Hotdesking is a hot topic that frequently comes up in conversations with our clients as companies continue to determine their best approach for supporting hybrid work to save operational costs.

What does hot-desking mean?

Hotdesking simply means that to create workspaces that employees who come into the office for individual work can use as needed while they are present. Those spaces aren’t always reserved for specific people’s exclusive use, but they can be reserved for people to use on a regular basis.

Metrigy, an innovative research firm focusing on the rapidly changing areas of Unified Communications & Collaboration (UCC)/digital workplace, recently conducted a survey of 935 businesses in Europe, North America, Australia, and parts of Southeast Asia to determine how they approached hotdesking within their organizations.

They discovered a wide range of implementations in the following areas among the approximately one-quarter of organizations that have already implemented hotdesking.

Following are some tips that can help you to successfully set up your hotdesking strategy in the office.

(Learn more about hot desking: Hot Desking 101: a quick guide)

Desktop check-in and out and provisioning management system

Approximately half of those who support hotdesking have deployed an application to manage reservations, space provisioning, and device management.

Some of the all-in-one smart office systems that have collaborated with Microsoft Teams and Outlook, like ONES, recently added hotdesking capabilities or established integrations with the previously mentioned dedicated workspace management apps to enable space and device reservation and provisioning.

Hot desk Scheduling

One issue they discovered among companies that support hotdesking is matching availability to demand.

If users only have enough available space to support half of their potential in-office workforce and everyone wants to come in on Wednesday, users will quickly reach capacity.

To address these issues, some businesses have implemented workgroup-based schedules. Sales teams, for example, can use hotdesking space on Monday and Tuesday, while product teams can use it on Wednesday and Thursday.

Desktop provisioning applications are critical for providing insight into historical utilization, such as a user-friendly scheduling calendar, customizable desk policy for advanced rule setting, and data analytics for forecasting future utilization.

Metrigy also recommends that employee surveys or collaboration with team leaders can help to establish appropriate policies.

Device Provisioning

Metrigy discovered no specific consensus on the types of devices that businesses provide to their hotdesking locations. Monitors are the most common, allowing those who bring their laptops to work to benefit from a large screen. Other commonly available devices for videoconferencing include desktop telephones and high-quality webcams.

Some companies provide headsets, but many people are uncomfortable wearing a headset that has been worn by others due to hygiene concerns. More than half of companies with employees who regularly work from home will provide them with two headsets, one for the office and one for home. Only about a quarter of companies require employees to bring their headsets.

Lockers are effective in this scenario for allowing employees to store their personal devices in the office.

Provisioning of all-in-one desktop devices from vendors such as Cisco, DTEN, and Poly is an emerging option for hotdesking equipment. When combined with a hotdesking management system, these devices enable employees to sign in to the device when they arrive and have easy access to meeting and other collaboration apps, as well as high-quality video and audio experiences.

Finally, approximately 35% of businesses provide USB speakerphone devices, which enable high-quality audio experiences via noise cancellation.

More information about Poly: HP is now strengthening its industry opportunity in hybrid work solutions

Hotdesking security

Companies that use dedicated devices must ensure that user information is erased and employees are automatically logged out after a reservation expires or after a period of inactivity. This can be done by a smart office system that supports auto-checkout and occupancy sensors.

The last thing any company wants to deal with is an employee sitting down at a hotdesking location and seeing the previous occupant’s calling, messaging, and other collaboration information. A hot-desking display is the most favorable solution to show the information about the desk and related reservations.

More information for e-ink solution: Minew wireless e-ink label 

When properly implemented, hotdesking can be an effective way of maximizing available office space by ensuring that those who require individual work locations have them and can reserve them before coming into the office, with appropriately available collaboration capabilities.

Smart office in a simple tool: How ONES can help your office

Effective change management is required to ensure the effectiveness of hot desking. ONES is here to help if you are ready to adopt your new smart office setting but do not know how to begin.

Our all-in-one smart office management software enables your employees and visitor to rapidly find, choose, and reserve the workspace that best meets their needs.

Schedule a demo of Bookings ONE now for more details.

The post Tips for Hotdesking Strategy Set-up in Smart Office from Professional first appeared on ONEs Blog.

You can easily adapt the hybrid working using Bookings ONE hot desk booking, which allow you to find, reserve and manage the hot-desk at any time, in any place.

Companies are looking to the future. For many, the vision is a model that combines remote work and office time. Hybrid working trend is now redefining workspace culture. Employees now would like to choose their working location, in office or from their home.

Hot desking provide a flexible working model for your office to adopt hybrid workspace. Using hot desk booking, you can greatly reduce your office size which can save your operational cost.

Using Bookings ONE desk booking function, you can easily adapt the hybrid working and allow you to find, reserve and manage the hot-desk at any time, in any place.

Bookings ONE support different types of workplace, from 1 desk to multiple buildings, we can sure that full support can be offered based on your request.

Make your desk booking easier with Bookings ONE. You can find your reserved desk through the interactive floor plan and your Outlook calendar. You can also easily find the most suitable desk for you based on different need. System will help you find out the desk you needed, and you can book the desk for today and next few days right away.

Using Bookings ONE, you can easily improve your office efficiency. By using our no-show auto release function with IoT sensor, you can automatically keep your desks to not be empty.

You can also set your own rules for different areas to customize your office, such as various booking policies, date/time limit and check-in rules.

Get inspired by our detailed reports, which can help you analyze if your desks are fully utilized or not and plan for your upcoming new office setting.

Bookings ONE will be your digital office partner to get back your ownership of your workspace with a simple-to-use, integrated platform.

Take a new step for your office, find us now.

Contact us:
Homepage: https://ones.software/
Email address: hello@ones.software

The post How can desk booking support your office now? first appeared on ONEs Blog.

All enterprises, big and small, wish to turn themselves into a smart office to fully utilize their resources. But, what is a smart office?

What is a smart office?

Smart office, based on leading-edge Internet technology that centralizes the control of crucial operations and services of an enterprise through data collection, creates a more advanced and people-oriented workplace under the collaborative workings of Internet technology.

While the enhanced user experience in smart office settings facilitates staff productivity and helps to attract and retain talents, businesses also enjoy savings in cost and a boost in brand values through a more flexible and efficient deployment of existing office space.

The application of electronic devices and tools, such as iBeacon, sensors, and mobile phone applications are typical in smart office settings, saving staff from routine office chores and increasing their focus on business activities. One of the key elements of a smart office is the adoption of the room booking system.

The room booking system allows users to identify the best suitable room for meetings and complete the booking in a few clicks independently of time and location with mobile apps supporting various platforms. Fast and easy room booking is available at your fingertips.

By providing a comprehensive range of room information and centralizing the scheduling of rooms on a common platform, the room booking system provides the know-how for better resource utilization for the management.

Room Booking Schedule

The basics of room booking system rooted in the booking schedule. Bookings ONE strives to create a concise and clear schedule presentation and support all operations in computers interfaces and mobile devices.

You can browse the latest schedule and manage room booking, wherever you happen to be, just a few clicks on your mobile phone.

Room Display

Display mounted outside the room shows clearly the current booking status and operating condition of the room, creating an energizing image for the company while gently reminding staff and guests of the meeting location.

The design of room display under Bookings ONE seamlessly supports tablet devices under various operation platforms, including iOS, Android and Windows. Users can make an instant booking simply by tapping on the display mounted outside the room.

Bookings ONE also supports display devices with LED indicators, which enables users to identify the status of rooms easily from a distance through color variation. The indicators included three colors: the green represents the room is available, orange represents reserved and red means currently being occupied.

When you have a sudden need for a meeting room, and are uncertain about which rooms have been booked already, the LED indicators will definitely brighten up your mind and show you the way.

3D Floor Plan

A well-designed interface of the booking system is essential in supporting the management to devise strategies for resources allocation. Considering that there are 50 conference rooms in a company, for most of the booking systems, the data of booking status and appointment details of the 50 rooms would be tabulated plainly on a list, providing you a comprehensive set of data.

However, extracting useful information from such a large volume of data could be both time-and-energy consuming, managers may be tricked into overlooking important information and even resulting in mismatch of resources.

That’s why Bookings ONE has additionally placed emphasis on the 3D floor plan of each floor, besides providing standard lists of data-set. We visualize all booking status on a map, you will be informed of dozens room status at a glance. Easily readable and understandable.

Real Time Analytics

Another effective tool for the management to optimize resources utilization is real time data analytics. Cost of conference rooms, directly or indirectly, is expensive considering the spiraling rental cost.

In order for the management to utilize and allocate company resources efficiently, conference rooms in particular, Bookings ONE generates graphical analytics and reports that could be exported to Excel file to facilitate readability and better understanding on information such as utilization rate of rooms, the length of booking and absence rate to use a room of respective users at different times.

Calendar Integration

Using calendars of Google and Outlook to coordinate booking schedule has often been the norm in companies before the presence of room booking system. We understand that it takes time for users to adapt new booking technology and be familiar with a new interface before enjoying the benefits Bookings ONE offers.

Therefore, we devoted time in developing seamless integration with calendar systems including Google Calendar, Exchange server and Office 365 that are commonly used in the business sector, and succeeded in synchronizing bookings made through a third-party system into Bookings ONE simultaneously.

New users of Bookings ONE could continue to book through the calendars they are used to, while enjoying the features and benefits offered by Bookings ONE during the transitional period.

Angel in Details

We strive to offer the best user experience to our business partners while fulfilling the needs of both management and staff. Bookings ONE can upgrade corporate image and improve staff efficiency.

To find out more features and details of Bookings ONE, contact us at:

Enquiry Hotline/Whatsapp: (+852) 5538 3410

Email:　hello@ones.software

Website: https://ones.software/

The post A Complete Guide for Room Booking System Now first appeared on ONEs Blog.

現在的企業不論規模大小，都希望將公司變為智能辦公室，以使公司的各種資源得以充分利用。 那麼怎樣才算是一個智能辦公室？

智能辦公室是一個以尖端的互聯網技術為基礎，透過收集數據，對企業中至為關鍵的操作系統和服務進行中央控制， 其一系列不同的協同工作得以創造一個更先進、以人為本的工作場所。而智能辦公室可以增強用戶體驗，有助於提高生產力，亦能吸引和留住企業人才，也可以更靈活、更有效地利用辦公室空間，降低企業成本，提升企業本身的品牌價值。

智能辦公室主要透過利用 iBeacon、感測器和電話應用程式等等電子工具，幫助員工處理公務上的瑣事，從而使他們能夠專注較重要的事務，而其中一個智能辦公室不可或缺的基本元素，就是會議室預約系統。會議室預約系統主要讓使用者能夠快捷地找出適合的會議室，並完成會議室的預訂，配合各平台上的應用程式，使員工可以在不同時間、地點，都能夠輕鬆安排會議。會議室預約系統亦能夠提供會議室的各種資訊，以作企業管理之用，並將會議室排程集中於同一個平台，使企業管理者能夠對公司資源運籌帷幄。

我司藉著推出的 Bookings ONE，希望提供一個嶄新的會議室預約系統，可以使企業能夠充分善用辦公室資源。 Bookings ONE 主要有以下功能：

會議室預約時間表

會議室預約系統的根本，莫過於預約時間表。 我司製作Bookings ONE時， 力求預約時間表達致清楚簡潔的要求，並且支援所有電腦界面和手機端的操作。無論你在哪裡，只要打開手機，都能輕易地管理到所有房間的狀態。

房間電子標牌

房間電子標牌安裝在房間門前，可以清楚地顯示房間現在的使用狀態，確保使用者不會不小心去錯別的房間之餘，也能透過展示適合的圖像，以提升公司形象。

Bookings ONE的房間電子標牌，支援 iOS， Android，Windows 這些不同作業系統的平板設備，使用者可以在輕鬆地走到房間門前，就能進行即時的房間預約，快捷方便。 我司同時支援附有指示燈的顯示設備，就算在遠處，使用者也能清楚地看見指示燈的顏色，從而得知哪些房間已被預約。指示燈的顏色主要分為三種：綠色代表可供使用，橙色代表已預約，而紅色代表正在使用。當你突然需要展開會議，又擔心不知道會不會有其他人已預約某些房間的話，指示燈絕對是你公司裏的明燈。

3D 平面圖

如何能夠令管理者對公司資源運籌帷幄，預約系統的界面設計至為重要。假設在公司有50間會議室，一般坊間的預約系統就會把這50間會議室的狀態、預約資料等，以列表的形式平白地列出。這樣的列表雖然能夠提供所有資訊，但是表現方式並不直觀， 管理者往往要從頭到尾消化大量數據，容易使管理者過於疲勞，甚或看漏一些資訊，導致資源錯配等問題。

有見及此，Bookings ONE在傳統的列表顯示外，銳意加入能夠顯示各個樓層的3D平面圖功能，用最容易理解的方法去顯示所有房間的狀態，即使一個樓層數十間房間也能一目了然， 管理者再也無需花時間去看每一個房間的預約狀態。

實時分析

另一個有效幫助企業管理者去利用公司資源的方法，就是實時的數據分析。現在租金飛騰，會議室的空間附帶著很多直接和間接的成本。通過我司的系統，管理者能以圖像化的分析，理解各個時段的會議室使用率、各人的使用時間、 因失約導致房間空置的次數等等，亦能匯出成為 Excel 形式的分析報告，從而讓企業更了解公司會議室有否被充分利用，從而更有效運用、分配公司的資源。

無瑕連接日曆系統

Google和Outlook的日曆系統相當深入民心，在未有會議室預約系統的公司裡面，主要都是用這些日曆系統去作出管理。我司理解，縱使 Bookings ONE 能夠提供更好的用戶體驗給各個用家，但要所有使用者短期內放棄使用多年的日曆系統，改用 Bookings ONE 的界面的話，很多用戶一下子難以適應。

為此， 我司花了不少開發時間，成功無痕連接上 Google Calendar / Exchange server / Office 365 這些主要在公司會使用的日曆系統，能夠即時將第三方系統的預約，同步到 Bookings ONE 裡頭。這樣新用戶在未熟悉我們的界面前，可以繼續使用他們本來一直使用的日曆系統作出預約，也能夠同時間使用 Bookings ONE 裡頭的各種功能。

更多在細節

除了以上所提到的功能外，Bookings ONE 還有更多的功能與細節，務求提供最好的用戶體驗給企業，不論是管理層還是員工的需求都能一一滿足，從而提升公司形象和員工整體工作效率。

欲免向隅，馬上聯繫我們: hello@ones.software ／ (+852) 5538 3410， 亦可到 Bookings ONE 官網了解更多 ：https://ones.software/hk/bookings-one/ 。

聯絡我們:
主頁: https://ones.software/hk/
電郵地址: hello@ones.software
電話號碼: (+852) 5538 3410
Contact us:
Homepage: https://ones.software/
Email address: hello@ones.software
Phone number: (+852) 5538 3410

The post 智能辦公室的基本元素：會議室預約系統 first appeared on ONEs Blog.