Hoteling Office Space: Best Practices for Managing Hybrid Workspaces

Flexible work environments are now the go-to solution, offering adaptability and freedom. But they don't come without challenges: efficient real estate use, office layout optimization, adapting the workplace to employees’ needs, etc.

One of the best flexible space options is office hoteling, which allows workers to book desks and rooms as needed. Hoteling office space saves space and cuts costs. It also boosts flexibility, teamwork, and output for hybrid staff. But to make it work, you need the right tech and methods.

This full guide examines all aspects of office hoteling, from benefits to challenges, and the steps you can take to incorporate it into your workspace.

What is hoteling in office space?

As businesses adapt to hybrid and remote work models, the need for flexible space management has grown. Office hoteling has emerged as a key solution, allowing employees to reserve workspaces when they need them rather than relying on assigned desks. This shift reflects a growing trend toward more dynamic, on-demand office environments, helping companies optimize their space and support their workforce, no matter where they work.

Hoteling office space is a workspace strategy that lets your workers book available desks, conference rooms, or other office space ahead of time. Instead of having assigned desks, office hoteling allows your people to choose where and when they work based on their needs. It helps create a work setting that can shift and adapt to modern hybrid structures.

What’s the difference between office hoteling and hot desking?

While office hoteling and hot desking are effective at optimizing space and offering employees flexibility, they operate differently. Office hoteling uses a booking system. Workers reserve desks or meeting rooms before entering the office, giving them certainty and safety. By knowing exactly where they’ll be working, employees can avoid overcrowded areas and maintain physical distancing, which is especially important in today’s health-conscious work environments.

With hot desking, employees can grab any open seat when they show up. It is more casual, letting workers use any open workspace on a first-come, first-served basis.

Hoteling works well if giving employees options and organization is a priority. If space management is needed to manage teams effectively, consider office hoteling for your next hybrid work improvement.

How does office hoteling meet the evolving needs of a hybrid workplace strategy?

Office hoteling meets the evolving needs of your hybrid workplace strategy by providing flexibility and optimizing floor plans.

Picture this: Your employee arrives at the office for an in-person workday. They use a booking app to reserve a quiet desk near natural light for focused morning tasks. By midday, they move to a bright, open coworking space for an afternoon brainstorming session with colleagues.

This flexibility lets them work well in various settings. It boosts creativity and satisfaction while using the office space optimally. That's why office hoteling is vital for your company looking to optimize the modern workplace.

Here’s how hoteling office space benefits a hybrid workplace

• Flexibility for employees: Allows workers to choose and book the best workspace for their needs. They may need a quiet spot for focused work or a collaborative area for team projects.
• Optimized space utilization: Ensures that every desk space, conference room, and meeting room is used efficiently, reducing unnecessary real estate costs.
• Cost savings for companies: Reduces the need for assigned desks, resulting in a smaller real estate footprint, lower rent, and smaller overhead costs.
• Improved employee satisfaction: Offers diverse work environments, fostering higher morale, engagement, and productivity.
• Increased collaboration: Increases interaction and teamwork by creating spaces for group work, brainstorming areas, and structured meeting rooms.
• Support for varied work styles: Accommodates different preferences and activities, from heads-down concentration to dynamic team collaboration.

Together, these benefits make office hoteling a valuable tool for hybrid workplaces, offering the flexibility and cost-efficiency companies need, while empowering employees to work in environments that best support their tasks and collaboration needs.

How hoteling works: A step-by-step guide

Now that we’ve explored the benefits let’s take a closer look at how office hoteling works in practice. Understanding the process allows you to see how it seamlessly integrates into a hybrid workplace.

Booking desks and rooms in advance

Hoteling starts with a straightforward and user-friendly approach to reserving desks and conference rooms ahead of time. Employees can use a dedicated reservation system—accessible through a web portal or mobile app—to choose their desired workspace based on availability, date, and specific requirements.

The office hoteling software should feature a visual directory of open spaces, including quiet zones, meeting rooms, and collaborative areas for your team members. This directory should enable employees to select a location that fits their daily tasks. After selecting a space, employees confirm and update their reservations in real time to avoid double bookings and maintain transparency throughout the organization.

Managing reservations and cancellations

A successful office hoteling strategy depends on a solid reservation and cancellation system. To prevent conflicts, the system should enable employees to easily adjust or cancel their bookings as necessary.

This flexibility is essential in a hybrid workplace, where schedules can shift rapidly. Advanced booking software should also send automatic notifications for upcoming reservations, changes, or cancellations, helping to enhance communication and minimize the chances of misunderstandings or overbooked spaces.

Using technology for seamless hoteling

Technology is crucial for ensuring that office hoteling is smooth and efficient. Modern desk booking software, like Gable HQ, integrates with familiar tools like Slack and Microsoft Teams, allowing employees to reserve spaces directly within their usual workflow.

Mobile applications offer on-the-go access, letting employees book desks or rooms from anywhere, at any time. Gable HQ’s user-friendly interface and real-time updates reduce the hassle of managing workspace reservations, lower administrative burdens, and guarantee that everyone in the office has a suitable space for their needs.

Best practices for implementing hoteling in your office space

To ensure a smooth transition to office hoteling, it’s essential to follow proven best practices. By setting up the right processes and tools from the start, you can maximize the benefits of hoteling and create a seamless experience for your employees.

Set clear guidelines for employees

PwC’s annual Global Digital Trust Insights Survey showed that nearly 69% of companies find a need to increase their cybersecurity because of the heightened risks associated with remote work. Establishing clear policies and guidelines for the effective implementation of hoteling is crucial. Specify booking rules, including how far in advance employees can reserve a workspace and how long spaces can be held without use.

Create workspace etiquette to promote respectful use of shared areas, such as cleaning up after use and keeping noise levels appropriate for the designated space. Implement feedback mechanisms that allow employees to share their thoughts on the hoteling process regularly. This ongoing feedback can help identify issues early and facilitate continuous improvement in your office's hoteling strategy.

Integrate hoteling with existing office management systems

Link your desk booking software with existing office management systems to effectively integrate hoteling into your current office setup. Ensure compatibility with tools like Microsoft Teams, Slack, or other workplace management platforms.

For instance, Gable’s room and desk booking features can seamlessly align with your current digital infrastructure, offering a cohesive experience for both employees and managers. Integration should focus on simplifying the process—employees should be able to book, modify, or cancel reservations without navigating multiple platforms.

Ensure equitable access to workspaces

Equitable access is a significant concern when implementing hoteling. By clearly defining booking rights and rotating availability, you can ensure all employees have fair access to various types of workspaces—whether quiet zones, collaborative areas, or private meeting rooms.

By clearly defining booking rights and rotating availability, you can ensure all employees have fair access to various types of workspaces—whether quiet zones, collaborative areas, or private meeting rooms. Provide essential tools and amenities such as ergonomic furniture, high-speed internet, and charging stations to ensure all workspaces are equally functional and appealing. Utilizing reporting tools like those from Gable HQ can help you regularly review usage patterns, identify trends, and make data-driven adjustments to workspace allocations or introduce new types of workspaces as needed.

How to overcome common challenges with office hoteling

Putting an effective office hoteling strategy into action revolutionizes your workspace but has challenges. Tackling these issues head-on can help keep things running smoothly and ensure your remote and on-site workers stay engaged and get things done.

The benefits of office hoteling can strategically change how your employees adjust to hybrid work. Here are some typical hurdles and ways to get past them.

Avoid double bookings and conflicts

Occupancy data is key to successful desk hoteling. Double bookings or conflicts over workspaces can throw off the rhythm of your office. To stop these problems:

• Use cutting-edge booking systems that update in real time to show which workspaces are free.
• Install desk booking software with features like visual maps and phone apps to make booking clear and quick.
• Connect booking software with tools you already use, like Slack or Microsoft Teams, to improve communication and reduce mix-ups.​

Keep workers happy and involved

An office hoteling setup can sometimes make workers feel cut off, especially when they no longer have a designated desk or permanent space. This lack of a personal workstation can lead to feelings of disconnection or isolation, as employees may struggle to build a sense of belonging in a constantly changing environment. Microsoft reports that 53% of managers and 48% of employees have experienced burnout with transitioning to a hybrid work model.

Without the opportunity for spontaneous interactions, workers may find it challenging to foster relationships and collaborate effectively with their teams.

To keep them happy and involved:

• Give them safe storage choices, like lockers or movable storage units, to make them feel like they own something.
• Create different kinds of work areas to accommodate various ways of working. These would include dedicated workspaces for focused work, collaborative spaces for group projects, and private booths for calls.
• Check in with employees, ask them what they think, and be ready to change the hoteling plan based on their needs.

By integrating these advanced booking systems, you can streamline workspace management, minimize confusion, and provide employees with a seamless, efficient way to access the needed resources.

Fitting hoteling to different office sizes and layouts

Office hoteling needs flexibility to work in different office types and sizes:

• In smaller offices, maximize space with multi-use workstations you can change.
• To support different working methods, add distinct areas to bigger offices, such as quiet spots, team spaces, and social centers.
• Use interactive floor maps to help workers find and move around spaces, boosting their happiness and output.

With these strategies, you can optimize your office environment to meet diverse employee needs, ultimately enhancing efficiency and engagement.

Dealing with personalization issues

Workers who are used to traditional office setups might feel a lack of personal touch with office hoteling:

• Give workers choices like desks that go up and down or storage they can make their own, so they can set up their work area just how they like it.
• Set up personal lockers for employees to keep their stuff, which will help them feel at home and relaxed at work​.
• Establish workplace policies that allow employees to personalize their desk spaces with small items or choose favorite spots—a sunny window desk or a quiet, secluded corner—giving them a sense of ownership and comfort in their environment.

By using smart approaches to dealing with these issues, you can ensure the shift to office hoteling goes smoothly and build a more lively, adaptable workspace that fits your hybrid team's needs.

How Gable HQ simplifies hoteling for your workspace

Gable HQ provides a complete set of office hoteling and desk booking features to enhance flexibility in hybrid work environments. Its user-friendly platform allows employees to book desks, meeting rooms, and other office resources in advance through an easy-to-navigate interface on desktop and mobile applications.

Gable HQ integrates smoothly with tools like Slack and Microsoft Teams, allowing quick bookings and daily notifications on your employees' platforms. The system’s real-time updates and visual directory help avoid double bookings and minimize conflicts.

Benefits of using Gable HQ for managing hybrid workspaces

Gable HQ is designed to cater to the demands of contemporary hybrid offices. Centralizing room and desk reservations alleviates administrative burdens and simplifies shared office space management.

Wheel, a growing tech company, reported a 30% increase in space utilization after adopting Gable HQ's booking system. This system saw a 20% adoption rate within three months.

Furthermore, Wheel reported that Gable HQ enabled them to establish relationships, trust, and credibility immediately, which was irreplaceable for them.

How Augury used Gable On Demand to increase usage by 50%

Augury encountered difficulties when encouraging the use of office spaces during its shift to a hybrid work model. They saw coworking memberships wasted and hybrid employees not coming into the offices.

Since Augury implemented Gable On Demand, it’s seen a 50% increase in workspace use while saving the workplace experience team up to 25 hours each month.

“With Gable, I steer the ship of the workplace experience,” said Tiffany Miller, Augury’s director of workplace experience. “It feels like I am the mothership since I control the budget, usage, and limits. But I can also give my employees their own smaller ships – so they have the freedom to book spaces, invite friends, and create an environment they need.”

Create a future-ready workspace with hoteling and Gable HQ

Hoteling offers a flexible and efficient way to manage hybrid workspaces. It enables employees to reserve desks and meeting rooms as needed, optimizing space and cutting costs.

To tackle issues such as booking conflicts and ensuring fair access, Gable HQ enhances the hoteling experience with sophisticated booking features, real-time updates, and seamless integration.

As hybrid work grows, office hoteling systems and tools like Gable HQ will be crucial in shaping the future of dynamic and adaptable workplaces.

Find out why and schedule your demo today.

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