What is desk booking?

Desk booking: office reservation system

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Desk booking enables workstations to be reserved using a mobile application or other reservation system. On theuser interface, employees can consult the available workspaces and book them according to their needs. 

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Administrators of the office reservationapplication or software can also define user-specific access rules for workstations.

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In a company organized as a flex office, employees don't have their own offices. With desk booking, you can anticipate their presence on the premises, and provide them with a workstation in advance.

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Who is desk booking for?

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To find out whether desk booking is the right solution for your company, you need to calculate the workstation fill rate, i.e. the ratio between the number of available workstations and the number of employees. Desk booking is particularly interesting when the overcrowding ratio is less than 1, i.e. when there are fewer workstations available than employees.

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Desk booking doesn't just apply to closed offices and in-house meeting rooms. It can also be applied to coworking spaces.

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Desk booking for a better user experience

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Setting up a desk-booking system can meet an organizational need, particularly for a flex-office workspace.

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Thanks to this tool, each employee can see if there are any workstations available. By reserving a desk, the employee secures a space before coming to work. If the workspace is saturated, desk booking saves them an unnecessary trip.

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Desk booking also encourages activity-based working. Employees can choose the location and type of office to suit their activities. For example, they can choose a closed office to carry out a confidential mission or to meet a need for concentration.

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In terms of employee well-being, this concept promises autonomy and flexibility for employees, while reducing the stress associated with not knowing where you're going to work.

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Desk booking and occupancy rates to optimize office space

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Desk booking software can provide the occupancy rate of workspaces. Combining the occupancy rate with the overcrowding rate, i.e. the ratio between the number of available workstations and the number of employees, helps to guide office optimization strategies.

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Desk booking, hot desking, zone booking: how to tell the difference?

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Booking zone

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Zone booking is based on the same principle as desk booking, only employees reserve a place in a work zone rather than a specific office. Through collective occupation of the space, this concept encourages sharing and conviviality.

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Hot desking

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As with desk booking, workstations are not assigned. Instead, the employee finds a desk on arrival at the workspace, without having to reserve it. Hot desking breaks the routine, promotes conviviality and flexibility in the workspace. 

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With desk booking, employees can reserve a desk or workstation using a mobile app or other reservation system.