Offision stands out as the best choice you can’t afford to miss among the many options available.

Why Choose Office Automation Software?

Office automation software is designed to streamline processes and management tasks through automation, reducing human error and increasing productivity. Specifically, it helps businesses:

• Improve Time Management: Automated scheduling and reminders ensure every meeting and task occurs on time.
• Reduce Administrative Burden: Automated office management reduces the need for manual operations, freeing up more human resources.
• Enhance Team Collaboration: Provides a centralized platform for team members to collaborate and communicate more effectively.
• Optimize Resource Utilization: Prevents double-booking and resource wastage, ensuring optimal use of office resources.

Offision: The Leader in Office Automation

Comprehensive Features

Offision offers a complete set of features to meet all your office management needs:

• Meeting Room Booking: Find and book available meeting rooms with just one click. The intuitive interface makes it easy to secure a room that fits your requirements.
• Desk Booking: Book desks easily by scanning a code, ideal for flexible work environments.
• Visitor Management: A professional visitor management system seamlessly integrates with your meeting schedules to enhance the visitor experience.
• Smart Office Floorplan: Visualize your office layout and manage bookings through an interactive floorplan, enhancing the overall management experience.
• Booking Panel: Manage and reserve meeting rooms via your smartphone or the reservation panel placed outside meeting rooms.
• User App: Offision’s mobile app offers exceptional convenience for scheduling meetings, managing resources, and handling visitor management on the go.

Advanced Analytics and AI Assistance

Offision leverages big data analytics and AI to provide insightful analytics and suggestions, helping you make data-driven decisions about your office operations:

• Workplace Analytics: Detailed analysis of daily operations to help you understand and optimize office productivity.
• AI Assistance: A 24/7 AI office assistant that offers suggestions based on data analytics, ensuring your office runs smoothly.

Seamless Integration and Cross-Platform Support

Offision seamlessly integrates with popular platforms such as Microsoft 365, Microsoft Teams, and Microsoft Outlook. This ensures you can continue using your preferred tools while benefiting from Offision’s powerful features.

Additionally, Offision supports multiple languages and works across various devices, including desktops, mobiles, and panels, ensuring flexibility and accessibility.

Quick Setup and User-Friendly Interface

One of Offision’s standout features is its quick and easy setup process. You can start using Offision for free and set up your smart office within minutes, with no additional hardware required.

The flexible user interface is designed to provide the best user experience across different screen sizes, from mobile devices to large screens.

Try Offision for Free

Offision offers a free one-month trial, allowing you to experience its full range of features and see firsthand how it can transform your office management. With Offision, you can connect your people, save on office costs, and create a more productive and efficient workplace.

Conclusion

For the remaining half of 2024, Offision presents itself as the best office automation software, thanks to its comprehensive feature set, advanced analytics, seamless integrations, and user-friendly interface.

Whether you are managing a small team or a large organization, Offision has everything you need to optimize your office management.

Don’t miss out on the opportunity to enhance your workplace efficiency and save costs. Try Offision for free today and experience the future of smart office management.

Offision is a one-stop workplace platform that excels in efficiency, offering features such as meeting room booking, desk booking, visitor management, and AI office data analytics. For more information, visit Offision’s official website.

The post Office Automation Software: The Best Choice for Enhancing Efficiency and Saving Costs — Offision first appeared on ONEs Blog.

Let’s explore each one in more detail:

Hot Desking

Hot desking refers to a flexible seating arrangement where employees do not have assigned desks or workstations. Instead, they choose an available workspace on a first-come, first-served basis each day.

This approach promotes a dynamic and collaborative work environment, as employees have the opportunity to interact with different colleagues regularly.

Hot desking is typically suitable for organizations with a mobile or remote workforce, or those that prioritize flexibility and collaboration in their work culture.

Desk Sharing

Desk sharing is similar to hot desking, but with a slight difference. In desk sharing, employees still do not have permanent assigned desks.

However, instead of choosing a different workspace each day, they share desks with others who work on different shifts or at different times. For example, if one employee works in the morning, another employee may use the same desk in the afternoon.

Desk sharing allows organizations to optimize space utilization and reduce the number of desks required, which can be advantageous for companies with limited office space.

Hoteling

Hoteling, also known as hoteling stations or office hoteling, is a reservation-based system where employees reserve a workspace or office in advance for a specific period.

With hoteling, employees have the flexibility to choose a suitable workspace depending on their needs, whether it’s a desk, cubicle, or private office. This system is often facilitated through a technology platform or software that manages the reservations and provides real-time availability information.

Hoteling is particularly useful for organizations that have a mobile workforce or employees who spend a significant amount of time working off-site. It allows employees to have a designated space when they need it, promoting productivity and a sense of belonging.

Desk booking system

In summary, while hot desking, desk sharing, and hoteling share the common goal of optimizing office space and promoting flexibility, they differ in terms of the level of workspace flexibility and the reservation system used.

Employees can easily book desks or offices through a mobile app or web portal, ensuring they have a designated workspace when they need it. The system can also provide insights on space utilization, helping organizations optimize their office layout and identify opportunities for cost savings.

Additionally, smart office systems can offer features like personalized preferences, such as adjustable lighting and temperature settings, to enhance employee comfort and productivity.

By leveraging technology, a smart office system streamlines the desk booking process, improves efficiency, and enhances the overall experience of employees participating in these flexible workspace strategies.

Start your free trial desk booking system now!

The post What’s the Difference Between Hot Desking, Desk Sharing, and Hoteling? first appeared on ONEs Blog.

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.

However, implementing hot desking can be challenging, especially for organizations that are used to traditional office setups. In this blog, we will provide you with tips to implement hot desking in your workplace successfully.

From planning and communication to technology and workspace design, we will cover all the key aspects that you need to consider to ensure a smooth transition to hot desking. So, whether you are a small business or a large corporation, these tips will help you make the most of this innovative office concept.

Prepare workspaces and technology

One of the key factors in successfully implementing hot desking is ensuring that desks and shared workstations are set up properly with all the necessary equipment.

Basic equipment

Basic equipment includes computers, phones, and headsets, as well as any other equipment that is required for employees to do their jobs effectively. By making sure that each workstation is appropriately equipped, you can help ensure that employees are able to work efficiently and productively, no matter where they are sitting.

Hot desk booking system

Investing in easy setup technology solutions like the Offision smart office system can also help to minimize configuration hurdles and make it easier for employees to get up and running quickly.

Offision is designed to be user-friendly and intuitive, with a simple setup process that allows employees to easily connect to the network and access the desk, tools, and resources they need to do their jobs. By using a solution like this, you can help to remove some of the barriers to adoption and make the transition to hot desking as smooth as possible.

Hot-desk panel

Qbic TD-0350 is one of the best choices for companies as hot-desk devices on their desks, provide a complete desk reservation experience.

Booking a space through any platform is only one part of the reservation process. With devices like Qbic TD-0350, reserving, locating, securing, identifying, and checking into a desk reservation experience is made complete.

This can help to eliminate confusion and ensure that each employee has a designated workspace, even in a shared environment. By providing employees with a user-friendly and reliable reservation system and simple, elegant devices, you can help to make hot desking a more attractive option for your team.

Establishing clear policies

Establishing clear policies is essential to the successful implementation of hot desking in the workplace. This includes outlining policies around reservations, cleaning, and etiquette to ensure that all employees are aware of the expectations and guidelines for using shared workspaces.

It’s important to ensure that these policies are clearly communicated to all employees, both verbally and in writing. This can be done through training sessions, company-wide emails, or by posting the policies in a visible location, such as in the shared workspace itself. By ensuring that everyone is on the same page, you can help to minimize confusion and ensure that hot desking is a positive experience for all employees.

With the Offision smart office system, policies can be implemented automatically, making it easy to enforce guidelines around desk reservations, cleaning, and other important aspects of hot desking.

For example, the system can automatically release a desk if it has not been occupied within a certain period, or it can call service staff to clean their workspace before leaving.

By using technology to help enforce policies, you can ensure that everyone is following the guidelines and that the shared workspace remains organized and productive.

Consider schedule flexibility

Consideration of schedule flexibility is an important aspect of implementing a successful hot desking program. Allowing employees the flexibility to assign and change their hot desk reservations can help to make the transition to hot desks easier and more appealing. By giving employees some autonomy over their workspace, they are more likely to embrace the new system and be productive in their work.

One way to facilitate this flexibility is by using a hot-desk device like the Qbic TD-0350. Hot desk panel installed on the desk provides a user-friendly interface that allows employees to easily reserve, release, and change their hot desk reservations on-site at any time.

This can help to eliminate scheduling conflicts and ensure that employees always have a designated workspace when they need it.

Monitor and tweak as needed

By gathering feedback from employees, you can gain valuable insights into what is working well and what needs improvement. This feedback can be gathered through surveys, focus groups, or one-on-one meetings, and can help you to identify areas where changes may be needed.

Once you have collected feedback, it’s important to make adjustments to the office management system accordingly. This may include changes to the reservation process and booking policies, adjustments to the layout of the workspace, or updates to the technology used to support hot desking. Offision fully supports these kinds of customizations in your office within a few steps.

By implementing changes based on the feedback you receive, you can help to ensure that the hot desking program continues to meet the needs of your employees and the organization as a whole.

Conclusion

In conclusion, successfully implementing hot desking in the workplace can bring numerous benefits, including cost savings, increased collaboration, and improved flexibility.

By leveraging technology solutions like the Offision smart office system and hot-desk devices like Qbic displays, organizations can streamline the hot-desking process and make it a more attractive option for employees.

To ensure a successful hot desking implementation, it’s important to follow the tips outlined in this blog, including preparing workspaces and technology, establishing clear policies, considering schedule flexibility, and monitoring and tweaking the program as needed.

By taking these steps, organizations can help to create a productive and efficient shared workspace environment that meets the needs of all employees.

Overall, hot desking has the potential to be a game-changer for modern workplaces. By embracing this innovative concept and leveraging the latest technology solutions, organizations can create a more flexible and collaborative work environment that benefits everyone involved.

The post Tips to successfully implement hot desking 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.

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.

Lots of Singapore companies are considering reducing operational costs and pulling back business spending in order to face the tightening financial conditions. Hot desking is one of the arrangements that can help to save your daily expenses.

Flexible work in Singapore

The ministry of manpower in Singapore recently published the “Tripartite Statement on Flexible Work Arrangements(FWA)”, which encourages companies to sustain and promote flexible work arrangements as a permanent feature of the workplace.

One of the reasons for implementing FWA is it can allow employees to work more flexibly. This can not only allow people to achieve work-life balance but also help companies to retain talents and improve productivity.

Another reason why flexible working stays in Singapore is that it can highly reduce operational costs.

Hot desking save your operational cost

Office space is likely one of your businesses’ largest investments. However, office resources are usually wasted due to low utilization and misuse such as no-shows. The data from Inc. shows that as much as 40% of an office’s dedicated desk space is unused on a given day.

A flexible work approach is a much more attractive prospect when it comes to budgeting. The least expensive and most flexible solution for flexible working is hot desking.

Hot desking can reduce their office operating costs by 30% while saving 15% to 25% on the amount of space they require. You just show up and take the first position that opens up, so look for a location that isn’t really busy so that you have no trouble grabbing a seat.

For unlimited access, budget $200 to $500 per month; if you only need it sometimes, choose day tickets. Dedicated desks, where you can keep your excess items and an external display, start at $400 per month.

When fewer people are required to work in physical offices each day, savings from utilities like heat and electricity can be also spread and put toward a strong digital infrastructure.

Mr. Chen Chun-You, a Singaporean tech entrepreneur who founded the e-payment service Sapphiro, said flexible working can help him to rent prime housing at a lower rate in a remote place.

Meanwhile, his company income would not be reduced as the online management platforms support the company to still work in high efficiency.

How much can you save when using hot desking in Singapore?

Based on the article from Officefinder, according to data released by the authority, in the first 3 months of 2021, the median rent for traditional office space in Singapore was between $2.51 and $7.95 per square foot per month with a total of 665 leases concluded.

That means an average office space with 2,000 square feet that can contain around 10 employees in Singapore will cost around $5,020 to $15,900 a month. When compared to the previous quarter in 2020, the number of office leases increased by 10.46% in Q1 2021.

Therefore, if a company that has around 10 employees is willing to implement hot desking, it can save on average $9,036 to $28,620 in office operating costs per year.

In conclusion, a hot desking arrangement with a hybrid working system can be used to reduce office space. Once space is reduced, the cost of rent will go down. Costs associated with lighting, heating, and maintenance will also be decreased.

Learn more about how hybrid working helps you, and implement your own All-in-one smart office system.

The post How much can a Singapore company save by using hot desking? first appeared on ONEs Blog.

However, some of people seem not favorable about the new flexible workspace arrangement such as hot desking.

Mobility, flexibility, autonomy

The daily commute is now a thing of the past, and many organizations have switched to hybrid working styles that foster high levels of mobility, flexibility, autonomy, and nomadism.

While many employees benefit from a hybrid work arrangement that enables them to work from home a few days a week, many workers still need and desire to visit the office.

However, many organizations consider typical individualized workstations, team areas, and manager-only offices to be out of date and have attempted to revamp employees’ “in-office” working experiences as well.

For example, Meta recently reduces its office space as its hybrid work transitions. It has offered most employees the option to do their jobs remotely full-time or to select a mix of in-office and homework. 

The vice president of global facilities and real estate at Meta, John Ternanes said that while reviewing Meta’s office space, he discovered that some of the existing office leases were about to expire. He is planning to combine the floors of several existing buildings into one floor after the leases expire and allow employees to continue to work remotely. 

Hot desking is a “Hot option” for company

Organizations have implemented “hot desking” into the office design as one strategy. Hot desking is an organizational workspace system in which desks are used on an ad hoc, first-come, first-served basis by different people at different times.

The phrase refers to a clean, uniform, shared workspace that promotes nomadic and flexible work styles and cannot be claimed by any one individual.

These new workspaces and the practice of teleworking symbolize the ideals of flexibility, independence, and autonomy while also purportedly bridging the hierarchical divide that currently exists between management and employees.

(Learn more: Hot Desking 101: a quick guide)

Not everyone like hot-desking

Hot-desking means that all employees would need to share their workstations all the time, and no longer have a specific workspace. This could probably diminish the external signs of status or positional recognition.

Because these workspaces deprive employees of their personal space and essentially block them from personalizing or owning a space, some people have high concerns about these new arrangements.

David Courpasson, the Professor of Sociology and Director of the Organizations, Critical and Ethnographic perspectives research center, recently did some research on a large Belgian organization alongside colleagues from Université Catholique de Louvain.

Based on their founding, some employees are employing creative strategies to stop this new manner of working, such as putting supplies and tools on desks or even keeping their own desks messy or untidy in order to keep the same desk as their own.

The reason behind this is that these workers felt that hot-desking stripped them of their personal space, dehumanized their workplace, and damaged working relationships.

They also grumbled about how difficult it was to move their heavy work equipment from meeting to meeting and how little storage they had. They also complained about how difficult it was to unpack and pack every day.

Take more care of people, not the workplace

Hotdesking has several advantages for the workplace, including flexibility and the flattening of hierarchies. However, it is evident that many employees react unfavorably to the change to a hot-desk workplace due to the difficult transition to a new workspace layout.

Employers must take the time and make the effort to interact with their staff members to discover what working practices are most effective for them, which ones they are least likely to object to, and which will be most beneficial for the organization as a whole.

Professor David Courpasson suggested that organizational management should see spatial changes as more complicated than mere geographical transitions.

For instance, accepting that specific occupations may require a specific use of space, instead of considering flexiwork as ‘good in itself’, is a relevant approach too. The office space should work best for those working in it, and therefore organisations must ensure that this is their focus when redesigning for the future.

David Courpasson, the Professor of Sociology and Director of the Organizations, Critical and Ethnographic perspectives research center

Learn more about hybrid working: https://ones.software/blog/category/hybrid-work/

Contact us: hello@ones.software, or visit ONES Software official website for more information about implementing your own hybrid workspace: https://ones.software/.    

The post Why are some people against hot desking? And what should employers do about it? first appeared on ONEs Blog.