‍Flexible work environments are now the go-to solution for companies with hybrid and remote work models. But they come with challenges: efficient real estate use, office layout optimization, and adapting the workplace to employees’ needs.

One of the best flexible space options is office hoteling, which allows workers to book desks and rooms as needed. Hoteling office space saves space and allows companies to save money. But to make it work, you need the right tech and methods.

This article covers all aspects of office hoteling, from its benefits to its challenges, and outlines the steps to incorporate it into your workspace.

What is hoteling in office space?

Hoteling office space is a workspace strategy that lets your workers book available desks, conference rooms, or private offices ahead of time. Instead of having permanent desks, office hoteling allows your people to choose where and when they work based on their needs. It helps create a work setting that can shift and adapt to modern hybrid structures.

What’s the difference between office hoteling and hot desking?

While office hoteling and hot desking effectively optimize space and offer employees flexibility, they operate differently.

Office hoteling uses a booking system, and workers reserve desks or conference rooms before entering the office, giving them certainty and safety.

With hot desking, employees can grab any open seat when they show up. It is more casual, allowing workers to use any available workspace on a first-come, first-served basis.

Benefits of office hoteling

Office hoteling enables companies to offer a flexible work environment for employees without offices becoming chaotic or employees needing to have their own permanent desks that sit empty two to three days a week.

Here are the key benefits of office hoteling:

• Flexibility: Enables employees to book spaces based on real-time availability.
• Optimized space utilization: Workspace usage is optimized for every desk, conference room, and shared workspace, reducing unnecessary real estate costs.
• Cost savings: Reduced need for assigned desks results in a smaller real estate footprint, lower rent, and lower overhead costs.
• Increased collaboration: Employees can book spaces for themselves, but also see other members coming into the office, resulting in improved connection and teamwork.
• Supporting varied needs: Accommodates different preferences and activities, from hot desking for teams who work together to smooth visitor management experiences.

Implementing office hoteling: A step-by-step guide

Now that we’ve explored the benefits, let’s look at how office hoteling works.

Booking desks and rooms in advance

Hoteling starts with a straightforward and user-friendly approach to reserving desks and conference rooms. Employees reserve a workspace based on availability and their specific needs.

The office hoteling software should feature a visual directory of available spaces, including shared spaces, conference rooms, and collaborative areas.

After selecting a space, employees confirm and update their reservation to avoid double bookings and maintain transparency throughout the company.

Managing reservations and cancellations

To prevent conflicts, your office hoteling software should enable employees to easily adjust or cancel their bookings.

Advanced booking software should also send automatic notifications for upcoming reservations, changes, or cancellations.

Using technology for seamless hoteling

Implementing office hoteling requires easy-to-use desk booking software that integrates with tools like Slack and Microsoft Teams, allowing employees to reserve spaces directly within their usual workflow.

Mobile applications offer on-the-go access, letting employees book desks or rooms from anywhere, at any time.

3 tips for implementing office hoteling

By establishing the right processes and tools from the outset, you can maximize the benefits of hoteling and create a seamless experience for your employees.

Set clear guidelines

The efficiency of office and desk hoteling depends on having clear rules that employees understand, especially in companies with remote work policies.  

Specify booking rules, define areas with assigned seating and permanent desks, and establish how far in advance employees can reserve a workspace.

Encourage employees to provide feedback and share their thoughts on the hoteling process, so you can continue to support their needs and optimize the office resources.

Integrate hoteling with existing office management systems

Link your desk booking software with office management systems to effectively integrate hoteling into your office setup. Ensure compatibility with tools like Microsoft Teams, Slack, or other workplace management platforms.

These integrations should focus on simplifying the processes, allowing employees to book, modify, or cancel reservations without needing to navigate multiple platforms.

Ensure equitable access to workspaces

Equitable access is a significant concern when implementing hoteling. By clearly defining booking rights and rotating availability, you can ensure every person has access to the space they need.

Provide tools and amenities like ergonomic furniture, high-speed internet, and charging stations to ensure all workspaces are equally functional and appealing.

How to overcome common challenges with office hoteling

The concept of office hoteling can change how your employees adjust to hybrid workplaces. Here are some typical hurdles and strategies for overcoming them.

Avoid double bookings and conflicts

Occupancy data is crucial to the success of desk hoteling. Double bookings or conflicts can throw off the rhythm of your office. To stop these problems:

• Use booking systems that show real-time availability for all office resources.
• Get desk booking software with features like visual maps and mobile apps to make bookings quick and easy.
• Connect booking software with tools you already use to enhance communication and improve productivity.​

Keep workers happy and involved

Office hoteling can sometimes make employees feel isolated, especially when they no longer have a designated desk or permanent space. Without the opportunity for spontaneous interactions, employees may struggle to foster relationships and collaborate effectively with their teams.

To keep employees happy and involved:

• Provide them with storage options, such as lockers or movable storage units.
• Create work areas to support different working styles. These would include dedicated workspaces, collaborative spaces for group projects, and private booths for calls.
• Check in with employees, ask them what they think, and be ready to change the process based on their needs.

Adjust to different office sizes and layouts

Office hoteling needs flexibility to work in different office types and sizes:

• In smaller offices, maximize space by using workstations that can be easily changed.
• To support different working methods, add various areas to larger offices, such as quiet spots, team spaces, and social hubs.
• Use interactive floor maps to help employees find and move around spaces.

How Gable HQ simplifies hoteling for your workspace

Gable HQ offers a comprehensive suite of office hoteling and desk booking features to enhance flexibility in hybrid workplaces. Its user-friendly platform enables employees to book desks, meeting rooms, and other office resources in advance through an easy-to-navigate interface on both desktop and mobile devices.

Gable HQ integrates seamlessly with tools like Slack and Microsoft Teams, enabling quick bookings and daily notifications on your employees' preferred platforms. The system’s real-time updates and visual directory help avoid double bookings and minimize conflicts.

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Hoteling offers a flexible and efficient way to manage hybrid workspaces. It enables employees to reserve desks and meeting rooms as needed, optimizing space and cutting costs.

As hybrid work continues to grow, office hoteling systems and tools will be crucial in shaping the future of dynamic and adaptable workplaces.