Best desk booking software makes reserving your favourite desk space a breeze rather than jostling and hustling your way into an office bay. It’s no secret that the pandemic was transformative for the way we work. Almost everything under the sun is becoming smarter, including the office working. Hot desk booking software has risen to the occasion to make the most of office floor plans. Using these systems, employees can also reserve meeting rooms, equipment, and parking spaces. They also provide detailed analytics to management teams to uncover workplace trends.

In this blog, let us review the criteria to select the desk booking software used the most in the USA and the features that make it most wanted.

Selection Criteria

Wondering what to look for when selecting the best hot desk booking software? Our top elements are:

• User Interface: The ability to navigate a booking user interface easily is a basic requirement since it reduces the need for middlemen or bottlenecks. It also reduces the need for additional training.
• Usability: A hot desk booking system is useless if it cannot optimize and manage available space. It is highly preferable to use software that is intuitive and easy-to-use, with clear menus and navigation for processes and preferences.
• Integration Capacity: A truly smart desk booking system should not just focus on booking desk space. To maximize productivity, to create a seamless experience and to keep information organized, select systems that integrate with commonly used office programs like email systems and calendars.
• Value for money: To understand if the software is profitable or a value-for-money deal in the long run, you need to know the actual price you paid and how much it actually yields. Consider the size of your company and future scalability when choosing the best hot desk booking software.

Key Features

Hot desk booking software is straightforward by design, to ensure the booking process is simple. Here’s a summary of the key features you can expect from the best hot desk booking software:

• Self-service bookings: Making bookings via an App employee’s phone rather than navigating through an administrator or manager is more efficient.
• Mobile device accessibility: A vital feature, this allows users to book from anywhere at any time and also enable touchless check-in from their mobile devices.
• Detail-rich floor plans: On an accurate, and often interactive map, users should be able to locate the workspace they wish to book. In some platforms, wayfinding features help users navigate the workspace.
• Flexible booking types: Every workspace is unique with different types of work areas. Platforms that are most effective offer flexible booking options (e.g., desks, conference rooms, parking stalls, and equipment) as well as flexible booking arrangements (e.g., hourly, all day, multiple days).
• Team zones or neighbourhoods: Using this feature, specific teams or departments can have their own areas, encouraging better team collaboration. This feature can also be used to create designated quiet zones.
• Search tools to find colleagues: To further enhance productivity and collaboration, hot desk booking systems allow users to search for other employees to find out when they’re going to be in the office, and where they’ll be sitting.
• Health & safety features: Among these features are built-in health screening questionnaires, occupancy limits, social distance parameters, contract tracing data, and an automated feature that flags desks for sanitization between users.
• Usage metrics: Keeping track of workspace usage is essential to supporting higher-level workspace analysis. By quantifying unused space, management teams can optimize or reduce their floor space further.

How truMe’s Hot Desk Booking Software Works?

Let us now learn how truMe’s hot desk booking software work:

• Authorized employee books workstation on their App itself
• A workstation is automatically allotted to the employee as per rules/ specifications/ approval hierarchy
• As the workstation slots get filled, the system does not allow any further booking
• Notification to users and approvers on email as well as app
• At the entry point, employee scans a QR code – pasted or displayed on a tablet – to check authorization
• The status of authorization is instantly visible on the tablet
• Option of booking parking, locker or vehicle too for a smooth hybrid work experience

It is clear that hybrid work cultures will continue to thrive, so investing in simple, streamlined desk booking software will pay off in the long run. As one of the leading hot desks booking software companies, truMe is a trusted name in the industry. Easy to use, it is designed for flexible workplaces such as start-ups, SMEs, agencies, and enterprises.

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Frequently Asked Questions

Q. What major companies use hot desking?

Ans: In post-covid world, majority of enterprises have started using some kind of Desk Booking software. As hybrid work becomes increasingly popular among the employees, most large organizations are open to offering the employees an interface wherein they can seamlessly book, access and use workstations and parking.

Q. Does Hot Desking Improve Productivity?

Ans: Not many studies have been done on this particular aspect. However, the fact that Desk Booking software makes it convenient for employees to book, access and use workstations and gives the management a visibility into people working from office or home or field, it can be inferred that Hot Desking adds to productivity in an organization.

You may also see:

1:  Meeting Room Management System

2: How to create a meeting room booking system

3: Choosing the best Desk Booking software in India