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Rolling out a desk booking system? 3 simple steps to guarantee adoption

Published:

September 28, 2023

Updated:

April 10, 2024

Desk booking systems are increasingly becoming key in today's flexible workspaces. They enhance productivity and operational flow by simplifying desk booking and management. But how do you roll out a desk booking system and ensure all team members are on board and actively using the system? 

This comprehensive guide, meticulously crafted for IT Managers, presents a step-by-step approach to successfully implementing a desk booking system. Let's get started! 

man working at his laptop in a hybrid work environment

Identify the need and set clear objectives

The first critical step in rolling out a desk booking system is clearly identifying the need for such a system within your organization.

This involves assessing current methods and procedures and identifying the shortcomings and gaps a desk booking system like deskbird can fill. Whether it's to bring order to a chaotic office environment, streamline desk allocation, or maximize workspace utilization, having well-defined objectives will guide the selection process and serve as the benchmark for the rollout's success. 

Once you've identified the need, these objectives must be communicated to all stakeholders. The 'why' behind the transition to a desk booking system often plays a significant role in determining the level of adoption. When staff members, from top management down to the interns, understand the benefits of a desk booking system, they are more likely to adopt and use it consistently. 

hybrid team discussing together


Choose the right desk booking system

The next step is to select the right desk booking system for your organization. While numerous apps are on the market, not all may suit your needs. Thus, it's essential to evaluate each option carefully. Some crucial factors include ease of use, integration with existing systems, customization options, and customer support.

For example, deskbird offers a powerful and intuitive desk booking solution that can easily be integrated into your existing workflow. It is incredibly user-friendly, offers numerous customization options, and provides excellent customer support to ensure a smooth transition. By selecting a solution like deskbird, you increase the chances of adoption among your team members.

--> Watch our walkthrough video and discover all deskbird's features!

Train your team

Once you've chosen your desk booking system, providing sufficient training for your team is important. This includes not just a simple tutorial on how to use the system but also an explanation of why it's important and how it will benefit each individual and the organization as a whole. Training can be done in person, virtually, or through a combination.

It's important to remember that everyone has different learning styles and paces. Therefore, providing ongoing support and resources for learning can make a big difference in adoption rates. For example, deskbird offers comprehensive training programs and resources, ensuring everyone on your team can use the system comfortably and effectively.


Rolling out a new desk booking system can be a daunting task. By following these steps, you can ensure higher adoption rates among your team members. Start by identifying the need and setting clear objectives, then choose a suitable system like deskbird.

Lastly, invest in training your team and provide continuous support. With these practices, you'll be well on your way to making your workspace a better place.

--> Ready to test deskbird? Request a free trial today!