Office Desk Reservation Software : How to Implement It?

Published: February 7, 2022

Office desk reservation software has come to the spotlight in recent years. Its importance remains unparalleled, especially in a flexible workplace. The use cases are multiple, whether helping employees collaborate better or employees to keep track of office space usage.  As facility managers, you must know how to implement office desk reservation software. This blog highlights several ways you can achieve the same. 

Purchasing office desk reservation software is the first step towards fuss-free hybrid workplace management. From parking spaces to conference rooms, a hybrid work model needs management for all. Therefore, similar software can be helpful. 

But for the software to be effective, organizations must implement it well. However, most organizations falter at this step. Some reasons being-

  • Resistance to change on the employees’ end to the new system
  • Integration issues with the current systems
  • Prolonged software implementation phase leading to a loss in employee productivity
  • Lack of support for off-site employees using the software

While these problems seem overwhelming initially, a strong implementation strategy can help you bypass them altogether. Wondering where you should get started while deploying office desk reservation software? Here are some steps to set you right on track.

Also Read: Top 5 Hybrid Workplace Software for Facility Managers


Identify the Key Use Cases of the Office Desk Reservation Software 

office desk reservation software

All your office colleagues will interact with an office desk reservation software once it’s deployed organization-wide. But not everyone will use it the same way, especially if your office is transitioning to a hybrid work model. Some use cases include-

  • Employees reserve their desk space using the office desk reservation software before coming into the office
  • In-office employees use the software’s desk hoteling and reservation tools
  • Team leaders track utilization data and simplify the reservation system 

There may arise such situations when these cases overlap. Nevertheless, it is important to formulate a set of rules to avoid any friction along the way. But before you do, ask these questions to help you determine the constraints of the guidelines.

  • Do all the employees need to come into the office on certain days?
  • Do you need a manager to approve and book spaces? 
  • Along with the office desk reservation software, do you need an on-site manager to monitor office space usage?
  • Can desks and rooms be reserved in advance? 

When these constraints are clearly laid out, drafting a policy becomes easier.

Draft a Policy for the Office Desk Reservation Software

One of the main problems of deploying new software is low company-wide adoption rates. There are a few reasons for the same. 

These can be either failure to highlight their benefits to employees or a lax attitude while implementing them. Thankfully, a policy combats both these issues in one go by communicating the same to all employees. 

Here are the policies you can adopt when deploying office desk reservation software.

  • Provide a comprehensive set of benefits to the employees. Outline the booked desk experience 
  • Highlight the deployment phases
  • Let your employees know how the workflow can change 

By adopting a set of policies, you can make the adoption better. 

Recommended Reading: 7 Signs You Need Desk Booking Software

Build Out the Office Desk Reservation Software for Your Office

Most software has options to switch between automated versus manual modes, tweak real-time data collection and reporting methods. They set up communication for employees who work on-site and work from home. Some can even integrate with a pre-existing system. 

All you need to do is set up the software to make working with it smoother.

Remember, using the software daily shouldn’t seem like a chore. So, consider your employee’s needs and expectations to build an office desk reservation software workflow that feels intuitive the first time. 

There is also an additional benefit. You can also go the extra mile to reduce employee hesitation to adopt the new software too.

Bonus read: Desk Booking Software Checklist for IT Managers

Test on a Subset of Employees and Seek Feedback

hybrid workplace

Want to understand if an office desk reservation software is optimized for office-wide implementation? Ask a few employees to test it first. This does two things. 

First, it helps you identify any roadblocks while using the software. It also helps you understand what kind of additional training is required to get acquainted with it. 

Secondly, you get quick feedback from real-world users, helping you recalibrate training. This can also help you with software optimization before implementing it company-wide.


Create Guidelines for Employees

employee experience

Before providing training to your employees, ensure that all employees are on the same page. You can send out detailed guidelines to use the office desk reservation software to do this. Some things you can include are-

  • Steps for booking a desk
  • How to book desks to maintain safe distance in the office 
  • Areas that can be reserved through the office desk reservation software
  • How to send a booking request
  • What to do when the server is down
  • How to contact IT support

With these, the adoption of office desk reservation software will become easier.

Training and Deployment of the Office Desk Reservation Software

Keep in mind even if the office desk reservation software is intuitive, not all employees can figure it out by themselves. Hence, providing training to all your employees is crucial.

Clear employee schedules and prioritize training by allocating dedicated resources towards it. Doing this helps employees focus on learning the software without stressing about work, thereby increasing employee buy-in.

Additionally, you can also phase out software deployment and give advance notice regarding the deadlines and the rollout methods. 

For instance, you could introduce the software in one meeting, address any questions in another, cover one usage example in another, etc. 

Whichever training and rollout strategy you choose, ensure you provide enough processing time for the employees. This makes them more receptive to using the new office desk reservation software.

Bonus read: How to Make the Desk Booking Accessible for All

Provide Consistent Experience

desk booking software

Implementing an office desk reservation software doesn’t stop at successful deployment. Ensuring that employees have a hassle-free software utilization experience from thereon is just as important. 

Ensure the software is free of bugs and has the required server capabilities to handle large loads. And while you’re at it, make it easier for employees to report any glitches so that they can be rectified at the earliest. 

Lastly, keep a close eye on your desk utilization metrics to identify any gaps in software deployment, and use these clues to improve the user experience.

To Conclude

A successful software rollout boils down to how well it is implemented and how easily one can use the software itself. While the above steps help you ultimately increase employee buy-in, having intuitive software in the first place speeds up the process.

WorkInSync’s office desk reservation software is one such example. Available as a web and mobile apps, you get a plethora of features. 

Along with desk booking, it also helps you filter amenities, send messages, locate employees, and optimize space while being cognizant of the latest social distancing guidelines. What’s more, it comes with features that allow seamless integration with existing software. 

If you are interested to learn more about the 

Need to Optimize Your Desk Utilization? Try WorkInSync’s Desk Booking Software