Hot Desking Program

10 Technology You Need to Support Your Hot Desking Program

You’ve introduced a hot desking program in your workplace. Now what? How do you ensure that the program you’ve worked hard to get approved and in effect becomes the success that you’ve dreamed of?

In this article, we discuss the top technology tools you need to support your hot desking program. 

1. Reservation System

The first technology tool to ensure your success is a hot desking reservation system. This type of system is integral to running a hot desking or hoteling program. Depending on your reservation system, employees can book a spot on their own without needing to go through a reservationist. This can reduce bottlenecks and give your employee more autonomy over what and where they book. 

What to look for in a hot desking reservation system:

  • The ability to self-book
  • Booking analytics
  • Floor plan
  • The option to search desks based on specific features (dual monitors, co-working desk, etc.)

Check out this post where we cover 6 top hot desking apps to try.

2. Email Communication 

An email tool is another important technology you need in your hot desking program. You’ll use email to confirm appointments so ensure that your hot desking app has this feature built-in. Email is also great for sharing information that your employee needs to know before their reservation, such as directions to the office, parking instructions, your office policies, and anything else you think your employee may need to have a successful reservation.

Don’t overlook the importance of email in your hot desking program. Here's why: Click To Tweet

Don’t overlook the importance of email in your hot desking program. When you use email, you reduce the number of incoming calls and frequently asked questions that your receptionist must handle. 

Hot Desking Program

3. Visitor Management System

When an employee comes to your office, do they need to wait for a receptionist to check in or can they check themselves in? If you use a visitor management system, you can automate the check-in process so that your employees don’t need to wait. Upon arrival, they can enter their details and check in quickly and contact-free. 

The Receptionist for an iPad visitor management system has the ability to pre-register guests, print temporary badges, capture signatures for legal agreements, and sent pre-written messages to direct the visitor to their desk. You can also use this system to keep a cloud-based log of all of your visitors, past, and present. 

Learn more about how the Receptionist for iPad visitor management system can improve the way that you manage your hot desking program.

4. Floor Maps

Whether you have a small office that can fit in under 1,000 square feet or a megaplex that sprawls several floors, you need to provide employees with a way to navigate to their chosen desk. This may be as simple as including a floor map with visual directions to their desk within your confirmation email. 

5. Interactive Seating Chart

In addition to the floor map, you need an interactive seating chart. Having interactive seating charts is even more important if you operate on a first-come, first-serve basis. With this chart, an employee can see in real-time what desks are available. Employees can also use this seating chart to locate the rest of their team. This makes it easier for teams to sit next to each other when they need to collaborate. 

Another benefit to offering an interactive seating chart is that you give employees who want it the option to find a more quiet location, away from the hustle and bustle of others. Look for a hot desking booking software that includes this feature.

6. Equipment Reservation

Just like your employees can reserve desks, they can also reserve equipment. While laptops, tablets, and smartphones have made it possible for employees to truly work from anywhere, one of the unique benefits of hot desking is that the employee can have a complete office experience whenever they choose. This includes access to standard office equipment, including monitors, printers, copiers, fax machines, shredders, binders, staplers, hole punchers, and more.

How do you make it easier for employees to guarantee access to the equipment they need to complete their job? By allowing them to reserve their equipment ahead of time. Your hot desking app may include this as a built-in feature, but you can also instruct employees to add a note concerning their equipment needs when reserving a desk.

Hot Desking Program

7. Desk Options

In a hot desking program, the desk is the star of the show. Offer multiple types of desks to accommodate the different types of work that will take place in your office. Some employees will prefer a standing desk which can reduce back pain, improve posture, and boost mood. Others will appreciate a stationary desk with plenty of room for spreading out their work and possibly working together with others. Consider how your employees will work and choose desks that will accommodate them.

8. Chairs

Your choice of seating is also a top consideration. Offer chairs that encourage correct posture. Also, keep in mind that comfort is key when it comes to chair selection. Even if you don’t think that your employees will log long hours in your office, it’s still a good idea to choose chairs that are rated for 10+ hours. These types of chairs tend to be the most comfortable, even for those sitting for a short amount of time.

Choose chairs with adjustable arms, height, and lumbar support. Also, consider going with mesh chairs because the fabric offers ventilation and is easy to clean between uses.

9. Plug and Play Set Up

Offering a plug-and-play setup is essential to your hot desking program’s success. Most hot desking programs assume the employee will bring their own laptop or tablet. But, if you think it would be more useful, you can offer desktops or stationary laptops as part of your hot desking program. This reduces the amount of equipment that your employees will need to bring with them to the office. 

Whether you offer just the desk or the entire workstation, there are a few mandatory tools you need to facilitate a solid work experience. These tools include:

  • A universal docking station is essential for all desks. Look for a docking station that can accommodate both Mac and PC users, and that includes USB-A and USB-C ports. 
  • An external monitor is a must, but having dual monitors can be a game-changer for productivity.
  • A mouse and a keyboard that are compatible with the hardware your employees use most.
  • A charging station for laptops, tablets, and smartphones.
  • A power outlet that’s easily accessible (i.e. not under a desk and out of reach).

10. Cloud-Based Document Management

For distributed teams, working in the cloud is a must. It’s difficult to have a successful hot desking program if some of your employees are still saving their files to local hard drives. What happens if they leave that device at home? They’ll be unable to work collaboratively with their colleagues. 

This is why most companies who’ve adopted a hot desking program have also opted to shift their documents to the cloud as well. 

Fortunately, there are a lot of great options for cloud-based document creation and management, including Google Workspace and Microsoft 365.

Final Thoughts

Hot desking and hoteling is the future of office work. Guarantee your success by implementing the above technology tools in your hot desking program.

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