Everywhere you go, it seems that hot desking is the hot office spatial management technique. Corporate real estate prices are through the roof, and to add insult to injury, most expensive office spaces are under-utilized. Hot desking helps optimize those spaces and dollars by allowing multiple people to share the same workstation or desk at different times. 

The key phrase here is, “at different times.” By definition, hot desking does not involve advance reservations. But there’s nothing that will waste time and kill productivity faster than a butt in a fruitless and frustrating search for a seat. The recent explosive growth in hot desking has shown the practice is in need of some management. 

When done right, hot desking is convenient for employees, allowing flexibility and mobility. It’s also a boon to companies who can reduce wasted and under-utilized space, which can save some serious coin. This is particularly pertinent for enterprise organizations with multiple locations and government agencies who typically utilize many buildings throughout a city or municipality. So how can these organizations take advantage of the many benefits of hot desking while ensuring their employees don’t get burned by a chaotic hot desk environment?

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The perfect hot desk experience

Imagine this. You are a program director at City Hall. As you stroll into your office in the morning, you check your Outlook Calendar and see that today you have meetings at the Department of Health, the Department of Disability Services, and the Office of Homeless Services. Each department happens to be in a different office than your own.

You have a few hours in between your second and third meetings; just enough time to catch up on email and check off a few items from your task list. But it would waste precious minutes of a busy day to hoof it back to City Hall when you would just have to be back in this current office later for your final meeting. A coffee shop would be fine, but you would rather settle in at a comfortable desk in a space dedicated to work.

Fortunately for you, there are multiple areas spanning multiple floors of this building that are dedicated to hot desking. Now, to find one.

You pull up Outlook, click to your Meeting Management interface, and select “hot desk” in the list of meeting purpose subjects. A list of available desks appears. You click on one. Boom: it’s yours.

 

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An interactive map on your phone helps you find your way to the desk. Wait a minute – a bathroom break would be great right about now. The map shows the location of the closest restroom and other services, such as office kitchens, coffee kiosks, and printers too.

When you arrive at the desk, your name is on the display screen. Doesn’t that feel nice?

You’re noodling over a particularly tricky budget puzzle and a quick brainstorming session with one of your colleagues would be really valuable. So you pull up your Outlook again, enter the colleague’s name in the same subject box you used to find your desk earlier. You see she’s also hot desking in the same office. Score! Minutes later, you’re at her desk, guided by the interactive map.

When you return to your desk later, you adjust your privacy settings so you are temporarily unsearchable. Time to bang out some serious work without interruption.

An Outlook alert reminds you it’s almost time for your next meeting already. So you pull up the interactive map right from Outlook on your desktop to find the meeting room location and view step-by-step directions to get there.

 

Now that’s what we call making the most of every minute.

 

Hot desking in a familiar interface

You don’t have to just imagine that scenario if your company has AskCody. That’s because in addition to AskCody’s proven meeting management, room booking, and indoor wayfinding technology, we’ve now made it possible to reserve hot desks on the spot in the same user-friendly interface.

Here’s a quick look at what’s under the hood of AskCody’s hot desking capabilities.

 

Find a hot desk on the spot with RoomFinder

RoomFinder: it’s not just for rooms. AskCody RoomFinder lets you quickly and easily search for all bookable resources across locations. Users just sort by purpose and select the hot desk option. The platform displays the availability of each hot desk. If a desk is occupied, users can see who has booked it, and when it will be released.

Some companies choose to display the names of each room or hot desk reservation on small screens outside the meeting room or attached to the desk. When a user books that space, their name appears on the screen, adding a personal touch for workers outside the comforts of their own office.

 

WayFinder guides you every step to the desk and beyond

Easily cruise the office with a birds-eye-view of each floor. The AskCody WayFinder app generates interactive maps for each floor of every office that include points of interest like restrooms, coffee machines, kitchens, and printers. The stress of navigating through an unfamiliar space is gone.

Maps can even be adjusted instantly for handicap accessibility, maintenance, or emergency exit protocol. A single click of the mouse sends the interactive map directly to users’ smartphones so they can access it on the go.

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No need to ever click between interfaces

AskCody is completely integrated with Outlook and Office 365. That means users get all this power right inside their Outlook and Office 365 as a modern add-on. There’s no need for outdated third-party tools, unintegrated SharePoint sites, third party webpages, or paper-based bookings.

 

Find colleagues, be found, or go dark with strong security settings

Security is second nature at government agencies. It is at AskCody too. All AskCody software, infrastructure, and cloud hosting is GDPR compliant.

And just because you are taking advantage of a hot desk does not mean you can’t get a little privacy. AskCody’s security settings make it possible to set hot desk reservations to private so users cannot be found within the system and names are not displayed on any public screens. Rest assured that all data is locked in the cloud tighter than Fort Knox. Inversely, every user who has selected to be public can be instantly discovered for those looking for a quick meeting of the minds with a particular colleague.

 

Management knows exactly how the office is used

AskCody’s Analytics & Insights tool delivers the full picture of how each hot desk, meeting room, and other public workspace is utilized. Management gets a daily report with key usage metrics, which helps them understand exactly how the workplace is performing. This type of information also informs the higher ups of the specific needs of each location. By understanding which type of desks, rooms, and tech are most popular, management will know where to expand or consolidate them, creating a better office for all.

 

Employees get consistency, organizations get scalability

AskCody’s cohesive platform adds familiarity across each different office location. No matter where you access AskCody, you get the same user-friendly WayFinder maps and access to instant RoomFinder booking. That feels good when you’re walking through the halls of an unfamiliar office.

AskCody is easily scalable, so organizations can expand or contract and the software will follow suite, making it an ideal choice for enterprises and government agencies. Because the AskCody suite integrates every tool seamlessly with the Outlook, Office 365, and Google Calendar tools employees already use most, this is the cost effective option for companies looking to take the pain out of their meeting management and resource booking process.

Today’s workforce is constantly on the move. Wouldn’t it be nice if you never had to sweat the details when looking for a place to call home for the day?

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