What to look for in a hot desking software solution

January 19, 2023
Hot Desking Software Solutions

Hot desking is a popular office layout that allows employees to sit at any available desk, rather than being assigned a specific one. This can increase collaboration and flexibility, and benefits the workplace through it's improved use of space. However, it also requires a way to manage desk reservations and ensure that employees are able to find an available desk when they need one. This is where hot desking software comes in.

Why use a Hot Desking Software Solution?

Hot desking software solutions provide a way for employees to reserve a desk in advance and view the availability of desks in real-time. This ensures that employees always have a place to work and reduces the chances of conflicts arising over desk assignments. Additionally, many hot desking software solutions also include employee scheduling features, which can be useful for organizations that have rotating schedules or need to track who is working in the office on a given day.

When looking for a hot desking software solution, there are a few key features to consider.

The Top 6 Features to look for in a Hot Desking Software Solution:

  1. Desk reservation system: One of the most important features of any hot desking software is the ability to reserve a desk in advance. This should allow employees to claim a specific desk for a certain time period, and also allow them to view the availability of desks in real-time. The system should be easy to use and provide clear instructions on how to reserve a desk.
  2. Employee scheduling: Some hot desking software solutions also include employee scheduling features. This can be useful for organizations that have rotating schedules or need to track who is working in the office on a given day. This feature can also help to ensure that the right number of desks are available for the number of employees working in the office on a given day.
  3. Desk assignment: A good hot desking software should also allow employees to be assigned to a specific desk, if necessary. This can be useful for employees who need a dedicated space for their work, or for teams that need to be located together. The system should also have the flexibility to allow employees to switch desks as needed.
  4. Mobile app: Many employees prefer to use their mobile devices to access the hot desking software. This allows them to quickly reserve a desk in the morning before they leave for the office, or while on public transport. This is why it is important to look for a solution that offers a mobile app that allows easy reservations and desk assignments on the go. This will ensure that employees can reserve and secure a desk prior to when they leave home.
  5. Reporting and analytics: The best hot desking software solutions will provide detailed reporting and analytics capabilities so that you can track how the system is being used and make data-driven decisions about your office space and resources. This will help your organization to understand which desks are being used the most, which are being underutilized, and how to optimize the use of your office space.
  6. Integrations: Lastly, it's important to look for hot desking software that can integrate with your existing systems such as your company directory, calendars, presence sensing technologies, access control systems, and office management systems. This will help to streamline the process of reserving a desk and ensure that all the necessary information is available in one place.

Hot desking software solutions can help to make the most of your office space and increase collaboration and flexibility among employees. By considering these features, you can find a hot desking software solution that will meet the unique needs of your organization and help you make the most of your office space.

Of course, if you're reading this blog post than you've already found at least one excellent piece of hot desking software. Click here to book a demo and see how OfficeMaps can help your organisation build a thriving hybrid working environment.

Think your team could benefit from a tool that makes hot desk booking efficient and easy to use across all teams? You can start your free trial today.

Start Free Trial

More Reading

Navigating the Hybrid Workplace for Government Agencies: How to Optimize Office Assets and Space Management

In today's ever-evolving landscape, optimizing office space is essential for enhancing efficiency and productivity. As organisations transition to hybrid work models, mastering space management becomes paramount. This guide will explore how flexible work arrangements, hot desking, and office technology can revolutionize space utilization in the hybrid workplace, empowering organizations to thrive in this new era. 

Car Space Booking Software ConsiderationsCar Space Booking Software for Hybrid Offices

Hybrid work models highlight the importance of efficient car space booking systems. Adaptable scheduling and advanced features enhance commuting, reduce stress, and promote eco-friendly practices. An effective booking system boosts productivity and overall employee satisfaction

How to create a floor plan for your office using freely available toolsHow to Create a Floor Plan of Your Office Using Free Software

Learn how to create a free floor plan of your office using freely available online tools.