How are you optimizing the use of your workspaces?

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How are you optimizing the use of your workspaces?

Hot desking, desk hoteling, flex offices, desk management, reverse hoteling. With a new way of working come many, possibly new, terms, but what do they all mean, and even more important, what can you do with them? Within a smart digital building, optimizing what you have is very important. That’s exactly what you do when you manage your desks. Desk management gives you insights in how your office is used, allowing you to make changes to improve the experience people have in your building. It helps you get the most out of your workplace.

Share space with Hot Desking

In simple words, all desks are available for anyone to use. Making a booking is not needed, if you see an available desk you claim it and it’s yours for as long as you need it. You might ask; how do you keep control on this concept? One solution would be to let people check in when they use a desk, for example with a QR code, but it’s also possible to use sensors that automatically notice when a desk has been taken.

Reservation-based Desk Hoteling

Similar to hot desking, nobody has their own desk with desk hoteling. The difference is based on the usage. Where hot desks can be used when available, desk hoteling uses reservation to determine who gets to use the desks. Create an easy-to-use booking tool, and employees have an accurate overview of what desks are available and which ones are taken. They get to choose for themselves what desk they want to use on what day, and won’t be in for a surprise when arriving at the office.

Optimization with reverse hoteling

As explained, desk hoteling is based on making a reservation for your workspace. But what if someone, let’s say the CEO of your company, has an own office that he or she uses every single day? What if they go on a business trip, leaving their desk available for a few days? That’s where reverse hoteling comes in. In situations like these, you can open up the CEO’s desk for the days he’s gone, making it possible to book it just like every other desk. It creates a more private space, which is perfect if someone needs a place to focus. It creates a flexible environment.

How do these options help you with a safe return to the office?

Hot desking, desk hoteling, and reverse hoteling are not only ways to make more efficient use of your office space. The effects of the COVID-19 pandemic are evident, and will be for some time. Health and safety are more than ever hot topics. Many people started working from home, simply because their office space was not equipped to handle according to health rules and regulations that come with a pandemic. Desks are too close to one another, employees crowd around the coffee machine in the canteen, and meeting rooms are filled with more people than they are meant for. Making efficient use of your office space also allows you to anticipate to changing safety measures. Block desks to ensure enough room between them, and let your employees book a meeting room before coming to the office. Once the maximum capacity has been reached, no more bookings can be made.

What does PADS4 offer you?

PADS4 provides one unified solution that manages your entire workplace. All the tools you need to improve the experience people have in your office building, plus the tools needed to optimize the available space are included. Create a data-driven work environment, that keeps many factors in mind, such as distance between desks and required equipment needed in a meeting room for a specific meeting. Our various integrations enable situation-driven communication, whether it’s with employees, customers, or visitors.

Let your employees scan a QR code to check-in to the desk they booked in the desk hoteling area, make them book a meeting room that fits their needs via the Outlook integration, or have motion sensors detect when a space is being used. With PADS4 you get insights in the usage of your space, and can take appropriate action to optimize it.

Find a solution that works for you

Each and every one of these solutions make your workspaces more flexible. It all starts with tools that allow you to keep an eye on the usage. Sensors can be used to keep usage of hot desks up to date, and smart booking tools make sure the latest changes in desk hoteling are always shown. And of course you don’t need to make a decision between these solutions. Why not combine them? Maybe there is one area in your office that’s more suited for hot desking, because it potentially gives visitors a place to work as well. Or maybe there are certain spaces that you want to keep exclusively to your own employees, ensuring the desk hoteling spaces can only be booked by your people. Whatever solutions you use, they all create a flexible and optimized workspace.

Would you like to get our opinion on what could work in your office building? Contact us and we’ll gladly help you!