Due to the wide range of new work modalities that have evolved in recent years, not everyone will be commuting to the workplace every day as we once did. Many companies are seeking a more hybrid work structure. A hybrid work model is when employees split their time between working from home and going to the office. However, as firms reconfigure their space to fit the needs of a hybrid workplace, the office will appear different than it did previously. Having a designated space and a permanent desk for each employee is no longer a practical option if employees only visit the physical office 2-3 times per week. Furthermore, because not everyone comes to work at the same time, businesses have begun to densify their space. Decreasing office space and desks is now customary practice. Moreover, the issue now is how can people be confident that they will have a desk when they arrive at work. The solution is to use desk booking applications.  

Benefits of Desk Booking Applications

There are several benefits of hybrid working through desk booking applications. Such as the potential for real estate cost savings. Because real estate in Vancouver is expensive, it is helpful to have the option of obtaining a smaller space while still being able to accommodate your entire staff. Also, employees can easily collaborate with teammates and find spots to work together. People can reserve whatever desk they require. If people need to collaborate closely that day, week, or quarter, they can choose desks close to each other. Furthermore, businesses can easily monitor space utilization, make necessary adjustments, and stay on top of important tasks such as keeping shared workspaces clean. Lastly, employees can explore several workstation possibilities and choose the one that best suits their personal preferences, which can improve their creativity, focus, and productivity.  

Desk booking applications can provide numerous benefits, including increased collaboration and lower real estate costs, but the transition must be done in a way that is appropriate for your organization and each employee. Before you jump on the latest technology trends, you should have a thorough workplace strategy plan in place. We have compiled and compared a list of 6 desk booking software that are currently available to help ensure that your new office strategy and hybrid work model meets the needs of your employees’ expectations and business model.

Comparing Different Desk Booking Applications

 

Deskfound:

Pros:  

 

• Not just focused on booking desks but creating office engagement. 
• Allows supervisors to assign desk owners, view seating arrangements, and manage workspace for designated days or weeks.
• Office guests can check in and book a desk

Cons:  

 

• Limited to companies working with Google and Slack

Best if your company is: a medium-sized to large company with a hybrid model that operates on Google or Slack

 

 

Meetio:

Pros:  

 

• Enterprise-grade security. 
• Great customer service. 
• Easy to set up and configure. 
• Zero onboarding for users/cloud-based so no installation is needed. 

• Ability to have permanently fixed workspaces for full-time in-office employees. 

Cons:  

 

• Intricate design interface. 

Best if your company is: a small, medium, or large company that values security.

 

 

AgilQuest:

Pros:

 

• Interactive map with the ability to search for where people are sitting. 

• User-friendly with three ways of making reservations. 
• No-Touch Experience using Mobile Apps with QR Codes and geofencing. 
• Ability to Indicate when working from home to let coworkers know and for the organization to measure and track when employees are working from home. 

Cons:  

 

• The basic reporting package is weak (try to upsell you on other packages). 

• The mobile app does not yet have a map feature that mimics the one in the desktop version. 

Best if your company is: a mid-market to large enterprise with over 1000 employees. 

 

 

Robin:  

Pros:  

 

• Customizable interface 
• Easily book desks and workspaces through mobile apps, desktop interfaces, or through kiosks placed at strategic locations around the office. 
• User-friendly and intuitive. 
• Good customer service and great at responding to questions. 

Cons:  

 

• Sometimes the Robin app on iPad loses Wi-Fi connectivity for a few seconds. 
• Some of the additional features and add-ons are quite expensive. 

Best if your company is: a small/medium-sized organization. 

 

  

Condeco: 

Pros:

  

• Easy to make changes to an existing meeting. 
• Custom booking notification emails (easy to update emails based on changing policies). 
• Ability to have permanently fixed workspaces for full-time in-office employees. 

• Supports self-service user bookings through their web tool, their mobile app, or through Microsoft Outlook. 
• Users can book parking spaces. 

Cons:  

 

• Mobile applications have some bugs. 
• The system defaults to booking for the following day; if you forget to book and book on the same day, you will lose that day. 

Best if your company is: a small to mid-scale organization. 

 

  

Office Spaces:  

Pros:  

 

• User-friendly and easy to navigate. 

• Comprehensive reporting capabilities (report each office individually or combine the reports to reflect companywide use). 
• Touchless check-in feature through the mobile app. 
• Portfolio reports combine lease information with usage data to create real estate reports that highlight’s where your budget is going to waste. 
• Constantly updating software and improving. 

Cons:  

 

• Floor plans are difficult to change and customize; you cannot update them on your own and must send them to an account representative. 
• Hard to integrate with other applications. 

Best if your company is: A mid-market company or a large corporation/ enterprise. 

 

 

Envoy:  

Pros:  

 

• Great at managing visitors and contractors in your workplace. 
• Health check is consistent. 
• Easily book desks using an interactive map. 
• Administrators can select which desks are available to book, which desks are permanently assigned, and which desks are unavailable to support social distancing. 

Cons:  

 

• Not compatible with all mobile devices (made for IOS, difficult to connect on Android devices). 
• High cost. 

Best if your company is: A mid-sized corporation with a high volume of visitors and guests. 

 

 

There are several reasons why companies are densifying their offices and reducing workspaces. From digital native generation Z and millennials making up the largest cohort in the workforce, combined with the pandemic companies are quickly adapting to remote and hybrid working models. Office hoteling, as managed by desk booking applications, gives people control over where they work and allows them to enjoy the benefits of a flexible work culture. Before you embark on your hoteling journey, it is critical to develop a comprehensive strategy that is both thoughtful and systematic to figure out which desk booking application is best suited for your company.

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