Hoteling

Definition of hoteling

Hoteling is a workspace reservation system that enables employees to temporarily reserve offices, meeting rooms or workstations according to their needs. This concept, inspired by the hotel industry, transforms traditional office spaces into flexible shared resources, optimizing the use of premises in a hybrid work environment.

Origin and evolution of the concept

The term "hoteling" comes from the hotel industry, where rooms are reserved temporarily by guests. Applied to the professional world, this concept emerged in the 1990s and has been widely democratized with the rise of the flex office and new working methods. Hoteling meets a growing need for space optimization in the face of reduced physical presence in the office.

Hoteling vs Hot desking

Although similar, hoteling and hot desking have important differences:

• Hoteling: pre-booking of a specific space with personalized services
• Hot desking: allocation of available positions on a "first come, first served" basis.

Hoteling offers more predictability and control, while hot desking favors spontaneity.

How hoteling works

The hoteling system generally works in the following stages:

1. Booking: the employee reserves a space via a desk booking platform
2. Confirmation: receive confirmation with details of reserved space
3. Preparation: space is prepared according to specified needs
4. Use: occupation of the space during the reserved period
5. Release: restored and made available to the next user

Types of areas concerned

Hoteling can be applied to different types of spaces:

• Individual workstations: desks equipped with computer, telephone, supplies
• Meeting rooms: equipped spaces for meetings and presentations
• Collaborative spaces: areas dedicated to teamwork
• Phone boxes: isolated spaces for telephone calls
• Specialized areas: laboratories, workshops, studios

Advantages of hoteling

For companies :

• Cost optimization: reduced fixed space requirements
• Organizational flexibility: rapid adaptation to team changes
• Better visibility: tracking actual space occupancy
• Enhanced experience: services tailored to your needs

For employees :

• Choice of environment: selecting the most suitable space for the activity
• Predictability: guaranteed space when you come into the office
• Customized services: access to specialized equipment
• Save time: avoid searching for a vacancy

Support technologies

Hoteling is based on advanced technologies:

• Reservation platforms: web and mobile applications for managing reservations
• IoT sensors: occupancy detection and automated management
• HRIS integration: synchronization with human resources systems
• Analytics: analysis of usage data for optimization

Setting up hoteling

Implementing hoteling requires :

1. Needs analysis: study of attendance patterns and activities
2. Space planning: adapted zoning and modular equipment
3. Choice of tools: selecting the right management solution
4. User training: support and training in new processes
5. Monitoring and optimization: continuous adjustment based on user feedback

Challenges and solutions

Hoteling presents certain challenges:

• User acceptance: supporting cultural change
• Peak management: anticipating periods of high demand
• Maintenance: keeping spaces clean and operational
• Personalization: maintaining a sense of belonging despite the absence of a fixed position

To sum up

Hoteling represents a major evolution in workspace management, offering flexibility and optimization in a hybrid work environment. This approach requires careful planning, adapted tools and support for change to maximize its benefits. Properly implemented, hoteling helps to improve the employee experience while optimizing real estate costs.