Office Hoteling: COVID's Impact, Organizational Benefits, and What's To Come

Office hoteling or workspace hoteling (or sometimes, just "hoteling") is a type of workplace management plan in which employees do not have a designated, permanent place but instead have access to a variety of shared workspaces they can use whenever they want to.

This is more common in modern and flexible work environments where employees work remotely or at different locations and need a place to work when they are in the office.

Office hoteling typically involves booking a workspace in advance through an online booking system or app and then using that workspace for a specific time.

Depending on the employee's needs, the workspace can be a private office, a collaborative workplace, or a meeting room.

Office hoteling is an effective way to save space and reduce real estate costs. It allows an organization to have fewer dedicated workspaces and instead provide a range of flexible, shared spaces that more employees can use.

It also benefits employees, allowing them to choose the type of workspace that best suits their needs for a particular task or project.

COVID & office hoteling: How it's changed things forever

The COVID-19 pandemic has significantly impacted how many people work, and office hoteling has been one of the strategies companies have adopted in response to the crisis.

With the onset of the pandemic, many companies implemented remote work policies, which meant that many employees were no longer coming into the office daily. This shift to remote work has led to an increase in office hoteling to make more efficient use of office space.

In the wake of the pandemic, many companies have also implemented new health and safety protocols in their office spaces, such as increasing the frequency of cleaning and sanitization, requiring masks and social distancing, and reducing the number of people in the office at any given time.

These measures are easily implemented in an office hoteling environment, where the number of people in the office is easily controlled.

Overall, the COVID-19 pandemic has accelerated the trend towards office hoteling to increase flexibility and reduce the amount of fixed workspace needed while also ensuring the health and safety of employees.

Related: Learn more about Space Management in Office!

What's to come in 2023

However, office hoteling may continue to be an essential workplace strategy in 2023 and beyond, particularly for companies with many employees who are not in the office all the time or who need to work in different locations.

The flexibility and cost-saving benefits of office hoteling will likely remain attractive to companies and employees, especially as the COVID-19 pandemic has highlighted the importance of adapting to changing circumstances.

It is also possible that technology will continue to evolve in the coming years, which could make office hoteling even more efficient and effective.

For example, virtual and augmented reality technologies could create more immersive and interactive experiences for remote workers or provide employees with more realistic simulations of working in different environments.

Overall, it is likely that office hoteling will continue to be a popular workplace strategy in 2023 and beyond. Still, it would continue to evolve and be influenced by technological changes and work culture.

Learn more about a CMMS and what it can do for your business!

Office hoteling vs. hot desking

Office hoteling and hot desking are similar in that they involve shared, flexible workspaces, but they have some key differences.

Hot desking is a workspace arrangement in which employees do not have a designated, permanent workspace but are assigned a different workspace on a first-come, first-served basis each day.

This means an employee uses an extra workspace daily, depending on availability.

On the other hand, office hoteling involves booking a workspace in advance through an online booking system or app and then using that workspace for a specific period.

This allows employees to plan their work and ensures they have a particular workspace available when needed.

Office hoteling is often used in environments where employees need a dedicated workspace for more extended, such as a full day or week.

On the other hand, hot desking is typically used for shorter periods, such as a few hours or a half-day.

Overall, office hoteling and hot desking are similar in that they involve shared, flexible workspaces but differ in how employees access and use them.

What is an IWMS solution? Check out this article to learn more.

Office hoteling vs. flex desk

Office hoteling and flex desk are similar workplace strategies that allow employees to use the workspace on an as-needed basis rather than having a dedicated desk or office.

However, there are some critical differences between the two approaches:

1. Usage frequency: Office hoteling typically involves employees booking workspace for a specific period, such as a day or a week, and then returning to a remote or home office when they are not in the office. Flex desking, on the other hand, involves employees having the option to use any available desk on a more ad-hoc basis without making a reservation in advance.
2. Types of workspace: Office hoteling typically involves a variety of workspace options, such as individual desks, conference rooms, and quiet rooms, that employees can book in advance or on the day of use. Flex desking, on the other hand, typically involves employees having access to a pool of desks or workstations that they can use as needed without necessarily reserving a specific space.
3. Cost savings: Both office hoteling and flex desking help companies save on real estate costs by reducing the need for fixed workspace. However, flex desking is more cost-effective sometimes, as it does not require the same infrastructure and technology to manage reservations and bookings.

Suggested read: Learn how to reduce emergency maintenance in your organization!

Benefits of office hoteling

There are several benefits to office hoteling, including:

1. Cost savings: Office hoteling helps organizations save on real estate costs by reducing the number of dedicated workspaces and providing a range of flexible, shared spaces that more employees can use.
2. Flexibility: It allows employees to choose the type of workspace that best suits their needs for a particular task or project, which makes their work environment more flexible.
3. Collaboration: Shared workspaces encourage cooperation and teamwork, as employees from different departments or teams work in the same space and interact more often.
4. Increased productivity: Employees become more productive in a workspace tailored to their specific needs and preferences, and office hoteling allows them to choose a workspace that meets those needs.
5. Improved work-life balance: Office hoteling gives employees greater control over their work environment and allows them to choose a convenient and comfortable workspace, contributing to a better work-life balance.
6. Sustainability: Shared workspaces are more environmentally friendly, as they help reduce energy consumption and waste.

Disadvantages of office hoteling

While office hoteling can offer several benefits, there are some disadvantages.

Here are a few of the main drawbacks of office hoteling:

1. Loss of community: One of the potential downsides of office hoteling is that it leads to seclusion or disconnection from colleagues. Without a dedicated desk or office, employees could not have the same sense of belonging as they would in a more traditional work environment.
2. Difficulty with collaboration: Office hoteling makes it difficult for employees to collaborate and work together, especially if they are not in the office at the same time or do not have a dedicated space to meet and work together.
3. Limited personalization: In an office hoteling environment, employees do not have the opportunity to personalize their workspace or make it their own. This is a drawback for employees who value having a space that reflects their personality or work style.
4. Lack of privacy: Depending on the layout and design of the office, office hoteling results in a lack of privacy.
5. Difficulties with technology: If the technology and systems needed for office hoteling are not robust or user-friendly, it can be frustrating for employees and lead to issues with booking and reservations.

Who is office hoteling most useful for?

Office hoteling is an effective workplace strategy for a wide range of businesses. Ensure that employees' needs and preferences provide that employees needs and preferences who are not in the office all the time or who work in different locations.

Here are a few types of businesses that are particularly well-suited to office hoteling:

1. Companies with a high percentage of remote workers: Office hoteling is a good option for companies with many employees who work remotely. By providing a place for these employees to come into the office when needed, companies facilitate collaboration and face-to-face communication while still allowing employees to have the freedom to work from anywhere.
2. Companies with a flexible or project-based workforce: Hoteling is a good option for organizations with a flexible or project-based workforce, where employees may not always need a dedicated workspace. By allowing employees to book workspace as needed, companies can save on real estate costs and enable workers to work from different locations.
3. Companies with a high turnover: Office hoteling is a good option for corporations with high turnovers, as it allows them to adjust the amount of workspace they need in response to staffing levels.
4. Companies that value flexibility and collaboration: Office hoteling is a good option for companies that value flexibility and teamwork since it allows employees to choose the workspace that best suits their needs and work style and encourages face-to-face communication and collaboration.

Office hoteling is a practical workplace approach for a variety of businesses, particularly those with a large number of remote workers, a flexible or project-based workforce, a high level of turnover, or that value flexibility and collaboration.

Acing office hoteling with a workplace management solution

A workplace management system or an integrated workplace management system (IWMS) is a software platform that helps companies manage the use and occupancy of their office space.

In an office hoteling environment, an IWMS manages the reservation and use of spaces, conference rooms, and other comforts.

Here are a few specific ways that an IWMS solution can help with office hoteling:

1. Space utilization tracking: An IWMS tracks the utilization of different types of workspace, such as desks, conference rooms, and quiet rooms, and provides data on how these spaces are used. This helps a company better understand how its office space is used and make more informed decisions about allocating resources.
2. Booking and reservation management: It provides a user-friendly interface for employees to book and reserve workspace on an as-needed basis. This can include real-time availability, calendar integration, and the ability to cancel or modify reservations.
3. Visitor management: In an office hoteling environment, an IWMS software solution is used to manage the check-in and check-out of visitors and contractors and provide them with the necessary information and resources to find their way around the office.
4. Facility management: The facilities management and amenities, such as cleaning and maintenance schedules, inventory management, and the tracking of equipment and supplies.

Overall, a workplace management system can help make office hoteling more efficient and effective by providing a centralized platform for managing the use and occupancy of office space.