Reserving workspaces in a smart office is done via digital reservation systems that give employees access to available workspaces. You log in via an app or web portal, choose an available workspace that suits your needs, and confirm your reservation. These systems help companies efficiently manage flexible workspaces in hybrid work environments, where not everyone is in the office every day.
What is a smart office and why do you reserve workspaces there?
A smart office is a modern work environment that uses technology to improve the work experience and make more efficient use of space. Instead of fixed workstations, employees have access to flexible workspaces that they can reserve when needed.
Reserving workspaces is becoming increasingly important as more and more companies adopt hybrid working models. Not all employees are present at the office every day, which means you need fewer workspaces than the total number of employees. This concept is called "hot desking" or flexible working.
Flexible workspaces offer various advantages for both employers and employees. Companies can save on office space and costs, while employees can choose a workspace that suits their daily tasks. Want to collaborate? Then choose a spot in an open space. Need to concentrate? Then reserve a quiet workspace.
Reservation systems ensure that everyone has a suitable workspace when they come to the office. Without reservations, you might arrive and find that all workspaces are occupied, leading to frustration and inefficiency.
Which systems can you use to reserve workspaces?
There are various types of reservation systems available, ranging from simple smartphone apps to comprehensive office management systems. The choice depends on the size of your company and the desired functionalities.
Standalone reservation apps are the simplest solution. These apps show available workspaces on a map and allow you to make reservations immediately. They are quick to implement and user-friendly, but offer limited integration options with other systems.
Integrated office solutions combine workplace reservation with other functions, such as access control, meeting room bookings, and facility management. These systems are more powerful but require more time and budget for implementation.
Cloud-based platforms offer flexibility because they can be accessed from any location. Employees can reserve their workspace for the next day from home. These systems update in real time, so you always see the current availability.
Hardware-integrated systems use sensors and displays at workstations to detect occupancy and show reservations. This prevents double bookings and helps you find your reserved spot.
How does reserving a workspace work, step by step?
The reservation process begins by logging into the system via your smartphone, tablet, or computer. Most systems use your company account, so you don't have to log in again if you are already logged into other company systems.
After logging in, you will see an overview of available workspaces, usually displayed on an interactive map of your office. You can filter based on your needs: do you want a quiet place, a workspace with extra monitors, or a place close to your team?
Choosing the right workspace depends on your daily schedule. For focused work, choose a quiet corner; for collaboration, choose a place in an open space. Some systems also show amenities per workspace, such as available monitors or ergonomic chairs.
After selecting your workspace, choose the desired time and date. Many systems allow you to make reservations for multiple days at once, which is useful if you have a fixed office day. You will receive a confirmation with details about the location of your workspace.
On the day itself, you go to your reserved spot. Modern systems often send a reminder and can help you with directions via the app. Some workspaces have displays that show your name when your reservation is active.
What are the best tips for effective workplace management?
Effective workspace management starts with making reservations in a timely manner. It is best to reserve your workspace the night before or early in the morning. Last-minute reservations often result in less suitable workspaces or disappointment when everything is full.
Cancel your reservation if your plans change. This gives colleagues the opportunity to use that workspace. Many systems have a deadline for cancellations, usually a few hours before the scheduled time.
Respect reservation times and tidy up your workspace at the end of the day. Do not leave any personal belongings behind, so that the next user will find a clean workspace. This is part of the etiquette in flexible office environments.
It is useful for administrators to analyze reservation patterns. Which workspaces are popular and which are rarely used? This information helps to optimize the office layout and adjust the number of available workspaces.
Establish clear rules for reservations, such as the maximum reservation duration and the number of days in advance that reservations can be made. Communicate these rules clearly to all employees to avoid confusion.
How Wout Monseurs assists with smart office solutions
We help companies implement complete smart office solutions, including workplace reservation systems that perfectly match your working methods. Our team designs flexible office layouts that make optimal use of available space and technology.
We offer a total package: from designing the right mix of flexible and fixed workspaces to installing reservation systems and associated hardware. Our experience with ergonomic furniture and sustainable solutions ensures that your smart office is not only efficient, but also pleasant to work in.
Would you like to know how a smart office can help your company? Contact us for a no-obligation consultation about the possibilities. We are happy to help you find the best solution for your specific situation.
Frequently asked questions
What happens if I don't use my reserved workspace?
If you do not use your reserved workspace, it remains unnecessarily occupied for other colleagues. Many systems register no-shows and may automatically limit your future reservations if you repeatedly fail to show up. Therefore, always cancel your reservation in good time if your plans change.
Can I reserve the same workspace every day?
This depends on your company's policy and the settings of the reservation system. Some systems allow recurring reservations, while others encourage variety. Check the reservation rules or ask your facilities manager about the options for fixed reservations.
How far in advance can I reserve a workspace?
Most systems allow reservations to be made from a few days to a few weeks in advance. A typical setting is 1-2 weeks in advance. Booking too far in advance is often restricted in order to maintain flexibility and prevent people from making reservations "just in case" without concrete plans.
What if all workstations are occupied on the day I want to go to the office?
Check regularly for cancellations, especially on the morning of the desired day. Many systems have a waiting list function that automatically informs you of cancellations. Also consider flexible working hours or alternative office locations if your company has multiple branches.
Can I reserve a workspace for a colleague or guest?
This varies depending on the system and company policy. Some systems allow guest bookings via a separate procedure, while others restrict this to the user's own account. Guests often need to register separately via reception or facility management.
How do I know what facilities are available at my reserved workspace?
Modern reservation systems show which facilities are available at each workspace, such as extra monitors, ergonomic chairs, or nearby printers. This information is usually visible during the reservation process. You can also filter by specific amenities you need.
What should I do if my reserved workspace is occupied by someone else?
First, check that you have the correct location according to your reservation confirmation. If the workspace is indeed occupied, report this to the facilities manager or use the reporting function in the app. Most systems can quickly assign an alternative workspace or resolve the situation.