Hot desking and desk sharing with GMS Implementations

The future of work is flexible, needs-based, and task-oriented: with hot desking and activity-based working, you can avoid rigid workstation rules and empty offices. But this only works with professional planning and the right technology. Make your office into a Modern Workspace with our help.

Hot Desking and Desk Sharing: How does free workplace organization work?

Hot Desking and Desk Sharing mean using different office desks at different times by different employees in a company. Employees do not have a fixed desk, but they choose which desk to work at each day. This flexible way of working is becoming more and more popular with both employers and employees. However, it only works well if employees don’t have to spend a lot of time looking for a desk or room to work in. In a smart office, this type of organization is no problem: Employees can easily choose and book desks through an app. If they need to, they can also be directed to their desk using indoor navigation.

Activity-based working is an office concept of the future

Hot Desking is used in activity-based working. In this office concept, fixed workplaces are replaced by different working environments – Modern Workspaces – that offer the best possible atmosphere for different tasks and activities. Employees choose their workplaces according to the task at hand in activity-based working and can change their place as needed. Tasks like concentrating on a task or having a meeting can be done in focus rooms or quiet zones, while other tasks like talking on the phone or being creative can take place in communication zones or teleconference rooms. With the help of IoT technology and the Workplace app, you can always find out where your coworkers are in the building. You can also find free meeting rooms and book them quickly.

Desk sharing and activity-based working mean that employees cannot leave their work materials, devices, or personal belongings in one place. Instead, they have access to smart lockers- which are storage lockers that can be booked and controlled through an app. This allows for secure storage as well as efficient use of your modern workspace: your employees can take personal documents from the locker in the morning and put them back in at the end of the day. This way, there is always order and your employees feel welcome at all workstations.

The benefits of hot desking and desk sharing

Hot Desking and Desk Sharing have a lot of benefits. People are starting to learn about them and like them more and more. For your employees, Hot Desking and activity-based working in the Modern Workspace offer more flexibility, autonomy, and need-based work options. This can make people happier at their job, as well as make their work more effective. In addition, changing desks to get different views through flexible Desk Sharing will encourage networking within your company, which will help the exchange of information between coworkers. Your employees’ creativity may also benefit from this change. Try it for yourself!

One of the main benefits of hot desking is that it saves space. This is because people don’t need to use spaces that are not being used, like when someone is working from home on vacation. This means that in comparison to having a set workspace, there will be fewer office spaces and thus smaller office spaces. Additionally, the IoT technology of the Smart Office lets you measure how busy different workspaces are. This information can help you decide which areas and rooms in your Modern Workspace people like working in the most, so you can adapt and optimize these areas accordingly.

Hot Desking and Desk Sharing have many benefits. Here are some of the most important ones:

  • Save money and space
  • Optimize workspaces
  • Increase employee satisfaction
  • Encourage internal exchange and information flow
  • Promote flexibility and creativity

Do you like the idea of having your own office with all the amenities, but don’t want to pay for the space and equipment? Or are you tired of sitting in a small cubicle? You may be interested in hot desking or desk sharing. In this section, you will learn what hot desking and desk sharing are, their benefits, and how to decide if they are right for your business.

Hot Desking is a flexible work style where employees don’t have their own assigned desks. Instead, they can sit anywhere in the office that has an open seat. Desk-Sharing is a similar concept but instead of having an open seating chart, desks are assigned to specific employees who can share them with other people.

Hot desking and desk sharing has several advantages, including:

  • Save cost: You can save on office costs by switching to hot desking or desk sharing, as you won’t need to pay for as much office space or furniture.
  • Improved Flexibility: Hot desking and desk sharing can make it easier for employees to work from home or other locations.
  • Improved Collaboration: Hot desking and desk sharing can encourage employees to communicate more with one another, leading to better communication and collaboration overall.

When considering Hot Desking or Desk Sharing for your company, you’ll need to take a few things into account. To begin with, you must have enough space for all of your employees to sit comfortably. Secondly, you’ll need to decide how you want to assign desks/workspaces. And lastly, be sure that your employees are okay with the idea of sharing a workspace before moving forward.

If you’re looking for a way to save money on office space and improve collaboration, hot desking or desk sharing may be right for you. However, before making the switch, there are a few factors to consider.

IoT and other enabling technologies

The modern workplace is in a state of flux. With the advent of new technologies like the Internet of Things (IoT), businesses are able to implement new working methods that improve efficiency and productivity. For example, hot desking and desk sharing are now possible thanks to the ubiquity of devices such as smartphones and tablets. These technologies allow employees to work from anywhere, whether they are in the office or on-site with a customer. This flexibility enables businesses to make more efficient use of their office space and save money on rent.

With apps and touchscreen kiosks, employees and guests can access information, and find locations or reserve areas for meetings – all from their fingertips. The desk-sharing system can also be used to locate people and devices. You no longer have to search for a specific person’s office; you can simply check the app to see which workspace they are currently using.

Technology that supports hot desking

By utilizing sensors and cloud technology, employers can now enable their employees to leverage a hot desk setup or “flex desk”, as some also call it. This means that the employees can work from any computer in the office, so long as they have logged in with their personal credentials. Once logged in, employees will be able to access their personal desktop settings, documents, and emails. This allows for a more flexible and cooperative working environment.

Technology that supports Desk Sharing

Desk sharing is made possible by a technology that allows employees to access their workstations from any computer in the office. This technology also enables employees to store their work in the cloud, so they can continue working from home or on the go. The sharing of desks provides several benefits, including more flexibility, lower real estate costs, and often even better morale and workplace experience.

Practice and culture

Even though establishing the technical solutions is only a part of a hot desking or desk sharing project, it’s crucial for a good implementation and as high an adaptation rate as possible that the technology functions properly and is easy to use. However, there are additional challenges we would gladly assist you with during your company’s journey through digital transformation.

One of the most crucial factors to consider when introducing a hot-desking or desk-sharing solution is your company’s culture and practice. For these new solutions to be successful, your employees need to be familiar with them. There are a few things you can do to have a smooth transition.

Make sure that all employees are familiar with the new system and know what it entails. Explain how it works, and answer any questions that the employees may have. Then, set some basic rules for using the new system. In order to ensure that all employees understand the expectations and use the system appropriately, encourage employees to try out the new system and give feedback. This will ensure that everyone is satisfied with the transition and that any problems can be quickly resolved.

With a little bit of planning and communication, you can successfully implement a hot-desking or desk-sharing solution in your company. These solutions can offer many benefits, but only when used correctly. If you take the time to familiarize yourself with the technology and establish basic rules, you can ensure that your employees will be able to reap the benefits of these new solutions.

It is also important to obtain many data points in order to measure how well the solution is working and what can be improved. This might be a simple value that you change as an experiment, or it could be a more complex process or automation designed to improve workplace experience or save resources.

GMS can support you to get a modern workspace that fits your needs

Hot Desking and Desk Sharing only work if you have a professional plan and the right technology. Use IoT technology to make your office a modern workspace and enjoy the benefits of free workplace organization. GMS is an experienced full-service provider that can help you with advice, planning, and implementing smart office and smart building solutions. Trust our experience and contact us for a free consultation!