Shared desk software is a useful tool that allows companies to use their space more effectively and increase efficiency in the office. There are many different types of software on the market. Companies should carefully consider which features are best for them. But how does such software actually work?
Key facts
- With shared desk software, employees can conveniently book a workstation in the office online.
- To do this, a digital room catalog is created for the company and bookable resources are created.
- This makes it easy to introduce hybrid working in the company. In the long term, this allows companies to use office space more efficiently.
What is behind the shared desk concept?
With the increasing flexibility of the workplace, the concept of shaed desks has emerged. It is sometimes also known as flex desk or hot desking. It has established itself as an important part of modern working culture.
Shared desk means that several of your employees share a workstation or desk with other colleagues. In times of hybrid work, not every employee comes to the office every working day. This gives your employees more flexibility and a significant improvement in work-life balance. For you as a company, the shared desk concept offers the potential to optimize space and reduce office costs. In addition, you can adapt your rooms with shared desks to a new and more suitable office concept for hybrid working. Places for meetings, meeting rooms or focus zones are some examples of how the office can be redesigned using shared desk workstations.
Benefits of the Desk Sharing Concept
Shared desk is usually reduced to saving space and costs. However, the concept offers a number of other advantages. In addition to the new-found flexibility for your employees, it promotes cross-departmental collaboration in your company. The office atmosphere becomes more lively because your employees do not only meet in their core teams. There is therefore more exchange, which your hybrid corporate culture must also ensure. If the shared desk concept then works, it offers you as a company an enormous advantage in further expanding your talent pool in the war for talent and giving you an edge over competing companies. To make these advantages even easier to use, shared desk software can help you enormously in promoting hybrid teams!
What is a shared desk software?
Shared desk software, also called desk booking software, is an important tool for businesses to simplify the management of their workstations. It allows employees to book and reserve workstations online instead of contacting reception or someone else. Booking software typically consists of an online platform where employees can make their workstation reservations.
This platform is accessible through a web browser or mobile app and usually requires login. Once logged in, employees can access an overview of available workstations. This overview shows which workstations are available at what times, and which are already reserved. Employees can then select a workstation and make a reservation. It offers additional features such as the ability to reserve conference rooms, schedule meetings, and receive notifications when a reservation is approved or declined.
How does shared desk software work?
The integration of shared desk software is usually done in the existing system landscape. In order to book workstations and other resources, the following functions and information are stored:
- Room catalog: The software contains a catalog of all available rooms, including information such as size, equipment and availability. Users can search and filter a room to find the perfect room for their needs.
- Booking process: Once a user has found a suitable room, they can book it. This process is usually very simple and user-friendly, and only requires a few steps. After booking, the user receives a confirmation by email or SMS.
- Room management: The software allows administrators to manage and organize rooms. For example, they can add, edit or delete rooms, as well as change the availability of rooms.
- Reporting functions: Some workplace booking software offers reporting functions that allow administrators to monitor and analyze the use of the rooms. This can help to identify patterns in the use of the rooms and further increase efficiency in the office.
- Integrability: Some workplace booking software is integrated with other tools such as calendar and email applications. This allows users to add their bookings directly to their calendar and automatically reminds them of upcoming bookings.
Technical aspects and functionality of the shared desk software
In order to fully exploit the potential of the shared desk concept, software not only optimizes resource allocation but also simplifies the management of your workstations. With integrated analysis functions, shared desk software such as Seatti offers you the opportunity to track the utilization of your office space using anonymized booking data. This allows you to make data-based decisions regarding the repurposing of your office space.
Seatti as intuitive shared desk software in Microsoft Teams
With Seatti as shared desk software, your company can switch to the hybrid working model in no time. In order to make workstations, meeting rooms and parking spaces bookable, your company is digitized based on the floor plan and bookable resources are created. Thanks to the simple integration in Microsoft 365, you can quickly and easily adopt existing user groups and rights. In addition, your employees move around in their familiar environment in MS Teams and therefore do not need any training. This means that the switch to hybrid working is achieved in no time.
