Hoteling refers to the practice of providing employees with a workspace on an as-needed basis. How does it work? Essentially, companies that utilize hoteling are looking for ways to reduce operating costs by leasing a smaller office and maintaining fewer resident employees. Workers reserve desk space when needed rather than having a permanent workstation.
This method can be especially effective in offices where employees frequently work from home or are out in the field (such as with outside sales staff). If you’re thinking of incorporating a hoteling program for your business, make a game plan ahead of time and consider the following.
Reserve Private Offices First
Don’t let hoteling space overrun your entire floor. Be sure to block off space for permanent employees and managers first. Use the remaining space for temporary workers and telecommuters. Although hoteling in an open area can be an effective solution, it’s important to maintain private offices for meetings and one-on-one conversations. Often, employees who usually telecommute will come to the office specifically for meetings—ensure there is a designated space or room where conferences can be held without distractions.
Create Clear and Concrete Hoteling Policies
Lay out the rules and define them clearly in the beginning to alleviate any confusion between hoteling employees and permanent residence employees in the future. In your policy manual, include information on how the employee should book the office space, how they should use it, and how they should leave it at the end of the day.
Provide Hoteling Employees With a Place to Keep Their Belongings
Permanent employees typically keep their coats, purses, and wallets safe at their desks, but hoteling employees don’t have the luxury of a space to call their own. Provide every visiting worker with a safe place to keep these belongings so they can feel comfortable leaving items behind during meetings. The easiest way to accomplish this is to equip each hoteling desk with a mobile filing cabinet that has locking capabilities. You can further increase the functionality of the office by purchasing files with padded cushions on the top. This way, managers and other employees can use the file as a seat during impromptu conversations at the person’s desk.
Consider Hoteling Work Habits
Not all employees have the same working styles, and not every job entails the same type of work. For example, a team of graphic designers collaborating on a project may require a large shared workspace, while an accountant working on a solo project may need a quiet cubicle to get the job done.
Implementing hoteling in your corporate office can be an effective way to save money and provide telecommuters with an open invitation to stop by any time.
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