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Office Hoteling: What is it and How Can Your Organization Benefit from it?

May 24, 2022
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office hoteling
office hoteling

Ever since the recent outbreak of the pandemic, working scenarios have changed tremendously. Not only are more people shifting towards a fully remote or hybrid workspace, but they’re also evolving to bring out the most efficient setup for their employees. One of the newest concepts that have emerged in recent years is office hoteling

According to a 2021 CBRE survey, The future workplace policy of 66% of mid-sized companies and 80% of large corporations is “hybrid guided flexibility”

As a result, employees will spend some time at home and some at work. This brings us to office hoteling. 

So What is Office Hoteling? 

Put simply, it is the concept of reserving office space, meeting rooms as well as resources in advance, kind of like you book a hotel room of your preference. Instead of being assigned a permanent work desk or following the first-come, first-serve rule when you arrive at the office, hoteling office space removes the uncertainty and assures that you get what you desire. 

Benefits of Office Hoteling System 

benefits of office hoteling system 
benefits of office hoteling system 

There are several benefits that an organization gets with office hoteling. Let’s discuss them in detail: 

1. Everybody gets a desk!

Having a workstation ready when you arrive is one of the biggest advantages of office hoteling. When you book a seat in advance, you won’t have to waste time looking for a place to sit and work. Looking for a place near the window to have all the best views? Or do you wish to sit with your favorite co-worker? Reserve your seats and ensure that you get only what you desire.

2. Spend Only on What is Needed

Many people choose to work from home these days or come down to the office 1-2 days a week. This leaves organizations with a lot of empty spaces, thus, increasing the overall cost of functioning. For larger organizations, these costs may not add up to much but for small and newly set up companies, the hoteling model office will optimize their costs.

3. Increased Productivity

Another advantage of office hoteling is the creation of a more collaborative environment. Many offices assign collaborative conference rooms or workstations to their employees as they feel necessary rather than when needed by teams. This leaves a smaller room for productivity. If a team wishes to collaborate and brainstorm ideas for an upcoming campaign or product release, they can easily locate and use these rooms which can be more productive with the hoteling office concept.

4. Better Support for Remote Workers and Visitors

Remote workers aren’t often given the importance they deserve when they choose to visit the office at times. Similarly, when office guests or consultants come to work every once in a while, they can reserve their space as they’d prefer. When it comes to making it easier for guests to find their way around, several office hoteling tools also include digital workplace maps through which they can locate restrooms, cafeterias, other amenities, etc.

5. Flexible Working

Hoteling office space is a part of a broader strategy of hybrid working. Flexibility in a workplace offers great benefits. It allows employees to choose when they wish to work. Not only this, but it also allows organizations the ability to expand or contract their workspaces as per the demands. 

Office Hoteling vs. Hot Desking

office hoteling vs. hot desking
office hoteling vs. hot desking

Many people find the hoteling office space design and the concept of hot-desking similar to each other. While the motive is kind of the same, the hoteling office meaning is much different. What sets office hoteling apart is that it operates on a reservation basis and requires a shared booking platform to manage the workspace. Employees who are visiting an office space, and would like to ensure that they have a place to work for the duration of their stay would appreciate this option. On the other hand, hot desking works on a first-come, first-serve basis, and you are not guaranteed a space of your own. You can book a seat at the last moment with this concept as well and change as you’d like. 

How to Implement Office Hoteling in Your Company?

1. Make Your Workforce More Aware 

The transition to office hoteling necessitates new approaches to thinking about one’s work as well as the workplace. Your workforce is more likely to adopt the system if organizations put consistent effort into making them aware by sharing more details about the system, the success stories as well as best practices. It’s also advisable to provide your employees with a guide or manual that will help them understand the notion. 

2. Getting the Best Hoteling Solution

Office hoteling software is the second thing you should research. If you don’t have one, managing your firm will be much more difficult. Technology plays a huge role in office hoteling because when office spaces have seamless integration, employees are more likely to be in favor of the concept. 

3. Establish a Procedure for Making Reservations.

To fill office spaces, you’ll need the best software to start with and an efficient booking procedure. In a hoteling model office space, employees can simply report to their managers upon arrival, and the managers would check them in and assign them a desk. Later on, workers would just “check out” as they do in a hotel when they leave.

Businesses that can Benefit from Office Hoteling 

Wondering if your organization can truly benefit from this concept? If you belong to the following categories, office hoteling might be just what you need – 

1. If you’re a startup

It will allow you to adapt to changes quickly as you expand or change in any way. Instead of buying or leasing expensive and large office spaces, hoteling would save up a lot of costs. 

2. If you’re planning to hire the best

It doesn’t matter where you’re located, you can provide your employees with their desired workspaces. Better the work environment, better the experience leading to hiring and sustaining the top performers. 

3. If you wish to expand geographically

You can easily establish your presence in a new geographical area without having to worry about the risks that come with it. You and your employees will have the workspace you truly want. 

Conclusion: Things Keep in Mind When Looking for an Office Hoteling Solution

  • The best office hoteling solutions like the one offered by Mapsted are flexible and easy to use for employees, admins, and other stakeholders. Ensure that Mapsted’s solution is compatible with the systems you already have in place.
  • Check out the features of the solution being offered, the cost of implementing it into your workspace as well as the cost of customizations if needed. 
  • In case of any difficulties faced by your organization while using the solution, the speed at which the solution provider will be able to respond and make amends also matters. Ask them for their availability and turnaround time.

Frequently Asked Questions

Q1. Is hoteling the same as desk booking?

Ans. Office hoteling is just one method of desk booking and generally, it is more beneficial than other methods of reserving a space.

Q2. How will one know if a person has left their desk?

Ans. It’s best to install office space sensors that are integrated into your hoteling solution to ensure that the information is updated in real-time.

Q3. Is office hoteling better than individual assignments of workspaces?

Ans. Yes, this ensures that all your employees get the desk they desire to work on and you save costs along with it as well.

Q4. Does hoteling work for teams?

Ans. Yes, you and your team can choose to book spaces on-demand with this concept instead of waiting for your turn to use a common area.

Q5. Does office hoteling benefit employees?

Ans. When most of the employees are working remotely, reserving a space in advance as you desire will prove to be beneficial. They can also check whether the space is over-occupied or under-occupied and choose to visit accordingly.

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