Worksplace Main, Features


A workplace management case that allows employees, visitors, and guests to search for and book a workspace (desk, cubicle, room, space, etc.) for a specified period of time.

The days of sitting next-to-each other at desks are over—for now, it seems to us. Social distancing standards, advanced cleaning needs, health questionnaires prior to making a booking, and contact tracing are the keywords today. Fast-tracked hoteling for many employers who need ways to bring employees back as safely as possible.

Welcome employees back to work as safely and efficiently as possible.

Workplace Management, Workspace management

Choices within a Flexible Working Environment

A flexible working environment is essentially a workplace that does not have fixed seating arrangements, and/or gives employees flexibility when and where they work. This is often facilitated via concepts such as hot-desking or hoteling. This article will further illuminate these strategies and review how they are implemented, their drawbacks, and how certain existing tools like Room Manager can be implemented to ensure employees’ success and satisfaction.

Office Cubicles, Workspace management

Hot Desking

Hot desking can be generally described as an office setup whereby any employee can utilize any free seat, desk, or workstation whenever they arrive at the office each day. However, this strategy is a significant contributor to discontent among workers in an open-office layout. An employee often does not know where they will be stationed the next day, with whom they will be working, or even if they would find a free desk next to a colleague. Additionally, most employees prefer familiarity in their workspaces, and the uncertainty of securing a workstation daily may be draining.


Use Desk Keywords for filtering

For instance, take a scenario where an individual in the IT department is required to write code. This employee may end up taking a seat next to a Sales Representative who spends a lot of time in conference calls with clients and partners. This would reasonably discourage the employee in IT, who would much rather prefer a quiet environment for their work.

Room Manager 365, RM365 Arbeitsplatzbuchung Form
Desk Management Search people Plan Interactive

Interactive office and floorplans

Popular mitigation for this matter is setting up conditions and rules on which employees can work in certain places and establishing zones and neighborhoods. This ensures, for instance, that employees in the same department, or projects, are sited within the same zones.

This effectively creates a flexible working principle but also establishes a form of governance in the hot desking system. Interactive Floorplans can help to find the right free seat, desk by using Keyword Filtering which is available in the Room Manager Desk Management solution.

When searching for a free desk, users can use keywords, amenities to narrow down the search results. For sample, an IT developer can search for a free desk or space by using keywords that match his preferences for a quiet or isolated desk, or space.

Workspace management, Room Manager Desk Management

Hoteling is another way used to implement flexibility within a working environment. This process essentially provides that employees can book a particular workstation, desk, or any other form of working space; conference rooms, basically any bookable resource available in the office.

Even though workstations are not allocated to specific employees, the hoteling approach gives significantly more autonomy and control over where each employee is working.

Check-in Check-out System: Hoteling

Conclusion / Summary

Hot desking and hoteling approaches are increasingly viable in the implementation of flexible working environments. When properly implemented with regards to the specific needs of the company, and your employees they tend to be effective and consequently, positively affect the engagement and productivity of employees.


RM 365 Light Version


Room Manager

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