Hot desking is an effective way to maximise office space while promoting flexibility and collaboration. A well-designed desk booking system ensures employees can easily find and reserve workspaces, reducing friction and enhancing productivity.

Key steps in hot desk booking

1. Check desk availability – Employees should have access to a real-time view of available desks via an intuitive interface.

2. Reserve a desk – Workspaces should be reservable in advance or on demand, giving employees flexibility based on their schedules.

3. Check-in process – Automated check-ins via sensors or app-based confirmations help track desk usage and optimise space planning.

4. Find colleagues – The floorplan assists employees in locating team members for better collaboration.

Best practices for an effective hot desking system

• User-friendly interface – A seamless booking experience ensures high adoption rates.

• Accessibility across devices – Offering mobile, web, and desktop access makes booking convenient for all employees.

• Data-driven insights – Tracking desk occupancy and usage patterns helps organisations optimise office layouts and resource allocation.

Read more about the benefits of hot desking for employees.