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Hot Desking & Office Hoteling

Hot Desking & Office Hoteling

Leverage hybrid workplace to reduce cost & maximize facility utilization.

VLogic’s Hot Desking software/ Office Hoteling solution can dramatically reduce real estate costs through tools that make it possible to maximize the utilization of existing space by letting hybrid office/homework workers share desks and offices.

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I. Hybrid is Here to Stay

The hybrid workplace model gained significant traction during the COVID-19 pandemic, as companies and employees realized the benefits of blending remote and in-person work. Here are industry data and links to sources that demonstrate why the hybrid workplace is likely here to stay:

Increased Productivity. Many employees have reported increased productivity when working remotely, which has been corroborated by various studies. For instance, a study by Prodoscore Research found a 47% increase in worker productivity in 2020 compared to 2019.

Cost Savings

Companies can save on real estate and operational costs by implementing a hybrid model. Global Workplace Analytics estimates that employers can save $11,000 per employee per year by allowing them to work remotely half the time.

Employee Satisfaction and Retention

A Gartner survey revealed that 75% of employees expect their employers to continue offering flexible work arrangements even after the pandemic. This indicates that offering hybrid work options can contribute to employee satisfaction and retention.

Environmental Benefits

Remote work has been shown to reduce greenhouse gas emissions, as it cuts down on daily commutes. Research from Global Workplace Analytics suggests that if people who held telework-compatible jobs worked remotely half the time, greenhouse gas emissions could be reduced by 54 million metric tons annually.

Adoption by Major Companies

Several prominent companies have announced long-term hybrid work policies, including Google, Microsoft, and Salesforce. This adoption by industry leaders highlights the staying power of the hybrid workplace.

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II. Cost Savings

The most compelling of the above drivers behind hybrid popularity is the cost savings derived from using VLogic’s Hot Desking software/ Office Hoteling solution to dramatically reduce real estate costs through tools that make it possible to let hybrid office/home workers share desks and offices.

A. Direct Cost Savings to Employers

  • Reduced office space costs: By allowing employees to work remotely part of the time, companies can reduce their need for physical office space. According to a report by Global Workplace Analytics, organizations can save approximately $10,000 per employee per year in real estate costs by implementing a hybrid work model.
  • Lower utility expenses: With fewer employees in the office on a daily basis, companies can expect a significant decrease in utility costs. Furthermore, fewer employees on the road will have a direct impact on carbon emissions. For example, Xerox, a long-time hybrid workplace, reported that its employees drove 92 million fewer miles in 2015, reducing carbon dioxide emissions by 41,000 metric tons and saving $10 million dollars.

B. Indirect Cost Savings to Employers

  • Increased employee retention: A study by Owl Labs found that companies offering a hybrid work model experience a 25% lower employee turnover rate compared to organizations with a traditional office setup. Lower turnover rates translate into reduced costs associated with hiring and training new employees.
  • Enhanced productivity: According to a two-year study by Stanford University, employees who worked remotely part of the time experienced a productivity boost equivalent to an extra full day of work per week. This increased productivity can lead to cost savings by reducing the need for additional staff or overtime.
  • Decreased absenteeism: A study by Global Workplace Analytics found that hybrid work arrangements can result in a 63% reduction in absenteeism, as employees with flexible work options are less likely to take unplanned days off. This can save organizations thousands per employee per year in lost productivity and associated costs.

C. Direct Cost Savings to Employees

Reduced transportation and commuting costs: Employees who work remotely part of the time can save on transportation expenses, such as fuel, vehicle maintenance, and public transit costs. In turn, this can lead to a happier and more financially stable workforce, which can positively impact overall company performance.

D. Overall Impact

By embracing a hybrid workplace, organizations can not only save money but also promote a more agile, productive, and engaged workforce, ensuring long-term success in an ever-evolving business landscape.

III. VLogicFM Solves Hybrid Challenges

Given the substantial benefits of a hybrid model, what are some of the challenges to deploying a hybrid model? How does VLogicFM empower customers to solve these changes?

Hybrid Challenges
VLogicFM Office Hoteling Solution
Hybrid Challenges

Enterprise communication
How to communicate room/desk bookings information across the enterprise without mass confusion?

VLogicFM Office Hoteling Solution
    • Solution: Our office hoteling SaaS offers a centralized, real-time booking platform that allows employees to effortlessly view and reserve available desks and rooms. The platform is designed for ease of use and accessibility on multiple devices, ensuring that everyone in the organization is always up-to-date with room and desk reservations.
    • Example: When Jane books a desk for her day at the office, her reservation is instantly visible to her colleagues on the platform. This helps avoid any confusion or misunderstandings, allowing everyone to plan their workspaces efficiently.
Hybrid Challenges

Conflicts & Overbooking
How to prevent schedule conflicts and overbooking desks/rooms?

VLogicFM Office Hoteling Solution
    • Solution: Our advanced scheduling algorithms intelligently prevent double bookings and conflicts, ensuring a smooth and efficient booking experience. The platform also allows employees to set up recurring bookings for specific days and times, reducing the chances of any scheduling errors.
    • Example: When Mike tries to book a room for a meeting, the system will automatically check if the room is available and notify him if there's any conflict. He can then easily choose an alternative time or room without worrying about overbooking.
Hybrid Challenges

Manage ever-changing workplace
How to provide office location and details to users even with daily/weekly bookings changes?

VLogicFM Office Hoteling Solution
    • Solution: Our platform integrates seamlessly with popular map and navigation services to provide employees with accurate, real-time information about their booked spaces' locations. In addition, users can access essential details such as room capacity, layout, and equipment, ensuring that they have all the necessary information to plan their workday
    • Example: When Carol books a desk in a different office location, she can easily access the platform to find the exact location, nearby amenities, and any additional information she may need to navigate her new work environment.
Hybrid Challenges

Meeting Room Amenities/Resources
How to provide needed office resources (amenities, catering, office equipment, etc.) for meetings & presentations?

VLogicFM Office Hoteling Solution
    • Solution: Our SaaS solution includes a comprehensive resource management feature that allows users to reserve and manage additional resources such as catering, presentation equipment, and technical support. This integrated approach streamlines the entire booking process and ensures that all the necessary resources are available for a successful meeting or presentation.
    • Example: When scheduling a client presentation, Tom can easily reserve the required projector, conference call equipment, and even order catering through the platform. This way, he can focus on delivering an excellent presentation rather than worrying about logistics.
Hybrid Challenges

Avoid more bureaucracy
How to avoid creating a new bureaucracy to manage booking approvals?

VLogicFM Office Hoteling Solution
    • Solution: Our platform's intelligent booking system eliminates the need for a separate approval process, as it is designed to automatically accommodate all users' needs and preferences. By utilizing customizable rules and permissions, managers can maintain control while promoting a more agile and efficient work environment.
    • Example: When a sales team member needs to book a conference room for a client meeting, the system will automatically prioritize their request based on predefined rules, without the need for manual approval from a manager.
Hybrid Challenges

User training costs
How to prevent increased training expenses and delays during the onboarding process?

VLogicFM Office Hoteling Solution
    • Solution: Our office hoteling SaaS is designed with user-friendliness in mind, featuring an intuitive interface and clear navigation. Additionally, we provide comprehensive onboarding resources, including video tutorials and user guides, to ensure a seamless transition for new employees.
    •  Example: VLogicFM is built on platforms that are already familiar to most users: desktop web browsers & mobile apps. Most users will probably be    able to navigate the scheduling app without the need for training.
    • For the remainder who need training, online video tutorials will be provided along with live remote training for managers.

Also Solves Standard Room Booking Requirements

In addition to meeting the hot-desking and office hoteling needs of a hybrid workforce, the VLogicFM Scheduling module also solves the standard Room Booking requirements of a standard workforce. See the Room Booking page for more information.

VLogicFM’s Streamlined Onboarding Process

VLogic’s hot-desking and office hoteling software uses a streamlined 5-step onboarding process, with two tasks assigned to the customer and the remaining three assigned to VLogic. VLogic services staff will ensure that data migration and configuration will move forward with minimum hassle to the customer.

 

 

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Frequently Asked Questions

Hot desking software streamlines the process of sharing a facility’s inventory of work office desks between multiple employees. This arrangement is a response to the rising number of workers who work partly from home and partly from the traditional office. One of the major benefits of implementing a hot-desking solution is the tremendous savings in space realized by facility owners/lessees. The cost savings can be a major boon to the bottom line.

Like hot desking, office hoteling is also a shared space model, only geared to office rooms rather than desks. Otherwise, the concept is the same.

VLogic’s hot-desking and office hoteling software gives you all the hot-desking functions you need: (1) Centralized booking/reservation system on the cloud, to reserve bookings from home or office, (2) Check-in process to reduce employee overbookings, (3) Approval process for automated or human-involved booking approvals, and (4) Robust notification mechanisms over SMS or email, for streamlining stakeholder communications.

By sharing desks and rooms between multiple workers, companies can reduce the overall need for more real estate. Given that office real estate is usually a huge capital cost, this represents substantial savings.

Hot desking software gives employees more choice in where they work, improving their well-being, increasing job satisfaction, and providing relief from habitual office routines.

Absolutely. VLogicFM is extremely flexible. Users can book desks or rooms one date at a time, by recurring dates, or by standard work shifts. The user has control of which days to work, or not work.

Yes. The system can be configured for supervisor-only bookings or the more typical user-based bookings.

Absolutely. We developed a mobile app called VL Scheduler that is designed specifically for making it easy for regular users, not just facility engineers, to reserve and manage their own room/seat bookings. VL Scheduler is available free on the Apple App Store or Google Play Store.

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