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How to Choose the Right Desk Booking Software

The movement towards a hybrid workspace model brings an increased demand for desk booking. Interestingly, the popularity of desk booking isn’t limited to coworking spaces—it’s also made its way into regular offices, hotels, and even visitor centers. This shows that more and more businesses are looking at ways they can leverage technology to simplify and streamline their processes. 

According to StratView Research, the meeting room booking system market is projected to reach $135.4 million within the next four years, representing a CAGR of 12.9% from 2020 to 2026.

How to Choose the Right Desk Booking Software

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The Growing Popularity of Desk Booking Software

Why is desk booking in demand? It has a lot to do with current trends in workspace management. Here are some of the developments that are driving the adoption of desk booking usage:

1. Hybrid Work

Recent events like the pandemic pushed hybrid work models across different industries. Mobility restrictions forced businesses to come up with work setups that allowed them to continue carrying out their processes with little disruption, and workers embraced the change. Those businesses that cannot go fully remote often chose to offer hybrid work practices. 

With experience, most companies have found hybrid work setups beneficial in terms of cost and efficacy. According to one study, 74% of companies in the US are either already implementing or plan to shift to a hybrid work model. 

2. Downsizing Offices

Another effect of the recent pandemic is the decision in many businesses to cut down on office space. With rising globalization and overhead costs, coupled with demands for remote or hybrid work models, many companies have found it reasonable to downsize their office spaces. Desk booking software is an essential tool to manage spaces for hybrid work.

3. International Business Boom

As mentioned, businesses are globalizing. With advancements in technology and remote work, companies can access global markets and workers. This means there will be less demand for an actual office. Desk booking software allows employees to work from anywhere, anytime. 

5 Tips for Choosing Desk Booking Software

5 Tips for Choosing Desk Booking Software

Tech adoption is now a necessity. Companies keen on innovating should consider how desk booking software can aid them in workspace management. Here are five tips to help you choose the desk booking software that will work best for your company: 

1. Office Plan and Availability

Before committing to a desk booking application for your workspace management, ensure its features align with your current office plan. Check if the software includes floor plan views, amenities, and location filtering. You also want to include important details such as a colleague finder and the latest desk information, such as when it was last used or sanitized.

2. Customization Options

When choosing desk booking software, it’s important to go for something that allows you to customize the features according to the workspace management needs of your company. Make sure it can accommodate any upcoming changes in your business needs. 

Customization options should also allow you to integrate the software with the existing system in your company to ensure that the activities of your various teams and departments remain consolidated and aligned. 

Some of the integration features you’ll want to look out for include calendars, messaging, and employee in out

Remember that as your business evolves, its tech needs change as well. List all the essential systems your organization needs and check if it’s possible to integrate them with your desk booking software to make it even more seamless for employees and visitors. 

3. Hot Desking Software Features

Your desk-booking software should be easy for staff to use and reveal which spaces and amenities are accessible. Restrict certain spaces for social distancing, assign some for permanent users, and mark spaces for activities and meetings. Emergency contacts can also be made available through the software, such as building maintenance or first aid.

4. Cross-Device Capabilities

People are using more technology, and might reach for a phone, tablet, or computer—or any combination of these devices—throughout their workday. Therefore,  it’s essential to go for desk booking software that works on all platforms and devices.

5. Booking Overviews

Your choice of desk booking software should show booking overviews, including which desks are currently available and who will be sitting nearby. These overviews should show real-time data and the actual layout of the office. This feature helps users choose the most convenient space for the tasks they have planned.

Streamline Workspace Management With the Right Desk Booking Software

When choosing a desk booking software for your business, go with the one with the most user-friendly feature. It should be easy for employees to reserve any type of workspace – be it for individual desks or conference rooms. 

SwipedOn’s intuitive software allows users to book a wide range of workspaces as well as visitor management.

Featured Photo: Uneebo Office Design on Unsplash

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Mia Campbell

Mia is our Product Marketing Lead at SwipedOn


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