The ways of working have been changed forever in 2020 when remote work has become the norm instead of the exception; but flexible or hybrid work systems are what everyone is talking about these days. Many employees prefer the hybrid work method since they can organize meetings and discuss projects with colleagues in-person a few days per week, while the rest of the time can be used to focus on doing their main work.
But this can cause concern for company owners. How can you keep track of whether there are enough desks available in the office on a particular day? What if there are periods when less people come to the office (let’s just think about the extreme heat waves this summer)?
If you are a business owner, you might know the feeling of being unaware of how much space is actually being used at your office or how you can be in control of this of your business. A desk reservation system could greatly come to your help in scheduling resources, reducing administrative costs, and improving overall productivity across your organization. Let's take a look at some of the benefits that a hot desk solution can bring to your organization.
Why opt for a desk booking solution?
There are many benefits in using a desk booking tool, but today we will focus on what we believe are the four most important aspects.
These range from effective budgeting to ensuring user-friendliness for everyone involved. By addressing these key areas, we’ll highlight how a desk booking app can significantly enhance operational efficiency and overall workplace satisfaction.
Lowering costs
As companies grow, real estate expenses eat up a substantial portion of the budget, and the efficient utilization of desks becomes essential. Even if you have one office, reducing the costs through giving up unused desks is an easy way to control one layer of the administrative budget.
Imagine you find out that only 50% of your 3-storey office building is utilized. Wouldn't you want to rent out one storey and make better use of the space in the remaining two storeys for your employees? It seems like the right thing to do for your budgeting plans for next year.
Or let's say you need an overview of how many desks are used every day at your office to help you better plan your policy of in-person vs hybrid work days for your employees.
You may ask yourself... "But how do I know how much office space is used?" roomio can help you find out.
Allowing employees to choose their desks increases employee satisfaction, too. With a clear overview of the office space and the necessary equipment, employees can have a say in where they work. This creates a positive sense of control and choice, rather than ordering employees to sit at a certain desk and work in a particular way.
Built-in reporting & check-in systems
It's not about keeping an eye on your employees and how they're working; it's about thinking smart and keeping your business well in place. Knowing if the office is being used at its full potential or if you need to make some administrative changes - especially if you have more than one office - can make a great difference.
roomio offers the check-in system and then reports on various aspects, such as workspace rooms, desk reservations, guest reservations, canceled desk reservations, location usage, top desk bookers, most and least booked workspace, desk bookings for today, team presence, workspace occupancy per weekdays, and can also be personalized for your company based on your business needs, both in reporting and (bonus!) in design.
Scalability
As mentioned above, a growing organization will hire new employees. With new employees and a hybrid work model, you will probably need a bigger office space or more offices. Knowing that the software you use can be scaled up and still be reliable and secure is an asset that we’re sure you wish for all of the software that you are using within your business
So why would it be different for a hot desk tool? Choosing a desk reservation solution that can scale to multiple locations becomes crucial. With roomio, you can easily expand to managing individual desks from one office to a number of offices; this way, various teams or employees in your organization can have access to the most appropriate office for them. Why is this important?
Ease of use & no more double-booking!
Behind a business with great products and amazing services there is most probably a creative and collaborative team. The end-users, namely your employees, will also benefit from a desk reservation tool like roomio. Not only can they choose when and where to work for the day, but they have additional information right in the app.
Things such as room overview (the ability to see which co-workers will be working in the same room as you), advanced room and desk filtering (choosing the workplace with the assets your employees need), and book-on-the-fly options (online, on mobile, or at the location) will allow your employees to choose how to best work to achieve their tasks successfully, which improves overall productivity.
One app to rule them all
We touched upon the reasons why a desk reservation app would be beneficial for you, as an owner, and for your employees. But why not benefit from a 5-in-1 solution? Taking into consideration the above, what do you say about similar working solutions but for meeting room booking, shared spaces, visitor registry, or parking reservations?
Why roomio
Whether you need a hot desk app or any of the above, roomio is there for you. We offer integrated packages that provide our customers with a complete solution with software and/or hardware integration so you can be at ease that your employees can choose the way they want to work, while you have an overview of the used office space.
Affordability & Maintenance
roomio comes in a SaaS model, if you don’t wish for your team to actively take part in the installation, deploying, and the maintenance of this app. We will take all the steps necessary to make sure the app is up and running and working properly at all times. Roomio is an affordable and secure option to ease your mind over your workspace occupation level since the cost covers everything from the first installation up to one year of consistent support.
However, you can also opt for a more personalized option, namely to choose the in-house hosted solution, where we can help you deploy the app on your servers, and your DevOps team can take it from there. You can choose whether you wish to maintain the software app in-house, or demand support from us later on.
Support
One of the standout advantages of roomio compared to similar options on the market is the availability of real people for customer support. While many other tools opt for chatbots or automated responses (think about “read this article to find the answer to your problem”, which almost never helps with the problem at hand), at roomio we prioritize human interaction and real help through personalized assistance, complex problem solving, consistency, and reliability.
Who is behind roomio
eSolutions is a technology company developing integrated, complex, and secure solutions, with a focus on improving the business processes that stand behind the software. With over 20 years of experience in custom software solutions, eSolutions also boasts several off-the-shelf products that have already been tested and used in production by various organizations.
Roomio is one of these products and is used throughout Europe by various customers and partners, from companies or hotels to retail or medical venues, among which we can name: Carrefour, Regina Maria, Telekom, Crowne Plaza Hotels & Resorts, Capital Plaza Hotel, and more.