Hot Desking Made Easy: 4 Useful Systems You Already Own
The article explains how organizations can facilitate the transition to hot desking by leveraging existing tools such as Slack for communication and desk location visibility, UberConference for remote meetings, Google Drive for cloud-based document access, and 15Five for gathering employee feedback to monitor satisfaction and improve the process.
Whenever an organization decides to implement a new office process, it's common for employees to have reservations about the change. This is especially true when adopting a hot desking strategy, as moving away from assigned desks often requires new technologies. However, many existing systems in an organization can support hot desking, making the transition smoother for both employees and facility managers. Identifying which tools your organization already uses can ease the adoption of a desk booking strategy.
Slack
Slack is a convenient and easy-to-use communication tool that is invaluable for any office adopting a hot desking strategy. Advanced hot desking software can integrate directly with Slack, allowing employees to view an office floor plan to see who is available and where they are seated. This ensures more efficient communication between team members, regardless of their daily seating arrangements.
UberConference
If your organization has remote employees or a work-from-home policy, you may already use UberConference. This cloud-based conferencing system supports your hot desking strategy by providing an easy way for team members to conduct meetings from anywhere. By removing the need for everyone to be in the office for meetings, UberConference ensures that hot desking does not disrupt collaboration.
Google Drive
When employees can work from any desk, they need access to important documents from any computer. A file-sharing service like Google Drive becomes essential. Saving files to the cloud allows employees to access documents from any location. Other employees who need access to these documents will always have the most up-to-date version, regardless of where they are working.
15Five
Many companies use survey tools like 15Five to gather employee feedback. To determine how well your hot desking strategy is being adopted, regular surveys help manage employee satisfaction and identify areas for improvement. This is especially important during the transition, but ongoing check-ins help create a successful long-term working environment. While flexibility and the ability to choose where to work are crucial for employee satisfaction, continuous feedback ensures ongoing improvement.
Utilizing existing business tools to streamline the implementation of a new hot desking strategy is key to setting your team up for success. Selecting desk booking software that integrates with your current office systems makes the transition more manageable. Communication and connectivity are essential for successful hot desking, so review your existing systems to see which ones will complement a new desk booking policy.