdays.
By considering these factors, you can find a workspace booking solution that aligns with your organization's needs and enhances the efficiency and productivity of your workspace management processes.
You need a workspace booking solution that helps your organization make the best possible use of valuable office real estate and time.
To discover the challenges and opportunities of hybrid work models, watch our on-demand webinar.
