What Is Desk Hoteling? Why Your Hybrid Workforce Needs It

The Robin Team
The Robin Team
Published on 
6.24.2022

Hybrid workers at their desks

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

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In a hybrid work environment, this type of set up inefficient and causes friction among employees. Rather than giving each individual their own desk, it’s better to have those who will be there at a given time reserve the space they need, when they need it.

Availability within traditional office environments isn’t always clear. This confusion makes it harder for companies with hybrid employees to effectively allocate available space. 

Desk hoteling tools improve space utilization, letting people book workspaces in advance – rather than being tied to a specific desk every day.

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

What Is a Hybrid Workforce?

A hybrid workforce offers an alternative to fully remote or in-person work environments. The pandemic has shown us that workers don’t need to be in the office every single day to be productive. 

As more and more companies embrace alternative approaches to work, they need flexible office setups that can accommodate different numbers of people each day. This approach results in a more flexible workspace where each individual can find their happy medium for maximizing productivity. 

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

Although desk hoteling might seem similar to hot desking at first, there are some fundamental differences that business leaders should consider before choosing one or the other. 

While hoteling requires an advance reservation, hot desking is usually first-come, first-served; people simply arrive at the office and find a place to work. This setup makes it more flexible for work environments, with employees utilizing finite space at different times of the 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 is a great fit for businesses that want to have some level of control over how space is allocated. This oversight allows them to alleviate some of the tension that may go along with hot desking. 

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 hoteling 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 more than 60% of workers would look for a new job if they had to be at the office full-time. 

Support your Hybrid Workforce with Tech Solutions

For many businesses, switching to a hybrid workforce has become a necessity. Those companies that can effectively allocate space will be better equipped to deal with the ongoing challenges of their new environment. 

Getting your team back to the office shouldn’t be complicated and with the right technology, it doesn’t have to be. Discover how Robin’s desk booking software can streamline your hybrid work model. For more information about Robin’s desk booking software, schedule a demo today.

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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

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