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Desk booking system: Advantages and Disadvantages

The pandemic had forced many of us to embrace remote work. However, as things return to normal and we return to the office, many restrictions at workplaces have been implemented.

These restrictions have given rise to a flexible workplace – commonly known as the hybrid work model. Their agility and adoption of technology characterizes these workplaces. Studies have revealed that technological adoption has been fast-tracked by three to four years.

Organizations have implemented a slew of solutions that make the management of a hybrid workplace easier. And desk booking solution is one of those technological advancements.

The desk booking system is an evolving trend in flexible workspaces. A desk booking software is used to find and book a desk. With features like interactive floor plans, utilization data, and advance bookings, the aim is to reduce manual intervention.

Two of the most common desk booking concepts include desk hoteling and hot-desking. Office hoteling allows employees to reserve desks in advance for a limited time. Hot-desking allows ad hoc bookings based on desk availability.

In a hybrid work setting, managing desks can be cumbersome. With some employees visiting the office and others working from home, desk management can lead to confusion. A desk booking system can ease the difficulties of automating the process with technology.

Maintaining a safe distance between the employees is also a necessity in a modern office. These systems ensure to do so by optimizing space utilization.

Facility managers and workplace admins can provide an optimized space for the employees with a desk booking system. While they have many benefits, there are a few pitfalls as well. Here we have analyzed the advantages and disadvantages of a desk booking system.

What are the benefits of a desk booking system?

Efficient use of time

An employee spends more than five minutes a day searching for a desk to work on. Desk booking systems can cut that time down dramatically. An employee can save time since they will be pre-booking their preferred desk.

You can select from a host of desks and make them available for booking. Employees can see these from their mobile app when scheduling their visits. You can also restrict a few desks for adhoc booking.

Since employees don’t have to search for a desk every time they come to the office, it saves time. This can also help improve productivity.

Optimized usage of office space

Desk booking systems allow employees to choose alternatives. So if they can’t get a seat, they can book a similar desk nearby. This helps with the efficient use of available office space. It also decreases the chances of an unused desk.

The utilization data can help you understand which desks are booked more often than others. The spaces that go unused can be converted to suit the needs of the employees.

Since not all employees are present in the office at once in a hybrid workplace, you can let go of unused desks. A desk booking system enables facility managers to achieve a perfect 1:4 desk-to-employee ratio.

Comprehensive usage reports and analytics

Leading desktop booking software like WorkInSync provides data that gives you real-time workplace insights.

You can find out the desks that are booked more often. You can also keep track of the occupancy with a desk booking solution. This restricts the number of employees in the office while maintaining social distancing protocols.

Contact tracing becomes easier since you have access to all the information required. The data gives you a thorough idea of who is present in the office. So in case of an outbreak, you can easily contain the spread.

By using these utilization insights, you can recalibrate your desk booking process and optimize your space usage.

What are the Disadvantages of a Desk Booking System?

 Difficulty in finding a desk

Since people book the space in advance, it might be challenging to find a desk of your choice. If an employee decides to visit the office ad hoc, they have to try booking their preferred desk at a desirable time and location.

 Harder to sync up with teammates

Sometimes when you want to discuss something with your colleague, it may become difficult to locate them. If the desk booking system doesn’t provide floor plans or doesn’t allow you to find your colleagues, collaboration can become tiresome.

 Availability of the Latest Technical Tools

If you decide to use a desk booking system, you may have to be equipped with all the latest hardware and software to run the system properly.

If you have a low budget, it may become difficult for you to manage the transitions and other essential business expenses.

 How to Avoid Cons of Desk Booking Systems?

The good news is that all of the limitations we discussed above can be avoided entirely. A desk booking system must be flexible. In addition, the system must be compatible with all devices, including mobile phones, to make reservations from any location and device.

There should be a dashboard through which employees can know the availability of desks. The software will allow employees to find their teammates to work in a collaborative environment.

With a desk booking solution, organizations will have to use and maintain fewer desks within the organization. Fewer fixtures and other accessories will undoubtedly reduce costs and make the procedure easier. Employees can also be more productive.

WorkInSync offers a comprehensive desk booking system. It includes a bunch of features that suit your needs. You can opt for a demo today and witness the amazing things offered.


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