Why optimize the bookings of office space?

Surely many times you have asked yourself why you should optimize the booking of spaces in your office, and the answer will be found in the needs of your team. Managing the spaces of your company gives the employee a new experience in their environment, feeling an active part of it.

While the modern office was conceived around productivity and taxation, the post-pandemic office will need to be redesigned by shifting these priorities and putting the health, safety and well-being of the people employed at its space.

The Covid-19 pandemic has caused a paradigm shift regarding our current perception of the office and what its purpose should be.

The working day was traditionally defined by routines and determined physical spaces, but the boundaries between the domestic space and the work are being blurred, thus distorting our perceptions of space and time. This forces us, after returning to the office, to rethink new dynamics that allow us to redefine the limits and at the same time direct the new behaviors that we have established in our respective experiences working remotely.

Therefore, your office spaces must revolve around the new needs of your workers, creating a philosophy of cooperation and solidarity.

«67% of working people want more work or collaboration» in person «after the pandemic»

Why should you optimize the booking of spaces in your office?

The objective of any meeting is important, for this the attendees prepare everything that is necessary for its proper functioning, however, on many occasions we find that the physical space does not adapt to the circumstances.

A corporate meeting room is as important as the reason that leads the meeting and booking space in the appropriate office ensures that the meeting takes place in a suitable environment that will directly benefit the meeting that will take place. The objectives of each meeting are different; therefore, the convening needs will be as well.

Time management is relevant and resonates with space management, too many times we have delayed meetings due to duplication in the occupation of rooms, or due to non-compliance with the schedule, or for other reasons, and all this is due to the lack of coordination and management.

Optimizing the booking of space in the office is vital for the internal processes of your company. Let’s talk a bit more about this.

 

Problems derived from the lack of space management

There are numerous common corporate areas where space management must be present, since, if not, the non-availability of a prior booking may affect the work development of the employee and the entire team.

In the first place, we find the management of workspaces, for companies that currently incorporate the hybrid work model due to the pandemic, not having a previous desk booking, can cause that there are days when the office is too full and others where it is too empty.

This mere fact will affect the capacity of all company spaces during the day and will make it difficult to maintain a safe distance between employees. For example, if you do not have a canteen manager, in which employees can book canteen shifts in advance, we may find that there is a lot of occupation at certain hours, putting the health of the workers at risk.

Meeting room management is in the same vein. If a company does not equip its employees with the ability to booking meeting rooms in advance, we may find that several team members call meetings in the same room with exact dates and times. By not having space management in their offices, the members of both meetings will encounter the problem within minutes of starting, a fact that will cause one of the meetings to be cancelled or delayed, with the consequent loss of time for the attendees.

To find another example, let’s imagine that the attendees are external to the company, the problem is even greater, since, by not having a management of external visits with prior booking, the members will have to wait or make an appointment for another day.

In the management of office spaces there are also car parks, which are used daily by both employees and visitors. Many companies leave their occupation to chance, without applying a parking space management that allows prior parking space bookings. In many cases, this lack of management delays the arrival of employees and visits due to the lack of parking on busy days.

These examples are normal to find in any company, and now another factor is added, meeting rooms must adapt to the new normal. Most of the meetings held in recent months are in virtual format, and to hold them we need the rooms to be equipped with digital tools to be able to hold videoconferences. The mere fact that an employee calls a meeting in an adapted room, but when they arrive at it, they find that the equipment in this room is not working, it will mean for the employee to have to find another free room. However, with good space management, employees could report incidents about the status of the equipment and keep common spaces always optimal.

Why should you optimize the reservation of spaces in the office?

So that your employees do not suffer any of the examples previously discussed.

Because optimizing office spaces will transform the relationship of employees with the environment. Managing the meeting rooms will give them control of the spaces, without encountering any problem to be able to execute the planned meeting. By booking meeting rooms, employees will be able to organize and plan available rooms and spaces without duplication errors. Moreover, it will allow you to send the calls to all members, whether colleagues or external, by email with all the necessary information.

Similarly, employees who use the hybrid or Hot Desking work mode will be able to booking their desk, as well as booking their canteen shift according to their needs. With this management, the capacity of the offices will always be controlled, guaranteeing a healthy and efficient environment.

In addition, with the possibility of booking parking spaces, the worker will be able to organize their stays in advance in all the spaces of the company, thus guaranteeing their productivity and comfort and, causing a reduction in wasted time due to non-optimized spaces.

To optimize office space bookings, software’s have been developed for the management of workspaces and mobile apps such as Hybo. This digital tool allows you to have all the optimizations discussed at your fingertips and thus enjoy a much more efficient and organized work life.

How you can optimize the booking of spaces in the office

A single software

For a good procedure between employees, the best solution is to implement a single corporate space management software that allows prior bookings. Many companies implement various software, generating confusion among employees and distortion when managing spaces. With Hybo you can integrate all the spaces of your company.

The office revolves around the employee

The optimization of spaces aims to: meet the needs of the employee. This must be the goal and all improvements must revolve around the employee’s relationship with the space. Concepts such as self-management and flexibility must lead the improvements and integrations of the application.

Promote solidarity and cooperation

For the management of the corporate space to work, it is essential to promote solidarity and cooperation among employees, accepting and complying with the regulations necessary to optimize their space. For this, it is important to listen to the employee’s needs and integrate them, as well as clearly marking the roles and functions of each employee with the assigned space.