5 Benefits of Hot Desking for Companies and Employees
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Hot Desk
Booking System
Simplify the management of flexible workspaces.
Quickly find and book hot desks.
Hot Desk Booking Solutions
Maximize the use of workspace and reduce costs
Hot desking is a great solution for businesses that have many part-time employees, remote employees, or employees that spend a lot of time out in the field. Hot desking helps to improve efficiency and cut costs without sacrificing customer service or the comfort of your workforce.
Hot Desk Booking Software
In modern offices, a growing number of employees only spend a fraction of their time at their desks. To maximize the use of workspace and reduce overhead costs, many companies are turning to hot desking, a workspace sharing approach that leads to better collaboration, fosters teamwork, and enhances flexibility.
Resource Central’s hot desk booking feature helps organizations simplify the management of flexible workspaces. Resource Central integrates with Microsoft 365 and Exchange, allowing you to seamlessly schedule and manage hot desks through standard Microsoft Outlook® interface.
Benefits of Using a Hot Desk Booking System
Resource Central’s hot desking feature is fast, easy to use, and efficient. Resource Central enables you to easily book workstations and services, as well as other types of resources, including conference rooms, parking spaces and equipment.
Benefits of our hot desk booking feature include the ability to filter and select resources by category or location. Available workstations or hot desks can be viewed at a glance, so you can schedule the right hot desk quickly and efficiently. Users have the ability to book hot desks in advance or schedule them on the spot. You can also generate accurate reports that detail resource usage patterns.
More about Desk Management
Highlights
Quick User Adoption
Resource Central has the look and feel of your standard Microsoft Outlook® environment. The desk booking feature in our resource booking system, enables your staff to work more efficiently in a shared workspace. It can be difficult for staff to adjust to new booking procedures, but the transition is much easier and far less stressful if you implement a well-known look and feel system that helps you organize and manage workspaces more efficiently.
Resource Central seamlessly integrates with Outlook® and Microsoft 365, so users can get up to speed almost immediately, with no end-user training required.
Read more about our meeting room booking system.
Flexible Booking with Pooled Resources
More companies are focused on flexible working, where fixed workstations are no longer commonplace. Efficient and easy-to-use desk booking solutions are becoming a way to control work environments in offices to ensure available workspaces for all colleagues.
With pooled resources you can book a desk that is part of a group of resource, instead of a desk with its own specific calendar. When you arrive at the office, you will be able to choose any free desk within your booked pool. Use pooled resources for desks, parking spaces or any other equipment.
Combine Desk Booking with Screens
Our digital desk booking screens make workspace management easy. Simply locate an unoccupied desk and tap the touch screen or scan your RFID access card to book the desired workspace. Mount the screens to desks for enhanced visibility for workspace occupancy status and ease of use.
Our desk screens integrate with Microsoft Exchange / Microsoft 365®, making sure schedules are updated automatically in real-time. With the centralized web-based dashboard, you can get insights and reports of your workspaces to help monitor and optimize how they are being used in your organization.
*Workspace displays support Standard and Light resources.
Read more about our desk booking screens.
Use our Kiosk for Desk Booking
From a floor plan on our Kiosk, you can easily view and book available desks. It gives you a complete overview and quick availability. Place your overview booking screen in reception areas or entrance ways to where your desks are located.
Workspace Booking App Always at Your Fingertips
Book hot desks, workspaces, and meeting rooms directly from your smartphone or tablet with our Workspace app for iOS and Android. Book a workspace right off the interactive color-coded floor plan or scan a QR code on the resource to find out if a resource is available to book. Search for your colleague’s name in the app to find and book a desk near your team. Confirm your bookings, reschedule, or cancel your bookings to free up the resource for others.
Read more about our Workspace app.
What People Say
“From an IT and Digitalization perspective, Add-On Products has been a competent supplier for 10 years. They have provided great input in relation to future development of the solution in accordance with Aarhus Municipality's needs. Most recently they have assisted in an innovative booking project that will make the solution available to a completely new user group.”
Søren Laursen, Chief Consultant
Aarhus Municipality, Denmark
“Our staff are very comfortable using Resource Central to manage their diaries and meetings.”
Ian Scullion, Project Manager
Manchester Primary Care Trust, UK
“The main reason we chose Resource Central is that it supports multiple companies and is easy to use and operate. Having a single solution for all the companies to operate has been a real benefit.”
Svein Arne Hammersland, Manager ICT
Sparebanken Vest, Norway
“The Outlook Web Access capability and reporting and auditing are key features that attracted us to this product.”
Maria Eisenberg, CTO
Calgary Health Region, Canada
“"Our staff was anxious about switching to a new booking system, but they have been very pleased with Resource Central."”
Valerie Weddell, Project Manager/Business Analyst
Multiple Sclerosis Society of Canada
“Ariadne’s features put the product in a class of its own compared to other digital signage solutions.”
Andreas Gemperle, Technical Consultant
Habegger, Switzerland
“In the past it took at least half an hour to organize a meeting; now it takes a few minutes.”
Inge Hansen, IT-Coordinator
University of Southern Denmark
“Thanks to Exchange Central our customers receive better service and we use fewer resources in serving them.”
Jens Erik Rasmussen, Head of IT
TOPNORDIC / ATEA Group, Denmark
“Exchange Central was easy to install and has functioned without any problems ever since.”
Flemming Brink, IT Manager
Municipality of Vejle, Denmark
“We have almost 6,000 employees using Add-On Products’ booking system, though many don’t realize it.”
Tina Lund Bonne, Technology Consultant
Ørsted, Denmark
“Thanks to the implementation of flexible working, Genesis expects to save £1 million year-per-year.”
Jenny Quigley, Project Manager
Genesis Housing Association, UK
“Thanks to Resource Central, you can book all manner of extra services. Catering, room setup, audiovisual equipment, you name it and the software will automatically inform the suppliers. Plus, everyone involved immediately has all the correct information available when any changes are made.”
ICT project manager
Stad Mechelen, Belgium
FAQ
In what way will hot desking benefit our workspace?
Hot desking offers efficient workspace utilization, fosters collaboration, reduces costs, boosts employee satisfaction, enables adaptability, and contributes to environmental sustainability.
By implementing hot desking, you can gain various benefits, including:
- Optimal space utilization: Maximize office layout and accommodate a larger workforce within the same physical area.
- Increased flexibility and collaboration: Promote collaboration and networking among employees by allowing them to work alongside different team members.
- Cost savings: Reduce office space requirements, equipment costs, and maintenance expenses.
- Improved employee satisfaction and engagement: Provide employees with the freedom to choose their work environment, leading to increased satisfaction and productivity.
- Agility and adaptability: Quickly adapt to changing business needs without the hassle of rearranging fixed workstations.
- Environmental sustainability: Contribute to a greener work environment by reducing carbon footprint and energy consumption.
You can also read more about hot desking in our blog articles.
How does hot desking work?
Hot desking is a flexible seating arrangement where employees can work from any available workspace in a shared office. With hot desk booking software, employees can reserve a desk in advance or on demand. They check in at the office using software such as Resource Central, an app like Workspace, or a desk booking screen. The software then assigns a desk based on availability or the employee’s reservation. Hot desking encourages collaboration among employees from different teams, fostering networking opportunities. When leaving, employees check out through the software or automatically through a sensor solution, freeing up the workspace for others. Hot desking optimizes office space utilization, promotes mobility, and enhances productivity. Hot desking provides flexibility for employees to choose a workspace that suits their needs, creating a dynamic work environment.
How can I try your hot desking software?
You can try our hot desk booking software through our free demo. Request a demo on our website and enter your details in the form. Our experts will contact you for a free demo. You are also welcome to contact us to hear more.
