Introducing an office hoteling policy into your workplace is a wise decision, especially if you’re looking for a way to reduce company costs.
The only issue is knowing how to get started.
This article will provide a comprehensive guide of everything you need to know in 2023, including a list of essential factors your office hoteling policy should contain and how to choose the right software to help reduce time and confusion.
Office hoteling is a flexible work style that allows employees to reserve available desks or specific office spaces. Companies considering using office hoteling will need to put the right policies in place that every employee must follow in order for such an arrangement to succeed. This includes hygiene protocols, proper labeling systems, a booking procedure, and an eligibility checklist to find out which types of workers an office hoteling policy will extend to. Successful office hoteling leads to increased productivity and reduced costs, among other benefits.
Let’s dive in.
Office hoteling is an alternative work arrangement that allows employees to reserve a desk or office space based on availability.
Similarly to a traditional hotel, workers are expected to book a desk in advance, usually through a software program (there are even free desk booking tools).
As employees continue to request work options outside of the nine-to-five model, the pressure for companies to adopt alternative work strategies is quickly increasing.
One study found that in 2022, 57% of employers offered the option of flexible work hours, and 74% had adopted a hybrid work model.
Adding an office hoteling policy to your workplace solves this problem, which is why 31% of companies are considering the switch.
As a related resource, check out our article on this effective hot desking policy template.
This means that most companies should at least consider transitioning. However, the need is more pressing for some businesses than others, including the following.
Before introducing an office hoteling policy in your workplace, it’s essential to create ground rules that all employees must follow.
In January 2022, 7.8 million workers took time off due to illness. Viruses like the flu can stay infectious on hard surfaces for up to 48 hours, meaning that if workers come into the office sick and use different desks daily, the virus could quickly spread.
Enforcing a hygiene policy is a great way to keep shared workspaces as clean as possible.
Here are some procedures you could include in a hygiene policy:
Having a labeling system ensures organization and clear communication among employees. For instance, you could use the following:
A booking procedure allows employees to search and reserve a workspace in advance for a specific period. It also helps ensure no double bookings are made and spaces don’t become overcrowded.
Effective booking systems include the following features:
Don’t make your booking procedure overly complicated. Everyone must understand and be able to access the system at all times for office hoteling to work.
An eligibility checklist identifies which people an office hoteling policy applies to.
This is especially useful when introducing the policy, as it promotes awareness and increases fairness in booking practices. It also helps identify requirements from workers, such as completing training.
Some factors to consider include the following:
Office hoteling can improve how employees work individually and as a team. Here are four examples of how it can benefit your company:
For more insights about office hoteling, check out our article on the difference between hot desking vs. hoteling vs desk sharing.
The following four steps will show you how to create a functional, practical, and intuitive hoteling policy.
Each employee must have access to the tools they need to do their job.
This includes both software and hardware, such as
In the US, only 38% of employees are engaged at work.
The idea behind office hoteling is to create diversity, so don’t fall into the trap of making all workspaces identical.
Before applying a hoteling policy to the whole office, it’s a good idea to “patch test” with a small group. This will help you clarify any issues and determine whether hoteling would be a complement to your work culture.
Some things to look out for in the testing stage include the following:
Check out our valuable resource on the most important hybrid work KPIs for more info.
Storing personal items can be frustrating when employees don’t have a designated desk.
That’s why having various storage stations throughout the workplace where personal items can be locked away is vital.
Some examples include lockers, storage cabinets, rolling carts, and personal storage bins. You’ll need to ensure these are available if you’re setting up office hoteling.
Choosing the right desk booking software can determine whether an office hoteling policy will be successful.
A multi-functional software can increase efficiency when booking desks, reduce the administrative burden, and ensure employees can voice concerns.
Unreliable software with limited functionality, poor user experience, or slow response times, on the other hand, is likely to irritate employees.
Some aspects to look for in desk booking software include mobile accessibility, interactive floor plans, a simple interface, and in-app communication ability.
OfficeRnD Hybrid is a reliable hybrid workplace software dedicated to upgrading facility management in your business.
Helping thousands of businesses to manage the hybrid work model effectively, OfficeRnD Hybrid anticipates the needs of hybrid employees and employers to an impressive degree.
It provides a straightforward user interface, a presence tracking system, advanced workplace analytics, and everything you need to manage a hybrid workplace successfully.
The following are some notable inclusions of OfficeRnD Hybrid:
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Introducing an office hoteling policy doesn’t have to be complicated.
Once you’ve decided that hoteling is the right move for your business, the next step is to create an office hoteling policy template and follow our tips on how to apply it.
The most important point to remember is that hoteling management software can streamline every step of the office hoteling process.
Get started for free today with OfficeRnD Hybrid and take your workplace to another level.
“Office hoteling” and “hot desking” are often used interchangeably; however, there’s one significant difference: reservation.
While hoteling is based on reserving a workspace, hot desking is a system where all desks remain unassigned. Instead, employees are free to choose where they sit on a first-come-best-served basis.
However, hot desking has been criticized for its lack of organization and tendency to disrupt workers. And that usually happens because there’s a lack of infrastructure or technology to help organize the booking and management of open desks.
Office hoteling is recognized as an improved version of hot desking, as it promotes collaboration but reduces anxiety over finding a desk. Both options can be enhanced using hybrid workplace management software.
Managing office hoteling in the workplace can be difficult if you don’t have strict guidelines or a plan of attack for when things go wrong.
Here are some management tips:
Firstly, office hoteling helps to eliminate unnecessary workspaces, thus improving space utilization and reducing overhead costs.
It also provides real-time insights into desk utilization, which can help optimize real estate strategy.
Secondly, it encourages in-person collaboration and teamwork by allowing employees to choose where they want to sit, resulting in improved productivity and collaboration.
Thirdly, it provides fair access to resources, thus improving the employee experience.
Lastly, office hoteling supports an agile workforce, providing flexibility for employees to reserve workspace and resources in advance.
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