Demand for hot desking software and tools for managing resource bookings has increased recently. We live in a world where workplaces are becoming more flexible, adapting to the demand for hybrid work schedules. In this environment, few employees actually need a permanent desk.
Instead, they're looking for the opportunity to dynamically book access to desks, resources, and meeting rooms when needed. Investing in hot desking software allows companies to provide staff with the flexibility they crave, potentially reducing operating costs.
When teams can effectively share resources and space, there's less need to invest in endless desks and meeting rooms. You could even offer left-over space to flexible workers, creating your very own office neighbourhood environment. The challenge is finding the right software to help you manage and distribute your resources effectively.
Based on our reviews of room and desk management software and our knowledge of the evolving hybrid workplace, here's your guide to comparing hotdesking software.
How to Compare Hot Desking Software in 2024
Since the pandemic, the benefits of hybrid work have prompted many companies to continue offering flexible schedules to their teams. Even now, Gallup says around 8 out of 10 remote-capable employees expect to have a hybrid work option. Demand for flexible work, combined with a growing need to reduce operational costs in the modern workplace, has reignited the hot desking trend.
Though hotdesking might not be an option for every business, it can offer a range of benefits. Increased flexibility and autonomy for employees increase satisfaction rates and reduce turnover. Hot desking strategies can improve space utilization in the office and ensure companies are making the most of their resources while keeping costs low.
Plus, with hot desking software, companies can enhance collaboration, empowering teams to access resources based on the availability of other team members. They can even gain valuable insights into how office spaces are used, leading to more intelligent decisions about required resources, office layout, and tech investments.
So, how do you compare hot desking software in 2024?
Step 1: Consider Your Specific Requirements
The first step in comparing hot desking software is identifying your specific requirements. Every office space is different. Some companies might approach hybrid work office design with an "office neighbourhood" approach, designing specific spaces for various employees with different needs.
For instance, you might have specific desks and rooms in your office that come with access to tablets, hybrid meeting equipment, and document cameras. Other spaces might be designed for more straightforward or collaborative work. Defining which types of employees you need to support and what their needs will be when they're booking a desk is crucial.
You may also need to ensure the software you choose integrates with your existing office and team management resources. A platform that can integrate seamlessly with collaboration apps like Microsoft Teams and digital calendaring apps can make it easier for employees to decide which desks to book and when based on which other team members will be available.
A solution that integrates with your whole "workspace management" platform can allow users to book access to other amenities alongside desks, such as lockers, parking spaces, or meeting rooms.
Step 2: Identify Key Hot Desking Software Features
Most of the hot desking software and booking tools we've reviewed have similar core features. They should all allow users to track desk availability in real time, leverage check-in and check-out features, and access a comprehensive dashboard.
These dashboards will often come with access to people directories, FAQ sections you can customize yourself, and even an interactive floor plan. However, other features can make hot desking software more effective for your team, such as:
- Interactive maps: Interactive and detail-rich floor maps can help users identify the space they want with real-time insights into other employees and amenities. They can create "team zones" or neighbourhoods and even help with wayfinding.
- Collaborative features: Some hot desking solutions come with features that make it easier to work with specific team members. They might help users search for other employees in the office and discover where they're located or invite colleagues to share a desk.
- AI recommendations: Integrated AI solutions built into hot desking software can suggest which spaces employees should book based on their schedule and requirements. They can even ensure employees adhere to specific reservation rules and policies.
- Notifications: Automated notifications from hot desking software can quickly remind employees when a reservation is pending and when it's about to end. They can also be used to share updates about changes to the workplace.
- Check in options: Some hot desking software supports multiple check-in options, such as the ability to check into a space by scanning a QR code or RFID security card. This can help to enhance resource management.
Step 4: Think About Hot Desking Software Management
Just as the best hot desking software needs to offer valuable features to employees and guests booking spaces, it also needs to give managers and leaders ways to control the use of their resources. The best solutions will allow companies to set up specific policies for desk management.
You should be able to dedicate certain focus areas and hot desks to specific departments or set rules for how long users can hold a space. It's also worth ensuring you have comprehensive access controls built into your technology. Adjustable permissions will give you granular control over which desks and rooms employees can book anytime.
In most cases, hot desking software will ensure you can set policies not just for specific desks and zones but also conference rooms and training environments. Some solutions also come with visitor and guest management solutions, ideal for flexible work spaces.
