Desk booking

Definition

Desk booking, also known as a desk reservation tool, is a method that allows employees to reserve a workstation in advance, such as a desk or meeting room, within a shared work environment.

Adopting a desk booking system is a solution for companies wishing to maximise the efficiency of their workspaces, offer greater flexibility to their employees and simplify the management of reservations.

This is particularly beneficial in flex office environments, where employees do not have assigned desks and where spaces are shared. In addition, the implementation of desk booking software can be relevant for companies adopting a hybrid work model.

The functionalities of desk booking software

Thanks to these desk reservation tools, employees can organise their working day more efficiently by consulting the availability calendar of spaces and selecting the facility that best suits their needs. The interface integrates office plans to facilitate orientation within the different spaces.

These desk booking solutions are managed through software, an application or an online platform, allowing employees to check the availability of spaces, choose the time and date that suits them, and make their reservation.

Some systems also integrate functionalities such as real-time visualisation of space availability for users, cancellation management and customisation of space configurations (for example, booking a meeting room with specific equipment).

The advantages

Desk booking services allow employees to reserve their workspace independently, reducing the stress associated with finding an available space. This promotes better organisation and anticipation of their professional life by allowing them to plan their locations for the week in advance.

Companies also benefit from this. They can analyse the extensive data from their premises: employee declaration rates, their location (whether they are in the office, working remotely, travelling or absent) or the occupancy rates of spaces, allowing them to determine the days when employees are most present in the office. All this data is important and can help improve the employee experience.

In summary

Desk booking is a tool for reserving a workstation, a desk or a meeting room. This practice is particularly useful in flex office environments where desks are not assigned. Employees can plan their day by consulting availabilities and choosing facilities adapted to their needs. This system offers companies a solution to optimise the use of their spaces, offer flexibility to employees and simplify the management of reservations.