What Is Desk Hoteling? And Why your Hybrid Workforce Needs It

The Robin Team
The Robin Team
Published on 
1.9.2022

Hybrid Workforce collaborating

In a traditional office environment, each person has a dedicated desk. This may be in a private office, a shared office, a cubicle, or an open bullpen, but the ratio is one employee to one desk. 

Desk hoteling, in contrast, improves space utilization, letting people book workspaces in advance – rather than being tied to a specific workspace. Teams don’t have permanently assigned seats, but they can reserve a desk for a day, week, or month at a time, often from their tablet or smartphone. 

Let’s dive in and learn more about this hybrid workforce solution.

What Is a Hybrid Workforce?

As more and more companies embrace alternative approaches to work, they need flexible office setups that can accommodate different numbers of employees each day. The COVID-19 pandemic has shown us that workers don’t need to be in the office every single day to be effective. A hybrid workforce can include:

  • People who work in the office full-time
  • People who split their time between in-office and remote work
  • People who work from home full-time

An enterprise may also have contractors or freelancers who primarily work from home, but they may need to be at the office from time to time.

Desk Hoteling Vs. Hot Desking

As flexible workspaces grow in popularity, companies are using different models to manage office space utilization. While hoteling requires an advance reservation, hot desking is usually a first-come, first-served. 

With desk hoteling, people simply arrive at the office and find a place to work. They aren’t guaranteed that same desk for the full workweek – instead, they could be at a different desk each day. As a more informal model, hot desking can be a good fit for smaller teams and co-working spaces.

Benefits Of Desk Hoteling

Desk hoteling can be implemented at businesses of all sizes, from small startups to established industry players. The advantages of a desk hoteling setup include:

  • Cost savings: Reduced overhead is perhaps one of the most appealing benefits. By eliminating excess space, companies can significantly reduce their monthly rent or mortgage payment. They’ll save on equipment, supplies, and utility costs as well.
  • Better collaboration: Letting employees choose how and where they work makes it easier to foster teamwork, collaboration, and creativity. Employees can reserve a private space or work from home when they need deep focus on an individual task. When they need to partner with colleagues on a project, they can book adjacent desks or a separate conference room for brainstorming.
  • Efficiency: An open-office environment without a reservation system may deter employees from coming in – they may need to spend valuable time locating an appropriate workspace, or they might not be able to find adequate space at all. A hoteling system allows employees to book the space they need ahead of time, helping them work more effectively and enjoy their time in the office.

Another major benefit is employee satisfaction: many workers want the flexibility to work from home or the office. Business Insider reports that many major corporations are realizing hybrid work must become the norm – and that more than 60% of workers would look for a new job if they had to be at the office full-time. 

Employee opinion on returning to the workplace

Robin: Hybrid Workforce Solutions Made Simple

Getting your team back to the office shouldn’t be complicated. With real-time office availability visible to everyone, Robin simplifies the process of managing a hybrid workforce. 

For more information about Robin’s desk booking software, schedule a demo today.