As more companies adopt hybrid work models, the role of the office space has naturally changed. For starters, your entire workforce is not coming on-site daily, meaning the workplace serves different needs, such as connection, collaboration, and communication. When people do come in, they want to socialize and work on team projects rather than individual tasks like they do at home. Separating the home office from the workplace reveals how important both are for overall productivity.
How do you know which types of workspaces your staff requires to work effectively? How do you ensure access to these specific workspaces? Do you use office space management software to optimize your working areas and save costs?
Understanding the new work trends, such as flexibility, is fundamental as many workers have a vision of what the modern office should entail. The on-site experience is more personal, it is not just a place where employees go to perform their jobs. They schedule their days in the office to collaborate with their colleagues, attend a specific event, or simply connect with their teammates.
At deskbird, we help you embrace the future of work, especially the flexible work model. Here is how hybrid office software benefits every modern organization and workforce and why deskbird is the best tool for hybrid work.
What is office space management software?
The major features of office space management software
Office space management software is a digital tool designed to help businesses optimize the utilization of their workspace through the use of occupancy analytics. Such a platform tracks who uses certain spaces in the office and when in order to supplement decision making regarding how to organize the office and its resources. In other words, it supports companies in effectively organizing and handling their office layouts, room bookings, and real estate assets.
The primary goal of a space management solution like deskbird is to ensure that the physical space of an office is used efficiently. It caters to the organization's operational needs and its employees' comfort.
The main features of office space management software often include
Additionally, deskbird integrates with other systems like calendar applications and offers convenient mobile access. It thus enables dynamic workspace management and enhances employee experience in an increasingly flexible work environment.
A digital solution meant to benefit everyone in the workplace
More flexibility at work inevitably leads to a few changes in our relationship with the physical workplace. Therefore, as a hybrid company, you must gain insight into office use to offer your staff the work environment they need to thrive. This includes considering the role of the environment on employee productivity, equipping your teams with desk booking software, and optimizing your office space to stop wasting money.
Technology is a big part of our lives, and taking advantage of it in the professional setup is fundamental. With office space management software like deskbird, you provide your staff with an intuitive hot desking system. Planning a hybrid schedule has never been so simple. They can organize the entire week in only 5 clicks. But it doesn’t only make your employees’ lives easier. Thanks to its innovative features, the deskbird app also supports HR, CRE, facility, and finance managers.
How does office space management software benefit your company?
1. Hybrid office software enables office space optimization
Having access to actual data about how your employees use the office space when working on a hybrid work schedule makes space optimization easier and more relevant. You can spot areas of improvement by analyzing data about how your staff utilizes the different workspaces and combining it with their feedback. You can then make pertinent data-based decisions about adjusting your workplace layout and downsizing the office space.
For example, you might realize your initial plan doesn’t work. People don’t come on-site because they don’t have access to the workspaces they need. Meeting rooms are constantly booked. Half of the single desks are unoccupied. Plus, your staff admits that they would rather work from home because it’s easier to get their sports activity in their schedules. HR, facility, and finance managers can collaborate to rethink the workspace and create an environment that better answers your employees’ expectations.
2. Office space management software saves you costs
Maximizing your workspace often reduces office expenses. With more people working from home, many businesses realize their office layout is no longer appropriate. Why would you keep providing an individual desk for each employee if half of them are operating remotely? It is essential to know which office space types your workforce needs (single desks, meeting rooms, shared workspaces, etc.).
Choosing the right layout and optimizing your office can lower your real estate costs and significantly decrease expenses like maintenance, electricity, water bills, etc. To learn more about how implementing a hybrid work setup and using office space management software can help you reduce costs, you can read our article about office cost-saving ideas. Lastly, you can try our hybrid office calculator to find your estimated net office cost savings.
3. A hybrid workspace management tool provides you with key information to make your employees thrive
Knowing how to optimize your office space gives you a key advantage in building a thriving workforce. As you can read in our article about the impact of the office layout on productivity, the efforts you put into designing a people-centric work environment deeply matter. This can include anything from creating offices with biophilic design to developing more collaborative spaces. All of these small changes make a large impact when it comes to how productive and happy your employees are.
What’s the role of hybrid office software in that?
It balances spatial needs and workers' preferences, allowing the creation of tailored-made work areas that enhance comfort and productivity. With features like desk booking and space utilization analytics, the software ensures that workspaces are flexible and accommodate various working styles, from collaborative sessions to focused individual tasks.
This adaptability fosters employee well-being, as your team members feel empowered to choose settings that best suit their tasks and preferences. Additionally, digital solutions like deskbird can streamline the management of shared resources and equipment. This reduces the risk of scheduling conflicts and friction among workers.
To put it in a nutshell, office space management software optimizes the physical workspace through strategic design based on data to create a harmonious, resource-efficient environment that supports both individual performance and collective success.
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4. The collected data help you maintain a healthy work culture
Spotting employees who tend to stay at the office for a few extra hours more often than they should is easy when everybody is on-site. You can physically see how many hours each person is working. The same goes for noticing any signs of burnout. However, adopting a hybrid work model makes witnessing unhealthy or toxic work behaviors more difficult because employees are out of sign. So, what are some solutions to prevent this and create a more healthy working culture?
Office space management software gives you access to your coworkers’ timetables. The goal is, of course, not to stalk their agenda; rather, it can help you identify some patterns. For instance, you might realize that your colleague Mark has started coming on-site less often. This can be for logistical reasons. However, it can also mean he is isolating himself. Having an open conversation to understand why he prefers to work remotely is crucial to make sure there is no reason to worry about it.
How does using hybrid office software benefit your employees?
5. Hybrid office software fulfils the needs of modern organizations and workforces
In 2020, the pandemic reshuffled how we work and opened a new door to flexible work arrangements as we all had to work from home for the safety of our colleagues and communities. Without the ability to see each other in person, organizations were forced to revert to remote work models but quickly found that it had many benefits, such as providing greater work-life balance and improve employee satisfaction. A few years ago, scheduling a workday according to our personal calendars and priorities was not an option. Imagine one of your team members asking: “Can I work remotely next week because I’d like to visit my sister in Madrid and work from there!”. How would you have reacted? For many of us, this would be unimaginable as we were required to be physically present in the office daily.
But today, hybrid work is commonplace for many organisations post-pandemic as many people have gotten used to the comforts and flexibility of working from home. However, some companies try to force their employees back into the office full-time due to a lack of trust in the productivity of working from home. Many leaders have proximity bias, only beleiving that work is being completed if they can see them doing it in person. As you can read in our article about this topic, this approach might not be the best idea in the long term as it fosters a culture of mistrust and also shows preference to those who are able to come into the office, which may be a challenge for working parents or those with physical disabilities. Employee experience is more important than ever for attracting and retaining talent, especially in the current highly competitive job market. Enabling a mix between remote work and office days is the perfect solution to combine the needs of everyone (organizations, managers, and employees).
6. Office space management software makes collaboration and team bonding easier
Office space management software not only helps you run the workplace effectively but it also indirectly benefits other parts of your organization, including employee experience and, more specifically, collaboration. For example, a week planning app like deskbird ensures that teammates comes in on the same day so that they can work together on tasks that involve creative brain storming and problem solving. Without such a platform, coordinating in-office days among multiple people becomes complex, harming both employee-experience and the capacity for fruitful collaboration.
We know how difficult it can be to maintain corporate culture and a collective mindset when people work from different locations and only occasionally see each other. In-person meetings are necessary for developing connections as our screens create a subtle barrier that inhibits deeper relationships. We miss out on the nuances of our colleagues personalities since little non-verbal signals don't translate well on screen. The major features of the deskbird office space app (room booking, interactive floor plan, weekly planning, and office events) are made to boost team bonding and collective behaviors.
The weekly planning features make it easier to plan to meet in the office by seeing who booked a workspace and when. For those who want to build friendships with their colleagues, this feature allows them to come in on the same day as their faveorite teammates. In turn, these friendships improve the employee experience and loyalty to the organization. Additionally, room booking enables team members to book collaborative workspaces to work on group projects or gather for a team catch-up. Some tasks need that type of space to be completed efficiently. Therefore, room booking ensures that teams have the space they need. Finally, our office events feature facilitates company and team event scheduling while encouraging team bonding ideas. This feature is dedicated to building those deeper, more personal bonds that are so crucial for developing a positive company culture with dedicated employees.
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7. deskbird’s people-centric features help improve the employee experience
Hybrid office software is a big plus for improving employee experience. It helps workers effortlessly schedule their week in no time while removing unnecessary stress. For instance, it reduces the risk of frustration of not finding a seat or having to work in a corner of the office that doesn’t match their needs and prevents them from working effectively. Its easy use and integration options also support collaborative projects and organizing meetings from a centralized space.
When coming to the office, there might be some colleagues your staff wishes to sit by, either because they are working on the same projects, they boost each other, or simply get along. The deskbird app is even fitted with an interactive floor plan. This is great in case your coworkers haven’t booked a workspace ahead and want to see where their team is located quickly.
Additionally, such features promote greater work-life balance and flexibility. By giving people the autonomy to choose when to come in, they are able to prioritize other important parts of their lives, such as family and health. This means happier employees who are able to truly focus on work then they need to and who are less likely to leave the job. So, while it is not obvious, people-centric features directly impact the overall success of your business.
Office space management software is a fundamental element of today’s workplace technology. As the needs of employees and companies shift, it is important for businesses to stay agile. Most pertinently is the overwhelming adoption of hybrid and flexible work models. This transition requires organization and digital transformation to be successful as leaders need to keep track of when and where their teams are working. This is where an office management software, like deskbird, comes in! The benefits of hybrid office software are not only related to managing the workspace, optimizing it, and saving costs. But also, another key perk includes the positive impact it has on employee experience, helping teams bond and build deeper connections at work which leads to a more loyal and motivated workforce. Digital support like the deskbird app helps you create a people-centric and thriving work environment while enabling your staff to make the most of hybrid work.
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Paulyne is a hybrid work specialist, who writes about sustainability, flexible work models and employee experience.