5 Steps to Selecting the Appropriate Desk Booking Software

The Robin Team
The Robin Team
Published on 
12.14.2021

5 Steps to Selecting the Appropriate Desk Booking Software

Space management software is an increasingly in-demand tool as companies embrace digital transformation and shift towards distributed workforces. Meeting room and desk booking software systems allow employees to book workspaces in advance, eliminating wasted time and confusion when they are at the office. Choose the right software for your enterprise.

1. Assess Your Organization’s Beeds

Before you dive into software options, take a step back and think about what you need. How many employees will be using this platform? In addition to staff members, you may have contractors, vendors, or guests visiting your office who might also need to reserve workspaces. 

You may need a system for reserving private offices and meeting rooms in addition to desks in shared workspaces. Some enterprises want clear maps to help individuals navigate the office or a simple way to share company-wide announcements. Starting with a needs assessment will help you make the best choice for your team. 

2. Determine Your Budget

The next step is to consider any budgetary restraints. Often, when enterprises are choosing a desk booking software, they are shifting their work arrangements to a more flexible model. 

Some companies previously had a dedicated workspace for each employee and are moving to a hot-desking system. Other companies have been fully remote since the start of the pandemic and are now planning their return to the office. 

As you’re deciding how much you can spend on desk booking software, make sure you’ve thought through where other expenses will shift, as well. A hot-desking or hoteling setup may allow for significant reductions in overhead costs. 

3. Consider Possible Integrations

Think about the tools you’re already using every day, whether that’s Zoom, Google Workspace, Slack, or Dropbox. Do you want your desk booking software to integrate with these tools? Consider which integrations you need – and also think about if a desk booking software can eliminate the need for some of your more tedious systems. 

For example, if you have an administrative staff person managing office and conference room reservations, can you find a software solution to automate that process and free up that employee’s time?

4. Compare and Contrast Services

Now, it’s time to do your research: search online for platforms that meet your budget and needs, and weigh the pros and cons of different options. Aside from handy integrations, your software needs to serve its primary goal: an easy, user-friendly way to book desks and manage shared workspaces in real time. The reservation system should be customizable and help employees easily visualize the physical office and find the best workspace for their needs. 

Another helpful feature in the post-COVID work environment is capacity management and distancing capabilities: administrative controls that keep everyone safe can be critical.

5. Choose Your Office Desk Booking Software

Finally, once you’ve narrowed down your list to a few options that meet your needs, it’s time to select a platform. If you’re trying to decide between two options, some companies will let you demo their platform to see if it’s a good fit. If you have multiple office locations, trialing a reservation system at one location can help leadership teams learn best practices for implementing a desk booking model company-wide. 

Simplify Desk Booking With Robin

If your team needs a user-friendly platform for reserving desks, offices, and conference rooms, Robin is here to help. Our software makes it simple to manage your hybrid office setup with drag-and-drop features, scheduling tools, and powerful analytics. 

To learn more about our meeting room and desk booking software, schedule a demo today.