In today’s evolving workplace landscape, flexibility has become a key aspect of organizational strategy. One such approach that supports flexibility is “hoteling” – a workplace management solution that enables employees to reserve workspaces as needed, rather than having assigned, permanent desks. This concept is particularly relevant as more companies adopt hybrid work models and embrace remote work. Here, we explore the ins and outs of hoteling, its benefits and challenges, and tips for successful implementation.
What is Hoteling?
Hoteling, in the context of the workplace, is a system that allows employees to reserve a workspace on-demand, typically through an online booking system. Unlike hot-desking, where employees can use any available desk on a first-come, first-served basis, hoteling requires pre-booking and assigning a specific desk or office to an employee for a defined period. The term is derived from the hospitality industry, where hotel guests book rooms temporarily, and it reflects the transient nature of how workspaces are used under this model.
The Rise of Hoteling: Why Now?
The COVID-19 pandemic accelerated the adoption of hybrid work models, blending in-office and remote work. In a traditional office setup, companies assign each employee a dedicated desk, regardless of how often they use it. However, this model isn’t optimal for a workforce that spends part of their week working remotely. Hoteling allows organizations to reduce the number of desks and office space they need by creating a flexible, adaptable workspace that accommodates employees based on actual, rather than perceived, usage.
The benefits of hoteling in the current workplace include:
- Cost Savings: Companies can reduce real estate costs by optimizing space usage, as fewer desks and office areas are required.
- Increased Flexibility: Hoteling aligns with flexible work policies, providing employees with greater autonomy in how and where they work.
- Enhanced Collaboration: Employees can choose to book spaces near teammates or specific departments, facilitating collaboration.
- Reduced Environmental Impact: With less office space needed, companies can lower their energy and resource consumption, contributing to sustainability goals.
How Does Hoteling Work?
To implement hoteling, organizations typically use a reservation system, often integrated into digital workplace tools or accessed via a mobile app. Here’s a step-by-step breakdown of how hoteling works:
Booking: Employees use a digital platform to book a workspace in advance. They can choose from various workspace types, such as desks, meeting rooms, or even quiet zones, based on their needs.
Check-In: Upon arriving at the office, employees check in to their reserved workspace, either through a kiosk or their mobile app. This step confirms that the workspace is occupied and ensures that no double bookings occur.
Workspace Use: Employees use the workspace for the duration of their reservation. The booking system may allow flexibility to extend the reservation if the workspace is available, or automatically release the desk if the employee doesn’t check in.
Check-Out: At the end of their session, employees check out, allowing the workspace to be sanitized and prepared for the next user if needed. This check-out step keeps an accurate record of workspace utilization.
Benefits of Hoteling
Hoteling offers several advantages for both organizations and employees:
Cost Efficiency: By reducing the need for fixed workspaces, organizations can lower real estate costs. This allows businesses to scale back on leased office space, minimizing overhead.
Workplace Flexibility: Employees gain more control over where and when they work. If they have meetings with a specific team, they can book spaces closer to them or select quiet workspaces for focus-intensive tasks.
Data Insights: Hoteling software often provides valuable data on workspace utilization, showing which areas are most popular and which are underused. Organizations can use these insights to make informed decisions about office layout and real estate needs.
Improved Collaboration: Since employees can book spaces based on where others are sitting, hoteling can foster collaboration and enhance team dynamics, especially in a hybrid work model where in-person interactions are limited to specific days.
Increased Employee Satisfaction: Having the freedom to choose workspaces suited to specific tasks or personal preferences can lead to a more satisfying work experience, ultimately benefiting productivity.
Challenges of Hoteling
While hoteling has clear benefits, there are also some challenges to consider:
Booking Friction: If the booking process is not user-friendly or intuitive, it can become a source of frustration for employees. Without an easy-to-use system, the hoteling model might be underutilized or resisted.
Workplace Availability: In companies where hoteling is widely adopted, high demand for certain workspaces or locations can lead to competition for bookings. If employees cannot access desired spaces, they may feel inconvenienced.
Loss of Personalization: Some employees appreciate having their own dedicated space where they can keep personal items and work in a familiar setup each day. Hoteling eliminates this aspect of workplace personalization, which might reduce comfort for some workers.
Coordination Challenges: In hybrid work environments, employees may find it challenging to coordinate with team members for in-office days and book spaces close to one another. This can lead to logistical issues and disrupt team dynamics.
Maintenance and Cleanliness: With multiple people using the same workspace over time, regular cleaning and maintenance become crucial. Ensuring that desks are sanitized and ready for each user is essential to maintaining a safe and welcoming environment.
Implementing Hoteling Successfully: Tips and Best Practices
If you’re considering adopting hoteling in your organization, these best practices can help ease the transition and maximize the benefits:
Invest in a Robust Booking System: Choose a hoteling software solution that’s easy to use, accessible from mobile devices, and integrated with other workplace tools (like calendar systems). Ideally, it should have features like desk mapping, check-in/out tracking, and real-time availability updates.
Educate Employees: Educate employees on how to use the hoteling system and communicate the benefits it brings. Conduct training sessions, provide resources, and address any concerns employees may have about the new system.
Create Different Workspace Types: Offer various workspace options like quiet zones, collaboration areas, and private rooms to accommodate different work styles and tasks. This variety ensures that employees can find a suitable space for any type of work they’re doing.
Encourage Team Collaboration Days: If certain teams need to collaborate frequently, encourage them to schedule in-office days on the same days. This can ensure they have access to nearby workspaces, enhancing team cohesion.
Monitor and Adjust Based on Usage Data: Regularly review usage data from the booking system. If certain areas are consistently underused, consider adjusting the layout or re-allocating resources to better align with employee needs.
Ensure Regular Cleaning and Maintenance: With multiple users sharing spaces, cleanliness is essential. Set up a process for regular cleaning, especially during peak booking times, to ensure that workspaces are fresh and ready for the next occupant.
Solicit Feedback: Gather feedback from employees on their hoteling experiences. Address pain points and continuously refine the system based on employee input, which will foster greater acceptance and satisfaction.
Conclusion
Hoteling represents a shift in how we think about workspace utilization, promoting flexibility and efficiency in an increasingly hybrid workplace. By allowing employees to book workspaces as needed, hoteling reduces overhead costs, supports hybrid work models, and fosters collaboration. However, successful hoteling requires a user-friendly booking system, proactive management, and a commitment to maintenance and cleanliness. When implemented thoughtfully, hoteling can transform an office into a dynamic, adaptable space that supports modern work habits while accommodating the diverse needs of employees.