Hot Desking or Hot desk Booking System is fast emerging as a must-have system for organizations providing hybrid work opportunity to their employees. The hybrid work model has become the new norm in the workplace, with employees splitting their time between working in the office and working from home. However, safety is still a major concern, so the capacity of employees to work in the office may be limited. Therefore, it will not be possible for an employee to acquire a permanent desk at the workplace. Additionally, on certain days, the number of employees may exceed the number of available workspaces. When this happens, Desk Booking software in India comes in handy. It primarily allows employees to find or book desks.

In this blog, we will go through some must-have features that an organization should keep in mind before purchasing and deploying desk booking software:

1. Must support both hoteling and hot-desking

So, these are the two different concepts of desk booking wherein the former allows the advance booking, the latter makes the desk available on a first-come-first-serve basis. If the software supports both systems, then it provides greater flexibility and least manual intervention.

2. Must have both web and app version

Having both web and app versions makes it handy and easily accessible

anytime, anywhere.

3. Desk-Booking must support neighborhood discovery

An ideal desk booking software should help employees to know who is seating next to the desk they wish to book. Further, a comprehensive floor plan can make it a smooth-going process.

4. Must integrate with your scheduling software

Some organizations already have a meeting room scheduling system. In such cases, they should inquire about integrating desk reservations. Since it is a cumbersome task to make two systems work together, it is advisable to buy software that either has both the systems or can easily integrate with your current one.

5. Must be a modular system

In addition to scheduling, larger platforms often include modules for attendance management, visitor management, resource/ facility management and more. Make sure your solution upgrades based on your requirements.

6. Security:

Desk booking software has employees’ private data including their whereabouts. Therefore, before selecting the software, an organization needs to be sure about the enterprise-grade encryption, privacy standards compliances and SSO.

7. Must have employee health features

While specific regulations around covid-19 vary by city, state, and country, employees everywhere want to know that their employers are looking out for them. If this is important for you, look for products that offer health-related features like vaccination status and/or health screening questionnaires that employees fill out at home before coming to the office.

8. Do you want to have bookings for other assets in the office?

There are some platforms with features that allow employees to book parking, lockers, guest rooms and other perks to use while they are at work.

9. Beware of complexity and have a backup plan:

Using an overly complex system may discourage employees from using it to reserve seats in advance, resulting in people squatting in a given area. To avoid such perplexity, invest in user-friendly software.

It is a fact that the hybrid work culture is here to stay and the investment you make towards a Hot Desk Booking System will be a long-term investment. If you are planning to reopen your office space soon, truMe’s desk booking software in India is all you need to ensure the safety of your employees, convenience for HR/ Administration and smooth switch from one kind of work environment to another.