Hot Desking: An Office Design Checklist

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Hot Desking: An Office Design Checklist

When a company is growing in numbers, one critical challenge is how well it manages its workplace. Hiring new employees and growing the team involves getting more space and utilities; this process is often tedious and sometimes monotonous as well. Letting employees opt-in and opt-out from not having a fixed place with a fixed setting is at the heart of hot desking. A hot desk reservation system helps a team member understand problems and nuances from other teams beyond their own.

Following simple rules goes a long way; here are a few tips to make a hot desk reservation system work within your organization:

Check the Ideal Employee Capacity

Optimizing for space and ideally moving towards a hybrid work environment is one of the main reasons for hot desking. Revamping the number of employees present at the office at any time helps plan the availability of desks. Planning for a set number of employees will directly translate into acquiring just enough space to seat them properly.

Analyze the Kind of Work Done

Not every job can be efficient with a constantly changing work setting, for example, Engineering and Finance Administration. Changing from a traditional office setting to a hot desk environment will result in a few ebbs and flows of work efficiency. The teams must work together by design as they need to communicate within themselves more often than not. Understanding the team member’s job profiles to plan the seating design should be necessary.

Add Appropriate Furniture and Accessories

When rolling out a hot desk reservation system to the employees, it is crucial to maintain a standard between various seating arrangements. For most team members, the switch will take some time to adjust. Maintaining enough sockets to plug in their laptops and devices, providing adjustable chairs and desks, and giving an option for workplace storage goes a long way in a seamless transition.

Utilize Workplace Traffic Data

Use data to understand the kind of teams working on the ground and how they can ideally be seated across the work area. The management can use data gathering tools to establish patterns. This data can be projected further to see how many team members are needed at office and if working hours and office space are being utilized effectively.

Classify Your Desks

Even if every desk is the same, the desk classification can be based on who’s booking the individual hot desk. Ideally, team leaders should have a bunch of seats open only to see, learn and understand the other teams and members they usually don’t interact with often. Desk classification also helps in organizing one on one meetings, interviews, visitor meetings, and even team huddles.

Listen to Your Employees

Every team member has an opinion on anything new being introduced. Understand what difficulties they might be facing and help them embrace hot desking in a seamless manner. Ensure that you train them to use the hot desking software effectively.

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Why Desk Booking Software Can Help?

Ideas and innovations come from freedom; the freedom to sit wherever you want comes with choice. A hot desk reservation system helps the users choose where they want to sit, making the floor planning easier for the administration. Desks across the floor are maintained at the same level, so everyone feels welcome. Hot desking is often a result of last-minute changes, but a software tool helps see what is available and if the plan can happen as intended.

Why Rendezvous?

Rendezvous is a multi-dimensional software allowing booking for spaces of all sizes: desks, meeting rooms, and conference centres. The concept of a hot desk reservation system is based on effective space management.

  1. Great scheduling gives the employees greater flexibility; with Rendezvous agile booking technology, the time spent on scheduling is down to a few clicks.
  2. Instead of using multiple communication channels for a place to work, Rendezvous mobile app makes it easy to book your desk. It also allows flexibility to make it easier for you to locate colleagues.
  3. No-touch access allows you to minimize touching surfaces. QR codes and RFID access cards help bring you the closest to a safe workplace.
  4. The reverse hoteling feature is available for releasing space in case the users are not working from the office that day; the control is purely in the user’s hands.

To know more about all these features and more, contact us!