Recently, executives at Europe’s largest bank also told to try ‘Hot Desking’, noting it comes as the bank pursues plans to shrink its office space by 40% in a post-pandemic shake-up.

In this article, we will explain deeply how hot desking affect the world and why you need hot desking in the future.

What is hot desking?

Hot desking is an organizational workspace system in which desks in a workspace are used on an ad-hoc basis. 

Instead of having only one designated space or permanent desk, hot desking allows employees to use any available mobile desk and is a strategy that helps increase flexibility and encourages collaboration.

The benefits of using a hot desk are that it maximizes space efficiency and reduces redundant office space to save on operating expenses.

Hot desking: A major trend of the hybrid working

Hybrid working is an arrangement in which a company’s management and employees alternate between working in a physical office and working remotely. The transformation is now evolving as many firms adopt hybrid working practices to accommodate an increasingly digital-based workforce.

According to the Accenture Future of Work Study 2021,  hybrid work looks set to go from strength to strength thanks to the autonomy and flexibility it offers and as 83% of workers prefer a hybrid-work model, it appears that hot desking could be the latest workplace trend making a comeback.

The report from Envoy shows a surge in employees using hot desks under the trend of hybrid working. In May 2021 alone, 110,000 desks were reserved—up 95% from April 2021. 

Do you really need a hot desk?

As previously said, hot-desking is designed to boost employee flexibility and make better use of space, as well as to improve staff communication.

Employees may have the chance to meet individuals from different departments whom they would not have met otherwise, which may result in a more social workplace atmosphere and a personal connection that may enhance cross-departmental work.

However, the practice must be managed carefully. While this may be an effective solution for employees who aren’t in the office very often, there are several health and safety concerns that come from numerous people sharing a single workplace throughout the day.

For example, office workstations should be configured to meet the needs of each employee, and suitable equipment should be given. It’s also worth mentioning that there are hygiene concerns that arise when employees use the same piece of equipment, as well as psychological issues that arise when employees are separated from supervisors or colleagues.

Statistics about hot desking and flexible working

Permanent desks become unnecessary

The permanent desk is unnecessary for an office. Based on data from Inc. survey, 40% of an office’s dedicated desk space sits unused on a given day.  

(Inc.)

Only a few employees need their own desks

When they return to work following the coronavirus pandemic, only 19% of employees do not want any hot desking. (Gensler U.S. Work From Home Survey 2020)

Hot desking is cost-effective

Hot desking can reduce their office operating costs by 30% while saving 15% to 25% on the amount of space they require.

(BBC)

Hot desking price drops

Indicating the growing availability of new flexible offices and how increased competition is resulting in even more inexpensive solutions for businesses and professionals, the global average price per desk decreased by 2.14% between 2019 and 2020.

(coworkingresources)

Hot desking regional monthly price

The trend of falling pricing is seen in various parts of the world as the coworking sector gains popularity. Europe is the lone exception, where prices have risen by almost 12% in the previous two years.

(coworkingresources)

The workspace will be consumed flexibly in the future

JLL estimates that, as a result of COVID-19’s impact on real estate and workplace management, 30% of all office space will be consumed flexibly by 2030. (JLL)

Companies decided to increase flexible workspace after the pandemic

A report by Jones Lang LaSalle, Inc (JLL) found that 37% of global organizations plan to increase their use of co-working or flex space after the pandemic. (JLL)

Employees prefer to work flexibly

Global HR and recruiting firm Adecco reported that, in the wake of COVID-19, 77% of professionals want greater flexibility in how and where they work. (Adecco)

Employees would join the flexible offices and leave the traditional offices

In a Gallup survey, 37% of employees said they would leave their current job in a traditional office to join a company that offered a flexible office environment. (Gallup).

Low efficiency of traditional office space usage

Most workplaces had vacancy rates of 20-50% prior to the coronavirus pandemic. (Work Design Magazine)

Some employees often do not work at offices before the pandemic

Half of all global employees worked outside their main office headquarters at least two and a half days per week prior to the pandemic. (IWG)

Flexible work arrangements will be employees’ major consideration in the future

77% of employees consider flexible work arrangements a major consideration when evaluating future job opportunities. (Zenefits)

Hot desking around the world

As Zenefits mentioned, 77% of people consider flexible work arrangements a major consideration. If the companies still work in traditional working methods,  37% of employees said they would leave the traditional office. 

Moreover, most workplaces had vacancy rates of 20-50% prior to the coronavirus pandemic and 40% of an office’s dedicated desk space sits unused on a given day. This shows that a large workspace is unnecessary for an office and the empty permanent desks are wasting the office resources.

Therefore, if the companies become hybrid offices, it can help them to keep their talents and save the operation by reducing the workspace, while hot desking allows them to work flexibly and prevent office resources from being wasted.

Hot desking in the U.S.

Employees at Square’s San Francisco office can choose from a number of settings thanks to the office’s entirely open floor plan.

Entry-level employees can communicate with their CEO at high-top tables in an activity-based arrangement, and personnel from different departments find themselves working together much more frequently.

I love how flexible it is, and that there are always different people sitting at my desk. It makes me feel more in touch with my co-workers and what’s going on in the company.

Maja Henderson, Office Manager at Square

Hot desking in the APEC region

The Singapore Newspaper – TODAY has interviewed 10 firms, 6 firms said that they would retain their present hybrid work arrangements after the Covid 19 pandemic. 

Tech firm SAP implemented a complete hot desking strategy in Singapore when it began renovating its offices in April 2021, with the goal of increasing collaboration among its 1,200 or so employees while also providing flexibility in how employees work.

Takeda Pharmaceuticals in Singapore has reduced the number of fixed workstations in order to create more meeting rooms and community spaces. Its redesigned workspaces were made available to employees at the beginning of this year.

Hot desking in Europe

The BBC notes that it comes as the bank “pursues plans to downsize its office space by 40% in a post-pandemic shake-up,” adding that “banking giant HSBC has announced that top managers in its Canary Wharf HQ have lost their desks and will have to hot-desk on an open-plan floor.”

My leadership team and I have moved to a fully open-plan floor with no designated desks,

Noel Quinn, Group Chief Executive of HSBC

In order to reduce its worldwide head office expenditures by 40%, Noel Quinn, CEO of HSBC, told the Financial Times that HSBC wasn’t renewing several of its leases in city centers that are up for renewal in the next three to five years.

Noel Quinn claimed that the idea of hot desking sprang from a genuine desire to be back in the office with everyone, mixing and exchanging ideas. He said that the bank would implement a rule requiring two personnel to work at each desk, with the exception of branches.

Other UK banks, including Lloyds and Standard Chartered, have also announced plans to dump expensive office space and offer flexible working arrangements to employees.

How does hot desking work?

The employees can reserve the desks that the employees want to use through the Office Management System. The employees can find the available desks anytime by the system.

Office Management System is a system that can manage all the desks and rooms in the office. There are lots of the best office management systems in the world, such as ONES, Envoy Desk, and Cloudbooking.

A perfect system for your hybrid office: ONES 

A hybrid office should use a comprehensive office management system, which helps employees use office resources efficiently, such as rooms, desks, and office equipment, and support them to have remote work and virtual meetings with their colleagues in the office.   

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease.  You can easily perform virtual meetings, desk-hoteling, and digital office management with our Room Booking, Desk Booking, and Visitor Management features.  

ONES Software now has a dedicated page to introduce a series of hybrid working measures to help you solve problems. You may wish to go to https://ones.software/hybrid-workspace/ for further reference.  

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post Hot desking statistics & trends you must know in 2024 and onwards first appeared on ONEs Blog.

Desk booking systems enable employees to reserve a desk in advance, providing them with the flexibility to choose a workspace that suits their needs. However, implementing a desk booking system can be challenging, and there are some common challenges that companies may face.

This article will discuss these challenges and provide tips for successfully implementing desk booking systems in hybrid work environments.

Employee adoption

One of the biggest challenges in implementing a desk booking system is employee adoption. Some employees may prefer their desks or may be resistant to change, so it’s important to communicate the system’s benefits and provide training to ensure a smooth transition.

Companies need to explain how the system will benefit employees, such as increased flexibility and productivity. Communication should be ongoing to keep employees informed about updates or changes to the system.

It’s also important to provide training and support to ensure that employees are comfortable using the desk booking system. Companies can provide training in the form of online tutorials, in-person sessions, or one-on-one coaching.

Technology issue

Another challenge in implementing a desk booking system is technology issues. Desk booking systems rely heavily on technology, and technical issues can arise, such as system downtime or connectivity issues.

Desking booking systems like Offision can help companies quickly implement their booking system without the need to have a dedicated IT team
to manage and troubleshoot the system. It also comes with a user guide or FAQ document that outlines how to troubleshoot common technical issues.

Real estate management

Real estate management is another challenge in implementing a desk booking system. Companies need to ensure that there are enough workspaces available for employees who need them. This requires careful management of office space, which can be a complex task.

Desking booking systems can help companies easily manage hundreds of hot desks with policy setting and quota mechanisms. Administrators can monitor the use of office space regularly and make adjustments as needed to ensure that employees have access to the workspaces they need in the management console.

Conclusion

In conclusion, implementing a desk booking system in a hybrid work environment can be challenging, but with careful planning and management, these challenges can be overcome.

With the right desk booking system, companies can ensure employee adoption by communicating the benefits of the system and providing training and support.

They can address technology issues by having a robust IT infrastructure and support system in place that the desk booking system provides. And they can optimize office space by carefully managing real estate needs and monitoring usage on the desk booking system easily.

By successfully implementing a desk booking system, companies can increase flexibility, productivity, and accountability in their hybrid work environments.

Learn more about Offision for your new hot-desking environment.

The post Challenges in Implementing Desk Booking Systems first appeared on ONEs Blog.

One way to do this is through the use of a desk booking system, which can help to strengthen accountability and ensure that employees are making the most of their time in the office.

Here are some tips for using a desk booking system to strengthen accountability in a hybrid working environment:

Make desk booking mandatory

To ensure that employees are using the desk booking system, make it mandatory for them to book a desk before coming into the office. This will help to ensure that everyone is aware of the system and is using it consistently.

Hold employees accountable

Set clear expectations for how employees should use the desk booking system, and hold them accountable for following these expectations. This could include requiring employees to book a desk for a minimum number of days per week or requiring them to cancel their desk booking if they’re unable to come into the office.

Monitor desk usage

Keep track of how often employees are booking desks and which desks they’re booking. This will help you to identify any patterns or issues that need to be addressed, such as employees not using the system consistently or booking the same desk every time they come into the office.

Use data to inform decisions

Use the data collected through the desk booking system to inform decisions about office space and resource allocation. For example, if certain desks are consistently booked more than others, you may need to add more of those types of desks to your office.

Provide training and support

Ensure that employees are trained on how to use the desk booking system effectively, and provide ongoing support as needed. This will help to ensure that everyone is comfortable using the system and can get the most out of it.

Elevate Your Hybrid Success with Offision Desk Booking

Overall, a desk booking system can be an effective tool for strengthening accountability and productivity in a hybrid working environment.

By making desk booking mandatory, holding employees accountable, monitoring desk usage, using data to inform decisions, and providing training and support, you can ensure that your employees are making the most of their time in the office and are working effectively in both remote and in-person settings.

Try Offision Desk booking now! Contact us.

The post Maximizing Accountability in Hybrid Work Environments with Desk Booking Systems first appeared on ONEs Blog.

As businesses continue to shift towards hybrid work environments, the need for efficient and user-friendly desk booking systems has become more important than ever.

To address this need, ONES Software has developed a centralized and user-friendly platform for desk booking management.

Hot desking via ONES

With ONES, booking a desk is quick and easy, thanks to instant in-app and on-kiosk booking. This allows employees to quickly and easily find and reserve the workspace they need, without having to go through complicated booking processes.

Additionally, ONES supports multiple calendar and mail platforms, making it easy for employees to stay informed about their schedules and ensure that their bookings are up-to-date.

The schedule calendar in ONES is informative and interactive, providing users with a clear view of the workspaces available to them. The 3D floor map is another standout feature, providing an interactive and visual representation of the workspaces within a given building.

This makes it easy for employees to find and reserve the space that best meets their needs, without having to rely on confusing floor plans or confusing directories.

Centralized and user-friendly platform

The ONES all-in-one smart office platform is designed to be user-friendly, with an intuitive and easy-to-use interface that makes booking a desk quick and straightforward.

The platform is also centralized, with all the information and resources needed to manage workspaces in one place.

This makes it easier for businesses to manage and monitor their workspaces, as well as for employees to access the information they need to get their work done.

Instant in-app and on-kiosk booking

Booking a desk has never been easier with ONES, thanks to instant in-app and on-kiosk booking. Employees can quickly and easily find and reserve the workspace they need, without having to go through complicated booking processes.

This makes it easier for businesses to manage and monitor their workspaces, as well as for employees to access the information they need to get their work done.

Support multiple calendar and mail platform

ONES supports multiple calendar and mail platforms, such as Office 365 and Outlook. This makes it easy for employees to stay informed about their schedules and ensure that their bookings are up-to-date.

This integration makes it easy for businesses to manage and monitor their workspaces, as well as for employees to access the information they need to get their work done.

Informative schedule calendar

The informative schedule calendar is one of the key features of ONES software that makes desk booking management effortless and efficient.

This feature provides a comprehensive view of all the desk bookings in real-time, so users can quickly see which desks are available and when. The calendar is easy to navigate, with clear visual indications of the booking status of each desk. This helps users make informed decisions when booking a workspace and eliminates the frustration of double bookings or unavailable desks.

In addition, the informative schedule calendar is integrated with multiple calendar and email platforms, such as Microsoft Outlook. This allows users to view their personal schedule alongside their desk bookings, so they can plan their workday with ease.

The calendar also sends automatic reminders to users, so they never miss a booking or forget to cancel one. This helps to ensure that the desk booking system is always up-to-date and accurate, which is essential for a smooth and efficient workspace.

Interactive 3D floor map

The interactive 3D floor map in ONES is a standout feature, providing an interactive and visual representation of the workspaces within a given building. It can be shown on your mobile or floor display hung at your office entrance.

This feature provides an interactive and detailed view of the office layout, so users can easily see the location of each desk and the availability status.

The map is displayed in 3D, which gives users a realistic sense of the office environment and helps them find a suitable desk quickly. The map is also customizable on our editor, so companies can adjust the layout to reflect the specific needs and requirements of their workplace.

In addition to its visual appeal, the Interactive 3D Floor Map is designed to streamline the desk booking process. Users can simply select a desk from the map and make a booking, without having to navigate through complicated menus or search for the right desk.

Improve the workplace experience with ONES

In conclusion, ONES Software is leading the way in desk booking management for 2023.

With its centralized and user-friendly platform, instant in-app and on-kiosk booking, support for multiple calendars and mail platforms, informative schedule calendar, and interactive 3D floor map, ONES is the solution for businesses looking to streamline their workspaces and enhance the productivity of their employees.

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post Desk Booking Management for 2023: Streamlining Workspaces with ONES first appeared on ONEs Blog.

In this article, we will quickly summarize why smart offices become more and more important even in this world that is full of remote and distributed work.

Smart offices help build relationships among employees 

PwC’s US Remote Work Survey shows just 13% of executives are prepared to let go of the office for good.

Meanwhile, 87% of employees say the office is important for collaborating with team members and building relationships — their top-rated needs for the office.

A smart office provides collaboration tools for staff to have collaborative work smoothly. 

Big Companies are seeking smart offices

LEGO and LinkedIn are committed to transforming their smart offices to support hybrid offices.  They provide lots of virtual technology and office management system in their workplaces.  

Coca-Cola also has already redesigned their office in Singapore. The aim is they want to offer some multi-functional communication tools and technology for employees, allowing them to communicate and collaborate with various colleagues and support remote colleagues back in the office work seamlessly.   

Smart office further develops towards sustainability 

Some smart offices already use renewable energy to reduce carbon emissions. 

David Watkins, solutions director at Virtus data centres, says that in addition to the data centre sector as a whole having its own net-zero by 2030 pledge, pressure to hit that target comes from customers. 

Smart offices not only drive environmental protection, but it is also a big business 

In order to promote smart offices, it is necessary to establish some data centres to store relevant data to enable the smooth implementation of electronic management. 

Google and Microsoft have committed to three-quarters of data centre energy consumption being renewable or carbon-free by 2025. 

The push for data centre sustainability can also be big business. The green data centre market is expected to grow at a compound annual growth rate of 7.5 per cent from $36bn in 2021 to $55bn by 2027. 

Work more flexibly in a smart workplace 

As mentioned above, a smart office allows remote workers and office workers to work together and provides lots of flexible facilities for them to work. 

According to a report from Omdia, 48% of the total workforce will work in a mobile or hybrid fashion over the next 2 years. The reason is employees think that working in a flexible workplace makes them happier at work so improving their work quality and productivity.     

Meeting rooms are not useless at all 

Based on The Economist poll, only 10% of respondents think meeting rooms are useless in the post-pandemic office. Meeting rooms are here to stay in the hybrid working era.

For how to create a perfect smart office, there is no standard answer, and neither is its office space. To summarize some reports, in terms of building the size of meeting rooms, you can refer to the following article. 

Step by Step: Determine the right office size and system for your new office – ONEs Blog 

A smart office can help to reduce the operation cost 

Some companies use a variety of flexible work equipment to replace fixed office facilities such as hot desks. Thus, this can help them to reduce their budget for buying furniture and pay lower rent while saving space.

Takeda Pharmaceuticals has reduced the number of fixed workstations by hot desking in order to create more meeting rooms and community spaces. Its redesigned workspaces were made available to employees at the beginning of this year.

As Inc. studies found out that 40% of an office’s dedicated desk space sits unused on a given day, hot desking can highly help companies to reduce their office costs by freeing up these dedicated workstations.

Creating work targets and a working guideline  

With the help of smart office, employees can follow some work guidelines for hybrid work, this can ensure they have positive work performances.   

In HP Teradici’s survey, 85% of respondents said existing company policies have already changed to reflect the new hybrid working environments, which means including setting some hybrid work guidelines for employees.  

Providing a full working guideline for your employees can make sure them to have specific work targets and ensure their productivity.   

An office management system is a must for any smart offices

One of the HR challenges is management procedures and 15% of respondents agree on this point, according to HP Teradici’s survey. 

The reason is the admins usually take much time for monitoring the staff’s performance or manage office resources, which makes the admins can’t focus on their work and difficult to maintain good performance.   

Therefore, business leaders should think about how to optimize their employees’ work process and Omdia’s report suggests organizations should plan and deliver technology to help their workers be productive from wherever they are.    

One of the best solutions is for companies should implement some office management systems, for example, meeting room booking. 

Few suggestions for office management systems 

The followings are the popular choice for your office management system: 

• ONES: A system provides a comprehensive set of office management functions, including hot desks, room booking service, visitor management, and hardware configurations. 
   
  ONEs work with Microsoft 365 and Microsoft Viva. Also, ONEs can work the IoT sensors, therefore the misused rooms will be auto-released, preventing office resources from being wasted. 
  
• The Receptionist: It creates a personalized check-in experience that makes a great first impression. However, it is just a visitor management system and does not provide other office management systems.   

• Envoy: A company dedicated to optimizing visitor management systems. The initial activation plan is free, but it has some restrictions.     

• Robin: Offers all the basic visitor management features, such as custom permissions and floor plans. A free trial is available, but some features are restricted.   

• Condeco: A system that provides a variety of office management systems, including room booking, hot desks, and a visitor management system. It can be chosen at various prices depending on the needs of the office.  
   

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post 10-minute summary of smart office for 2023 first appeared on ONEs Blog.

Banking giant HSBC has confirmed that hybrid working is the thing the whole bank will embrace, with hot desking and open-plan floors.

The banks’ big bosses claim that connection and flexibility are the key differentiators.

Banks in Europe that stick to working remotely

Bloomberg’s poll of 12 leading European banks revealed that one of them still permits staff to work remotely one day each week.

According to a source, UBS Group AG even views its use of hybrid working as a potential to hire brilliant personnel from US rivals.

According to a spokeswoman for the Swiss bank, which is devoted to giving employees the choice of hybrid working, roughly 75% of employees have jobs that allow for the necessary flexibility.

Similar to Societe Generale (SocGen) SA in France, Banco Santander SA in Spain, and ING Groep NV in the Netherlands, all of these companies acknowledged workplace flexibility as a factor in their success in luring and keeping top people.

Hot desking helps cut off costs

Banking giant HSBC also confirmed that top managers in its Canary Wharf HQ have lost their offices and will have to hot-desk on an open-plan floor, BBC reported.

HSBC Boss Noel Quinn said the whole bank was embracing “hybrid working” and he would no longer come in five days a week. “My leadership team and I have moved to a fully open-plan floor with no designated desks.”

Being in a prominent city’s top location is quite expensive and hurts income. The banks would see much more free cash flow if the cost of office space could be drastically reduced.

The acceptance that many people desire to work remotely part- or full-time for a variety of reasons is the other motivator. The previous year served as a test case that demonstrated it is feasible to run a corporation with a sizable portion of the personnel working remotely.

The one also going toward a hybrid strategy is Lloyds Bank.

Over the following two years, office space will be reduced by 20% as a result. About 77% of Lloyds’ 68,000 workers expressed a desire to work three or more days each week from home, prompting the company to make the decision.

How to implement your own hot desking? Learn more: ONES All-in-one smart office system

Flexibility depends on the role

After this month’s US Labor Day holiday, the company and rival Morgan Stanley started withdrawing some of their remaining Covid-19 mitigation efforts. Goldman executives made it clear earlier this year that they wanted employees who complied with the COVID regimen to work from the office.

The company, led by CEO David Solomon, has taken the initiative to persuade its highly compensated workers to return to full-time office work.

Attaining the objective of getting employees back to the office “is not contradictory with the desire to provide our staff with the flexibility they need,” Solomon said on an earnings call last year.

The degree of flexibility varies between professions and roles in Europe, with merchants being more office-bound than information technology professionals.

However, the policy of Deutsche Bank AG, which permits staff to work remotely up to 40% of the time, appears to be the standard.

Want to try hot-desking in your office? Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post Executives at Europe’s Largest Bank try for Hot Desking first appeared on ONEs Blog.