What Is a Desk Booking Software: Features and Benefits

Hari Prasad

Dec 30, 2022 • 6 min read

As the world warms up to the idea of hybrid working, organizations are gearing up to make their workplaces more comfortable, efficient, and productive by using the best desk booking software they can find.

If you manage an office, chances are you’ve considered a desk booking system. Effective use of desk management systems can help you optimize your space, time, and resources.

In this article, we’ll discuss the following topics:

What is desk management?
Why organizations need it
Functions and features of desk management systems
Benefits of desk booking software
How they can help your business
How you can select the best desk booking software

Let’s start with the basics.

What Is Desk Management?

Desk management is the process of organizing, managing, and optimizing work desk usage in a workplace. Some of the best desk booking software have features that allow you to control who can book certain desks, schedule desk use, and track desk usage.

Desk booking software are designed to help businesses manage the allocation of desks so that everyone has a fair chance at choosing where they want to work.

The benefits of using desk booking software include:

Efficient management of workspace density and meeting social distancing requirements
Simplifying the balance between working from home and the office
Giving employees the freedom to choose the workspace they want

Why Do Organizations Need a Desk Management Solution?

Organizations need a desk management solution because it allows them to create and manage a flexible workplace. Since most offices have a finite number of desks, a desk management software helps allocate desks to employees when they work from the office.

The goal of desk management is to:

Provide your employees with efficient office practices that will allow them to perform at their productive best.
Help companies manage hybrid workplaces to reduce costs by utilizing their infrastructure and providing a pleasant working environment for mixed teams consisting of both full-time and part-time employees.

What Is a Hybrid Workplace?

A hybrid workspace is a flexible work model that combines work from home and the office. In a hybrid workplace, employees enjoy the autonomy of working from home some days of the week and from the office on other days.

This model allows employees to have a better work-life balance and builds a more productive workforce for companies.

What Are the Functions of a Desk Booking Management System?

A desk booking management system allows you to do the following:

Control desk booking: It should ensure that only authorized employees are able to use the office desks.
Schedule desk usage: It allows you to schedule how many hours each desk is used each day, ensuring that the office is being used effectively and efficiently.
Track desk usage: It tracks how many hours each individual has used each particular desk. This helps you identify which employees are using the office resources inefficiently and take appropriate action accordingly.

What Type of Systems Does Desk Booking Management Support?

The system supports two types of models:

Hot-desking: Hot-desking is an approach to workplace design in which employees share desks with other workers to reduce the cost of office space and increase the flexibility of the workforce. Using this, employees can reserve a desk when they please.
Office-hoteling: This concept is similar to staying in a hotel with all the facilities available for your use. Employees can reserve spaces for a set period.

What Are Neighborhoods in Office Design?

With the rise of co-working spaces, offices are becoming more open. This has led to a new trend in office design called “neighborhoods.”

Neighborhoods are designed in such a way that employees can work together on projects and share ideas. These office spaces also provide an opportunity for collaboration among employees from different departments.

What Are the Features of Desk Management Software?

Desk booking software is a valuable tool that can help you to find and book the best desks for your team. A good desk booking software should have the following features:

Interface: A user-friendly user interface (UI) makes for a good user experience (UX).
Dashboard: It should offer features such as calendar integration, desk availability, and location maps in one place for easy use.
Mobile app: This feature is what makes software user-friendly and versatile.
Amenities: People’s needs are as diverse. Make it easy for them to pick and choose the desk equipment they are comfortable working with.
Neighborhoods: Being around certain people can make you feel anxious or comfortable. So look out for this feature.
Price: You don’t want to spend too much money, but you don’t want to spend too little either. It should be affordable while still providing all of the necessary features.
User limits: By allowing the resource to be released according to company policies, you can save your staff time and money in terms of housekeeping and keeping information up-to-date.
Workplace map: Some prefer corners, while others want brightly-lit areas. A visual representation of the office layout can help employees choose what they want.
Support: It should offer customer support 24/7 to answer questions or concerns.

How Can Desk Booking Software Help Your Business?

Desk booking software can be a great help to businesses of all sizes because it can automate many tasks and improve workflow. Desk booking software can help businesses with the following:

Saving money: Utilizes time and money by automating various tasks, such as bookkeeping and scheduling.
Increasing productivity: Helps organize tasks and improve workflow.
Optimum utilization: Identifies underutilized resources or areas of growth for the business.

How Does a Desk Booking System Help With Schedule Management?

A desk booking system is an invaluable tool for managing an office and scheduling and offers the following benefits:

Find out when employees are in or out of the office by checking their availability and schedule.
Plan your desks to improve space utilization and office efficiency.

How To Select a Good Desk Booking Software?

When looking for desk booking software, there are a few things that you should consider:

Ease of use: All users should be able to use the software with ease, regardless of their level of experience.
Integration: Check if you can integrate with other systems like visitor management systems, room scheduling tools, equipment bookings (for example, standing desks or dual monitor desks), and customer databases.
Real-time updates: The software should allow you to see if a space is available in real-time to avoid confusion before you book it.
Customer support: The vendor should offer good customer service.

How To Make the Most Out of Desk Booking Software?

Desk booking software offers the following benefits:

They help companies manage their work schedules more efficiently, resulting in improved productivity and decreased absenteeism.
They foster better communication between coworkers as the software lets employees book their desks, eliminating the need for coworkers to look for a vacant desk.
By setting up alerts and managing permissions, desk booking software can help companies keep track of who is working where and when.

How To Set up Desk Booking Software?

There are a few things to keep in mind when using desk booking software:

First, make sure that your desk booking software is compatible with your company’s computer and software systems.
Second, be aware of the availability of desks and ensure that you are filling out the required forms accurately.
Third, remember to set up alerts so that you are notified when a desk becomes available or when someone leaves their desk.
Finally, be sure to document why a particular desk was chosen and what benefits it provides for employees. This will help you make better desk organization decisions in the future.

How To Use a Desk Booking System in Your Office?

Desk booking systems help in managing the office space by allowing you to book a desk for a certain period and then release it for someone else to use.

Using a desk booking system is a simple process:

Prepare: Round up available desks and assign amenities to desks based on what is commonly requested.
Assign: Assign and inform employees or the meeting participants about the availability of desks.
Book: Employees can use a mobile app to select a desk based on their needs and book in advance.

Choosing the Best Desk Booking Software

A desk booking software is a great way to improve communication and help businesses manage their work schedules more efficiently.

Given its essential role in creating a hybrid workspace for the modern employee and its cost-saving benefits on your real estate expenses, you must choose from only the best desk booking software in the market.

We invite you to check out Vizmo’s workspace management solutions as the first step to enhancing your workplace flexibility. Visit our website to learn more or book a demo.