Office hoteling is all about finding smart solutions to changing workplace needs. With office hoteling, reservation can be as simple as reserving a workstation or a meeting room with one click.
Hoteling spaces and tools like office hoteling software give employees more flexibility on where they want to sit. This supports agile offices by offering choices on seat arrangements while ensuring all spaces are used optimally.
Office hoteling apps also promote a touch-free booking experience, which is great for enforcing health and safety protocols. Features like mobile apps and QR codes all help ensure a seamless touch-free experience for users.
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What Makes Office Hoteling Software Worth Investing In?
With employees becoming more mobile and engaged with technology, essential services also matter more than ever. One of these essential services is workspace reservation, which agile offices and workers need for regular functions.
Here are the biggest reasons to invest in hoteling systems and software solutions for your office:
- Ensuring optimal space use
Office hoteling tools and systems help organizations ensure that all workstations are used optimally.
Real-time data and analytics giving valuable insight on space use help managers make decisions on schedules and office layouts. Booking frequencies and schedules also matter more and should be considered.
- Reducing overhead costs
Real-time data and analytics also help managers make the right calls on which spaces to cut or convert. With optimized space use comes lower overhead costs, since unnecessary space or items are easily cut out.
- Encouraging collaboration
Office hoteling software encourages collaboration since it promotes better desk allocation. Employees are more likely to collaborate since spaces and resources are available to all, rather than allocated based on rank.
Office hoteling also accounts for employees needing different workspaces. Some employees need more quiet spaces, while others perform better in a group.
- Ensures fair access to resources
Aside from ensuring fair access to resources, office hoteling improves the overall experience for employees.
It ensures equal access to resources, rather than simply allowing certain employees to hoard office equipment. Employees who need big print jobs, for example, can reserve workstations near copy rooms in advance.
What are the Advantages of Hoteling Software with a Mobile App?
With employees becoming more mobile than ever, smartphones and technology are a wise investment. Hoteling software should also come with a mobile app for the following advantages they can offer:
- Easier booking
Software that enables faster and more convenient booking processes is always a welcome addition to agile workplaces. Hoteling tools with mobile apps reduce the need for employees to wait around for admin staff during work hours.
- Intuitive user experience
Mobile apps promote an intuitive user experience by allowing users to book rooms at the tap of a button. Reservations can appear through text and email notifications without users having to wait for approval.
- Instant notifications
Hoteling tools with mobile apps also allow for instant notifications, especially when they include integrations with existing company tools. They can send text or email notifications on reservations, including rescheduling and cancellations.
- Improved wayfinding
A hoteling software system with a mobile app will most likely include the office floor plan for perusal during reservations. This serves two functions: ensuring employees book the right space, as well as making navigation easier.
Why Should You Use QR Codes Alongside Your Office Hoteling Software?
Another feature that hoteling tools can offer is the touch-free experience afforded by QR codes.
Since the pandemic ended, the demand for touch-free reservations has largely declined. However, for many reasons, hands-free sign-on methods like QR codes may be worth implementing for your office.
QR codes are incredibly useful for many reasons:
Today, most people own a smartphone, making QR codes more accessible than ever. They can scan QR codes and allow small-scale data exchanges quickly and efficiently.
QR codes are also easy to make. Many QR code generators allow users to type the URL, select the host platform, and share the link address.
- Added physical safety
Additional physical safety through social distancing became popular during the pandemic. Today, minimizing physical contact to limit the spread of germs and bacteria never hurts.
QR codes greatly complement office hoteling software since they allow for a completely touch-free experience. Users only need to take out their phones and scan the code for an instant reservation.
- Works despite damage
While printed QR codes can suffer from the occasional loss of clarity, they can still be read. This is thanks to various existing tools that can interpret and recognize data.
Even if a portion of the code is damaged or rendered unreadable, QR codes are robust enough. Front desk personnel need not worry and can continue enjoying their consistent functionality.
- Additional data
QR codes are great complements for your office hoteling software since they have ample space for storing data. Employee IDs, departments, and even geolocations can be stored in a single QR code.
On top of this, QR codes also come in various sizes to adapt to different surfaces. Their scalability lends itself well to any front desk’s needs, from check-in stations to desk placards.
How Do You Implement QR Codes Alongside Your Office Hoteling Software?
QR codes have been around for a while and can offer many benefits to an agile workplace. That said, there are more ways to use a QR code than simply directing users to a URL.
Follow these steps to make a reliable QR code system for your office:
- Start with a reliable QR code generator
QR codes go perfectly with hotel systems and software. This is because their main purpose is optimization, making them convenient for those who make and scan them.
A hoteling software system can easily accommodate QR codes as a key feature. Alternatively, users can have QR codes integrated via custom programming.
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- Choose whether the QR code is for cards, meetings, or links
QR codes are relatively easy to make and can be used for many purposes, especially when paired alongside office hoteling software. Here are a few of the most popular uses for QR codes:
- Online/physical meetings – QR codes simplify the sign-in process for employees and visitors. They can be printed out and assigned at workstations and meeting rooms and during online meetings.
- Verifying staff movement – With health and safety becoming a bigger consideration, contactless data collection is crucial. QR codes can also be used for logging employee entry into certain rooms or premises.
- File sharing – Files can be shared with coworkers through different platforms. Instead of sending PDF files and other material through email, these files can be shared through QR codes instead.
- Marketing – Impressing clients and visitors with QR codes is also just as easy. Working codes can link to company sites or additional promotional material. Additionally, they can also link to evaluation forms for visitors.
The Bottom Line
Office hoteling software solves many issues workplaces have regarding optimal space and resource use. It helps ensure fair access to resources for employees while encouraging them to collaborate, improving productivity.
Along with hoteling systems and tools, QR codes are also great for further streamlining room or workstation bookings. It helps ensure a truly touch-free experience while also improving convenience for users.