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Hoteling – Right for Your New Office?

Some businesses are asking employees to share or even abandon their dedicated cube.  Known as hot desking and office hoteling, this approach saves money and, because fewer cubes means less energy consumption, it also green.

Would hot desking or hoteling work for your new office and how would you manage it?  Let’s start with some basics.

What is Office Hoteling?

Also known as hot desking, hot desk, flexible workspace, alternative workspace, desk sharing, or unassigned workspaces, office hoteling allows corporations to use their shared office space more efficiently.

Who is Using Hoteling?

Office Hoteling is gaining momentum in large enterprises within the US and Europe.  In fact, according to CoreNet Global’s Research Center 73% of Fortune 500 companies offer “hot desking“ or unassigned workstations. 60% of companies will be introducing “drop in” spaces in the near future, and the popularity is expected to grow at a steady rate, where 10-25% of workstations (in the US and some European countries) are expected to be part of workspace environments by 2010.

What are the Features and Benefits of Using Software to Manage Hoteling?

Features Benefits
Book Space in Advance Find and reserve workspace ahead of time quickly and easily from any CPU using the browser of your choice or Microsoft Outlook/Exchange
Reserve Space On-Site Using a Reservation Kiosk Integrate Resource Scheduler with kiosk systems and maps to allow your mobile workforce to easily find and book shared workspace using an on-site kiosk.
Send Automated Reminders Reduce unused reservations by reminding users automatically in advance when their reservations are approaching. Reminders can be tailored to fit corporate policy, such as ensuring that users have an opportunity to cancel booked reservations more than 24 hours in advance.
Track Favorite Locations and Spaces Users can save time when making a reservation by keeping a list of their most utilized and favorite workspace, and use this information to book them quickly and easily.
Limit Access to Secure Areas Corporations that have secure spaces not available to all employees can limit access to those areas by authorized personnel to ensure security
View Space Details Details about each space can be listed to make it easier than ever to find what you need, including snapshots of the space, a listing of amenities included, phone numbers for assistance, and even maps displaying where often utilized spaces are located, such as fax machines, printers, meeting rooms, eating facilities, administrators, etc.
Email Integration Improve collaboration by sending meeting invitations and resource reservation information to others via email integration or other vCal-compliant applications
Locate Other People, Rooms or Events Promote collaboration among your staff by allowing them to find other users’ reservations easily, book meeting rooms in advance or on-the-spot, and locate any events that may be taking place within the organization at the same time.
Report on Space Utilization Administrators can better manage existing space by tracking actual utilization. Using detailed reports, administrators can Increase the number of shared spaces available for often used areas or audit the number of reservations made over a certain time period to ensure that employees follow corporate policies.
Automatic Resource Release Administrators can configure the settings to automaticlly release a reserved workspace if the scheduled user has not checked into his/her reservation within a certain period of time.


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