What are the Benefits of an Office Resource Booking App for Admins and Teams?

meeting room full of employees collaborating

The Robin Team

Published on

August 20, 2024

It's no secret the role of the office has experienced a massive transformation in the last few years.

This shift, driven largely by the remote work boom and the subsequent hybrid workplace models, has highlighted the need for more efficient and effective management of office resources—especially meeting spaces, hot desks and certain industry-specific equipment.

The solution? A workplace management platform that gives employees AND admins an easy way to manage the use of office resources. Let's explore.

Office Resource Booking: What, Why & How?

Office resource booking can be as simple as a spreadsheet tracking who is using what or as complex as a fully-realized IWMS. For most companies, a solution somewhere in the middle would be ideal. Enter: Workplace management platforms. This technology enables workplace stakeholders to confidently roll out and maintain office resource booking workflows for all company offices.

Offices are essential hubs of collaboration and decision-making for nearly every company. However, managing the physical workplace can become a logistical nightmare without the right tools. Enter the office resource booking app—an elegant solution to a complex problem. But why does having such a system in place matter?

Offering a resource booking app on mobile devices means employees have a user-friendly way to navigate the office.

Why Streamlined Booking Benefits Employees

Easy access to the right resources: Eliminate the back-and-forth

Employees can easily find a meeting room, hot desk or collaboration space that fits their needs. This helps avoid technical SNAFUS or having to waste time dragging in extra chairs from other rooms.

Big time savings: No wondering, no wandering

With clear visibility into things like room availability, reservable desks, employees can quickly and efficiently book meeting rooms, reserve desks without the frustration of double bookings or squatting and easily navigate any company office with a mobile map for wayfinding. Plus, the system is always up to date so employees don't have to guess if what they're seeing is accurate and relevant to their needs.

Automate the rest: Get the most out of in-office time

With the popularity of hybrid work models, employees often aren't in the office every day. When they do come in, an efficient booking system with automated option built in means they can spend more time on what matters most: Collaborating and connecting in-person with their teams.

Make it easy for teams to plan for their office days with suggested room bookings based on preference and meeting size.

Why Office Resource Bookings Benefit Workplace Management Teams

Save time and energy. Ditch the complicated tracking.

Paper taped to doors or a complicated calendar Tetris system is a thing of the past. For admins, an office resource booking system save them a ton of time and energy and always stay up to date.

Understand your office activity. Maximize company resources.

A office resource booking system helps optimize office space usage, potentially saving on real estate costs. With usage data, workplace teams can learn what meeting rooms are most and least used and iterate on their office strategy to create the best environment for their employees possible now and in the future.

Empower better connection. Bring teams together.

When employees don't have to grit their teeth and bear room double bookings, technical SNAFUs, or general conference room chaos, they can rest assured their office is a space for productivity and collaboration.

In Robin, office managers and workplace leaders can work together to design an office space tha

What's the Value of Having An Office Mobile App for Employees?

A office resource booking system is more than just a tool for reserving spaces; it’s a comprehensive solution that enhances the overall office experience. With work being more mobile than ever—pun intended—it only makes sense to use mobile apps as a bridge between the work-from-home and in-office experience.

Meet employees where they are

In today’s mobile-centric world, having an app that integrates seamlessly into employees' lives is crucial. Employees are used to having work apps like Slack or email downloaded on their phones—so adopting another workplace app would be simple from a change management perspective.

Plan ahead for productive in-office time

The ability to reserve the right room in advance ensures that employees can make the most of their time in the office instead of having to just hope the right space they want to use will be available when they get to the office.

Create a user-friendly and secure hybrid work experience

A robust booking app not only manages rooms but also integrates with other office resources like Google Calendar or Outlook so employees can book desks, find their way around the office, see their peers' schedules, and more. The right apps are user-friendly and come backed with the security employees need to feel confident that they're using a tool with the right functionality to help them get the most out of their workplace.

Keep track of who is in the office and when with automatic desk check-ins, featured in the Robin platform.

Make it Easy for Teams to Reserve Office Resources

An office resource booking app is a valuable tool for every modern organization. It simplifies the process of reserving shared resources and rooms, bridges the gap between home and office, and maximizes the efficient use of workplace resources.

When functioning at it's best, workplace technology makes everyone's life easier—from the workplace management team to the employee that comes into the office once a week. These solutions help ensure that their teams spend less time sorting out logistics and more time on meaningful work and interactions.