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Handle all your workplace bookings with FlexWhere - a simple hot-desking solution

The trend of hybrid working, accelerated by the Covid-19 pandemic, will likely continue. Even after the majority decision to return to the office. Companies must therefore look for solutions to meet the ever-growing demand for greater flexibility.

One solution is hot desking, also known as sharing of workspaces among employees. An effective hot desking system helps companies manage hybrid working in just a few clicks.

UK offices increasingly adopting hot desking

Pre-pandemic hot desking utilisation levels were below 25 percent for the majority of the surveyed finance and corporate real estate leaders’ firms by Gartner, Inc. However, the post-pandemic situation shows that 59.1 percent of the respondents’ firms have 25 percent or more of their employees using hot desking. Another poll by Willis Towers Watson, predicts that by 2023, 41 percent of employers will have some form of the hybrid working model in their organisations.

This could mean a significant reduction of workspaces to that of total employees. With the majority of the workforce not wanting to return to the traditional ways of working, it is inevitable for companies to embrace some form of hot desking within their organisation in the long term. For facility management and workspace planning, this presents two problems: on the one hand, there is a need to capture the enormous cost-saving potentials in real estate rental, technical infrastructure, furniture, catering, etc. On the other, there is the administrative effort required to optimally plan and manage workspaces.

The solution for both problems is the implementation of a hot desking system. With a hot desking system, employees are free to choose where to work, while management gains a strong oversight of the workplace and saves costs on facility overhead.


Hot desking software automates workplace management

Experience shows that hot desking can work well if a few requirements are met. Firstly, they apply from the moment employees arrive to when they leave the workplace. The second criterion is ensuring the cleanliness of all workspaces at the start and end of the workday. Not only does this help combat the pandemic, but also ensures the hygiene standard of the organisation. The final criterion is the need for a transparent environment, where information about the workplace is readily available to employees, which includes: the work location status of individuals (in office or remote), workspaces, and meeting rooms.

These key requirements are covered by software such as FlexWhere, developed by Dutchview Information Technology. For more than ten years, Dutchview has been an expert in supporting companies with the integration of flexible workplaces. For companies seeking hot desking solutions, specialists recommend FlexWhere. With its help, employees can use the mobile app or desktop app to monitor and book their favourite workspaces in real-time. Other features include making reservations for team meetings, finding colleagues, notifying for undisturbed work, real-time occupancy status, and much more through a simple-to-use and intuitive user interface.

Hot desking application - keep an overview and distance

To comply with the 2-metre distance rule and facilitate the return to a safe workplace, FlexWhere is equipped with a few new dedicated features. For example, workspaces can now be blocked to be “dividers”, creating distance between free workspaces. Additionally, to give a more vivid indication of safe-distance, 2-metre virtual circles are outlined around each workspace. With these features, companies can therefore save time and money on costly office redesigns - especially since no additional hardware is required to use FlexWhere: the application is entirely software-based and works without sensors. It can be implemented quickly and easily.

Use FlexWhere for a hassle-free experience, as all bookings are managed behind the scenes. FlexWhere is a renowned hot desking solution, used by numerous government and commercial organisations. FlexWhere's new Covid features makes complying with the social distance rules easy for its users.

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