The modern office space is rapidly changing and organizations are constantly looking for ways to optimize and bring down their need for office space. The smart office concept is rapidly gaining ground. The number one driver for this is the introduction of shared workspaces. Studies have shown that a company can bring down the need for office space with up to 30% if they introduce shared workspaces. But not having a fixed desk also brings challenges. You need to introduce the right booking system and hardware that makes it easy to book desks, navigate to desks and other points of interest, find colleagues, and get data on utilization and no-shows.
I have identified 5 areas you should be aware of when considering shared workspaces:
1: How should users book desks?
It is important that you consider which software and hardware platforms your users shall be able to book their workspaces from. What do your users expect from a system like this? Are they very mobile and expect a mobile app? Are they used to only be working from their laptops? Do they need indoor navigation? Should desks always be booked in advance or should they be able to be booked from a desk booking display directly on the desk?
You need to analyse your workforce's requirements and provide them with a booking system and perhaps also desk booking hardware that meets their expectations. Otherwise, the desk booking software will not be a success. For some organizations, it is enough with a booking interface in Microsoft Outlook, but for others, a mobile app, indoor navigation and desk booking panels is a must. There are a variety of solutions on the market today and it is important that you select a system that you know offers your minimum requirements but also gives you room to grow. The best desk booking systems offer all the above functionality.
The desk booking system from Fischer & Kerrn offers desk booking from Microsoft Outlook with floor plans, booking from a mobile app, booking from desk booking panels and of course useful reports and analytic features. Read more about the desk booking software from Fischer & Kerrn.
2: IoT and sensors
You can make your office space smart with sensors like Bluetooth beacons. Sensors will communicate with a mobile booking app and provide automated booking of desks (and conference rooms) based on presence. You can also use sensors to provide your users with more precise indoor navigation to selected points of interests.
Sensors mounted at each desk or in each conference room booking will undoubtedly give a very precise picture of the resource usage and give users a very flexible system that automatically can book a desk or check-in to a desk booking just by approaching the desk. Because sensors automatically can free desks if no one sits by them, they will bring down the need for office space and provide a very clear picture of your office space usage.
3: Indoor navigation
Indoor navigation from a mobile app like Fischer & Kerrn's mobile booking app can be very useful. Indoor navigation systems can help your users navigate to their desks or other indoor points of interests. Indoor navigation systems can be used from both mobile desk booking apps and from larger touch displays. It will give all users a complete overview of the office space and help them navigate to their desk, conference room, or other points of interests. One of the best indoor navigation systems on the market today is Mapsindoors from Mapspeople. Fischer & Kerrns mobile booking app is using Mapsindoors' SDK.
4: Benefits of desk booking panels
Desk booking panels are becoming increasingly popular by organizations who work with activity-based working and flexible desks. Desk booking panels provide a very powerful overview of available desks and it is very easy to book an available desk or find the desk you have booked in advance. Desk booking panels are smart and can release bookings if a check-in to a booking has not been done. Many desk panels also have an RFID card reader which can be used for user authentication. Overall desk booking panels is a very good solution for any organization working with activity-based working and flexible desks.
The desk booking panels is a cheaper option than mounting sensors in your office space and it will provide all employees with a complete overview of desk availability. Learn more about the Fischer & Kerrn desk booking panels here.
5: Analyze your office space
Analyzing workplace usage and booking data has gotten much more focus in the last couple of years. This is to ensure that the right decisions are made regarding equipping your office space with the correct amount of workspaces and meeting rooms – and in general basing decisions on data rather than feeling.
Analyzing data and behavior can help you understand what the optimal size of your office space is and what the optimal number of workspaces and conferences rooms are. In addition, you can analyse what characteristics these resources shall have and where they shall be placed. Having reports on peak times, occupancy, no-shows etc. can give you valuable information on how you to optimally design you workspace. Data is essential when analyzing how your workspace performs and it is a great tool to help you design the most optimal conditions for your activity-based work environment.