Maximizing Office Space:

Solving the Hybrid Scheduling Problem

Discover innovative solutions for hybrid scheduling & maximize office space. Boost productivity & collaboration with inspace's workplace management platform.

As the world transitions back to the office, businesses must adapt their workspaces to accommodate changing team needs. This is particularly challenging for companies that have expanded or pivoted during the pandemic. They now face the task of juggling more employees, reconfiguring office layouts, and embracing new work styles. Dive into innovative solutions for desk usage and scheduling, backed by impressive stats, and discover how inspace can lead your organization into the future of hybrid work.

Juggling desks and employees is a complex task. Overcrowded offices can lead to frustration and reduced productivity. Instead of playing musical chairs, consider these forward-thinking strategies, supported by compelling statistics:

Desk sharing is ideal for companies with limited space. By assigning multiple employees to the same desk at different times, you can optimize desk usage and promote collaboration. However, this approach may not suit everyone, especially those who require privacy or have specific workspace needs.

Hot desking offers a more flexible, first-come-first-served approach. According to Gensler, 56% of employees prefer hot desking over working from home. This system works well for companies with remote employees or those who work part-time in the office. Keep in mind that not all employees may prefer this option, as it lacks a dedicated workspace.

A blend of desk sharing and hot desking, desk hoteling allows employees to reserve a desk in advance, providing a dedicated workspace while maintaining flexibility.

Herman Miller reports that this method increases workspace utilization by 30% and reduces real estate costs. Keep in mind for this approach to be successful, it requires efficient reservation management.

Flexible seating offers various seating options, such as couches, lounge chairs, work counters, and standing desks. This approach caters to diverse work styles and fosters a comfortable environment. However, it may not suit those needing dedicated workspaces or privacy.

For most companies, adopting a mix of seating options can provide the flexibility needed to accommodate diverse employee preferences and work styles.

Steelcase reveals that 88% of employees want more choice and control over their workspaces. By offering shared desks, hot desking, hoteling, dedicated seating, and flexible seating, organizations can create a dynamic and adaptable workspace that meets the needs of their workforce.

This hybrid seating strategy not only promotes employee satisfaction but also encourages collaboration, creativity, and productivity. By providing a range of seating options, companies can cater to different tasks, work styles, and personal preferences, ensuring that each employee finds a comfortable and efficient work environment. Ultimately, this approach supports a thriving, future-proof workplace that is prepared to evolve with the ever-changing landscape of hybrid work.

Once you've chosen a desk management strategy, it's time to implement an effective scheduling system. Here are some popular solutions backed by practical experience:

Using shared calendars, such as Google Calendar, makes it easy for employees to book desks and prevents scheduling conflicts. However, managing numerous calendars and relying on employees to book their slots can be challenging and often creates chaos.

Customizable and shareable, spreadsheets can help manage desk usage. However, they can be time-consuming to maintain and may cause errors, and a lot of frustration, if employees fail to update their schedules.

Purpose-built workplace apps like inspace offer efficient desk management and real-time availability data. These applications provide additional features, such as analytics and reporting, to optimize space usage. Additional investment is required to add these applications. However, the benefits far outweigh the minimal cost to subscribe to the app. Typical returns are seen in physical space optimization savings, increased productivity, and workplace satisfaction.