Author: Luke Christian-Farman

My name is Dave, and welcome to Beyond Hybrid. Each month I’ll be “peeking around the corner” in a humble attempt to deliver the latest insights about the next chapter of work straight into your inbox.

Together, we’ll wrestle with the changing landscape of work as we seek to understand what might lie beyond this undeniably “hybrid” moment. We’ll dive deeper into the biggest online conversations and further explore insights from thought leaders on the future of work so you and your company can continue to have fresh ideas to explore.

Sound good? I hope it’s a marked difference from where we all were when the pandemic hit. Back then, we got thrown into an experiment and we’ve only just managed to find our feet. Let’s not make that same mistake again.

I’ve just got back from Running Remote – a conference in Lisbon focusing on how companies can make remote work successful. What’s my big takeaway from that event? They can’t. Or if they can, it’s just not going to be as successful as the hybrid solution. Since the beginning of the pandemic, big companies resisted full-on remote work (understandable). But now, more and more of us are sobering up to just how hard the mass adoption of remote work truly is.

Running Remote

I’ve just got back from Running Remote – a conference in Lisbon focusing on how companies can make remote work successful. What’s my big takeaway from that event? They can’t. Or if they can, it’s just not going to be as successful as the hybrid solution. Since the beginning of the pandemic, big companies resisted full-on remote work (understandable). But now, more and more of us are sobering up to just how hard the mass adoption of remote work truly is.

Leaders are starting to accept that even if remote work at scale results in a much better society at scale, we can’t will it onto Fortune 100+.

Sure, Sam Szuchan might go viral on LinkedIn every day preaching the good word of remote—but that doesn’t mean his “sermons” are the reality of the present moment.

We had our moment of revolution (which we REALLY needed!) but now we are settling back into evolution, albeit with the veil having been lifted—a very clear before-and-after moment.

This is a Hybrid Moment

On a panel at Running Remote, I said ‘This is a hybrid moment. Period.’

Office-First is dead and, at least for now, so is Remote. Returning to the past is now a quantifiable business and talent risk. The stock performance of in-office companies lagged behind their fully flexible peers by 16% between 2020-22. And while companies like Atlassian are operating on the other end of the spectrum (their remote hires have increased 4x since 2020) it’s completely unrealistic to expect average enterprises to adopt what they define as Distributed Work.

Companies like Atlassian and Dropbox not only don’t have the resources but also the know-how to shift the “tectonic plates” of work. As time goes on, more and more companies will fit this newfound company ethos but for now large enterprises need to focus on incremental change. They need to shift from in-office to hybrid. They need to shift from top-down mandates to team-led agreements.

Now, that doesn’t mean we should sit in neutral and accept a “structured” approach to hybrid work (ie. everyone comes in Tuesday, Wednesday, and Thursday) as a final destination. Far from it.

But it does mean that we have to recognize much like the pursuit of personal growth, the future of work is going to be a game of inches. Step by step, we can explore together what lies beyond the traditional hybrid model. Think no mandates, human flourishing, optimal rhythms of digital and in-person experiences.

We exist in strange times—we were shown what the world could look like in 10+ years but it was revealed during a period of massive trauma.

So it feels important to get back to more realistic, incremental change while also exploring what lies Beyond Hybrid.

Will you join me? I hope so.

Stay tuned for more insights about the next chapter of work, straight into your inbox next month!

Dave

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Dave is Kadence’s Future of Work Strategist. He foresees what’s unfolding in the world of work and advises our customers on how to prepare and adapt to the latest trends easily.

61% of meetings in the office are still hybrid  — inclusive of in-person and remote attendees, and in the U.S., 54% of meetings fall into that category.

What’s even more interesting is that it’s not likely to change. There are more distributed teams than ever, making bringing people together to collaborate in these meeting spaces one of the biggest challenges for organizations day-to-day.

It’s proof that if you want to make sure you’re not wasting money and resources in meeting rooms, managing them efficiently is more important than ever.

For those who know, Room booking software is a game-changer, allowing you to quickly reserve the rooms you need so you can focus on what matters—productive meetings that drive your business forward.

What is Room Booking Software?

Room booking software is a digital tool that transforms how you book and manage meeting spaces. It offers real-time visibility of room availability, an effortless reservation experience, and seamless calendar integrations so everyone’s schedule is in sync.

Why use Room Booking Software?

Simplifies Room Reservations

Imagine needing a room for an impromptu meeting or a planned brainstorming session. With room booking software, you can easily find and book available rooms using your mobile or desktop app, saving you a tonne of time, and reducing stress.

Integrates with Calendars

Room booking software needs to sync seamlessly with popular calendar systems like Google and Outlook because more often than not, these are the tools companies use the most. This means you can manage your room bookings right from your calendar, ensuring that your schedule, and your teammate’s schedules, alongside your room reservations, are always working in tandem.

Improves Meeting Space Efficiency

By providing real-time data on room usage, room booking software should help you optimize your spaces for better use. Enabling you to see which rooms are frequently used and which ones are often left empty. That way, you to make informed decisions about space your resources, and your spaces.

Benefits for Hybrid Teams

Book your ideal space with Flexible Scheduling

Whether you’re working from home or in the office, book rooms from anywhere. This flexibility is crucial for hybrid and distributed teams, allowing members to coordinate meetings regardless of their location.

Enhance Collaboration in Productivity-Boosting Spaces

Easily coordinate meetings with team members, ensuring everyone is on the same page and able to attend in-person or remotely. Room booking software facilitates communication and collaboration, making teamwork more effective.

Gain Insights for Cost-Effective Space Management

Use data to optimize room usage and reduce unnecessary expenses. By understanding how your spaces are used, you can make strategic decisions that save money and improve efficiency on a daily basis.

Key Features

1. Quick Comparison and Booking

No more endless searching for an available room. With just a few clicks, you can instantly select, compare, find, and reserve any available room for your meetings, ensuring you always have the space you need when you need it.

2. Room Visibility

Get a clear view of all available meeting rooms and their schedules in one place. This transparency helps you avoid double bookings and ensures that everyone on the team knows which spaces are free.

3. Room Booking Displays

Use displays outside of your conference rooms to make it easier to check in or see whether it’s in use, or when it’s next available so you can book that meeting space for the time you need.

4. Real-Time Data

Access insights into room usage patterns, helping you understand how your spaces are being utilized. This data can be invaluable for optimizing your office layout and ensuring you’re making the most of your resources.

5. Amenities

When booking a room, you can add necessary amenities like projectors, whiteboards, or video conferencing equipment. This ensures that your meeting space is fully equipped for whatever you have planned.

6. Auto-Release

If a meeting is canceled or there are no-shows, automatically free up the room, making it available for others to use, maximizing room utilization, and preventing wasted space.

7. Catering Options

Planning a long meeting or a working lunch? Include catering needs with your room reservation, so everything is ready when your team arrives.

8. Check-In Reminders

Receive notifications through Slack or Microsoft Teams to remind you to check into your booked room. This feature ensures that reserved spaces are used and helps prevent no-shows.

How it works

• Find a Room: Search for available rooms based on location, size, and amenities. Invite who you want to attend, add a time, date, and any catering options if you have that set up.
• Book a Room: Once you’ve found the ideal room, and you’ve invited who you need, reserve it directly from your calendar or through the app. The process is quick and straightforward, minimizing the time spent on logistics.
• Check-In: Confirm your reservation by checking in when you arrive. This step ensures that the room is marked as occupied and ready for your meeting.
• Free Up Space: If you no longer need the room, release it for others to use, maximizing the efficiency of your meeting spaces.

How to book rooms with Google and Outlook

• Google Calendar: Create an event, add meeting details, invite teammates, and select an available room. Your room booking is then reflected in your calendar, keeping everything organized.
• Outlook: Click ‘New event’, and choose an available room from the drop-down. Give the meeting a description, invite your guests, and hit send.

How to manage Meeting Room Bookings

Define Room Capacity

Establish the capacity and amenities for each room helping users choose the right space for their needs. It also ensures that rooms are used appropriately and for their intended purpose.

Implement Booking Processes

Help teams see available rooms, book them, and check in, streamlining the booking experience and reducing confusion.

Analyze Usage Data

Understand which rooms are most used to make necessary improvements. By analyzing data, you can identify trends and make informed decisions about space management making huge cost-savings in unused space.

Final Thoughts

By leveraging advanced room booking software solutions, you can revolutionize your meeting space management processes, creating a seamless and efficient environment for hybrid teams to collaborate effectively.

Room booking software goes beyond simply streamlining the logistics of room booking; it transforms the way teams interact within their workspace.

By providing real-time visibility into room availability, facilitating easy reservations, and offering powerful insights into space utilization, you’ll discover teams making the most of their physical and virtual meeting spaces.

The result is a significant enhancement in overall efficiency, productivity, and employee satisfaction across the organization, adapting to the evolving needs of modern workplaces, and ensuring that you can remain agile and responsive to the needs of your teams.

To understand more about how Room Booking Software can elevate team productivity, book a demo.

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Efficient space management is crucial for fostering a productive and collaborative work environment. With the rise of hybrid work models, companies need to adapt to the changing landscape of employee needs by streamlining space management effectively.

This is why we are excited to introduce our latest feature: Additional Space Types. Alongside being able to book out Desks and Rooms, this innovative addition empowers office managers to seamlessly integrate parking, lockers, and private pods into their floorplans, allowing employees to book these areas for their daily use.

No matter where your team members are located, our new feature enhances streamlining space management, accessibility and convenience, creating a more unified and efficient workspace.

What are Additional Space Types?

Additional Space Types allow office managers to add and manage various space options—such as parking spots, personal lockers, and private pods—directly within their floorplans.

This functionality simplifies the booking process and enables organizations to maximize their real estate usage efficiently.

Imagine being able to reserve a parking spot ahead of time or securing a private pod for a focused work session, all with just a few clicks. This functionality transforms your workspace into a tailored environment that meets the diverse needs of your team, fostering both collaboration and individual productivity.

5 things you can do with Additional Space Types

1. Select and book the resources you need for that day

Book out a pod for private calls, a locker for your luggage, and a designated spot for your ride all from the interactive floor plan.

2. Create and configure each space type how you like

List resources in order of priority within the booking flow. Create neighborhoods with any space type, including rooms. Set capacity limits, maximum booking durations, and limit repeated bookings for high-demand spaces.

3. Fine-tune access restrictions for each space type

Customize who gets access to each space type. Assign lockers, pods, and parking spots to team members. Give individuals priority access. Book in advance, and repeat any booking for as long as you need.

4. Enhance the efficiency of how your spaces are used

Manage lockers, parking spots, and pods in all of the same ways you could before. Set up auto-release for no-shows or cancellations, enable early check-in or via access control

5. Uncover usage patterns for each new space type

Improve the use of your spaces by utilizing Kadence’s intuitive heat map to identify the most popular space types.

The Impact of Additional Space Types on Your Organization

Efficient Space Management

The integration of Additional Space Types within Kadence allows teams to continue streamlining space management more effectively. By centralizing all space bookings and communications, organizations can streamline operations and improve overall productivity.

Savings on your Real Estate

With the ability to track and optimize space usage, companies can achieve a significant reduction in real estate expenses. This functionality allows for better resource allocation, ensuring that every dollar spent contributes to employee satisfaction and organizational success.

Enhanced Employee Experience

Kadence’s user-friendly features, including easy booking options and clear communication, enhance the overall experience for employees. By providing the amenities they need, organizations can cultivate a more engaged and motivated workforce.

Impactful Communication

The platform’s integrated communication tools ensure that all team members are informed about space availability and bookings. This promotes transparency and fosters a collaborative atmosphere, essential for modern workplaces.

Why Space Management is Important

Effective space management is vital for several reasons:

• Cost Efficiency: By optimizing space usage, organizations can significantly reduce real estate costs, ensuring that every square foot is utilized effectively.
• Employee Satisfaction: Providing employees with easy access to amenities like lockers and private pods enhances their work experience, leading to greater job satisfaction and retention.
• Flexibility: As hybrid work becomes the norm, companies must be agile in managing their physical spaces to accommodate fluctuating team sizes and work styles.
• Productivity: Well-organized spaces contribute to improved focus and productivity, allowing employees to thrive in their roles.
• Collaboration: A well-managed workspace encourages teamwork and communication, breaking down barriers and fostering a culture of collaboration.

5 Benefits of Using Kadence's Space Management Tools

1. Enhance Flexibility for Your Teams

With Additional Space Types, office managers can create a dynamic environment that adapts to the needs of the workforce. Employees can easily reserve spaces that suit their work style, whether it’s a collaborative area or a private setting. This flexibility ensures that everyone can work in a way that maximizes their productivity and comfort.

2. Optimize Real Estate Costs

By leveraging the Kadence platform, organizations can reduce unnecessary expenses associated with underutilized spaces. The ability to track and manage all types of spaces ensures that companies are only paying for what they actively use, leading to significant cost savings.

3. Simplify the Booking Process

Gone are the days of complicated spreadsheets and miscommunication regarding space availability. Kadence’s intuitive interface allows employees to book desks, rooms, parking, lockers, and pods effortlessly. This streamlined process minimizes administrative burdens and enhances the overall employee experience.

4. Drive Employee Engagement and Satisfaction

Providing employees with the resources they need—like secure lockers for personal belongings or quiet pods for focused work—demonstrates a commitment to their well-being. This fosters a sense of belonging and engagement, contributing to a positive workplace culture.

5. Improve Logistics and Communication

Kadence’s centralized platform ensures that all space-related communications are streamlined. Office managers can easily inform teams about available spaces, changes, or updates, reducing confusion and enhancing overall coordination.

Final thoughts

The introduction of Additional Space Types marks a significant step forward in the evolution of streamlining space management within organizations. By equipping office managers with the tools they need to optimize their environments, Kadence is paving the way for a more connected and productive workforce.

This feature not only addresses the current demands of hybrid work but also anticipates future needs, enabling companies to thrive in an ever-changing landscape. For organizations looking to enhance their space management strategy and create a more efficient workplace, Kadence stands out as the premier solution.

To see how Additional Space Types can transform your workspace management, book a demo today and experience the difference firsthand.

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Let’s get straight to the point. In today’s hybrid work environment, flexible hot-desk booking and the use of Desk Management Tools have emerged as a crucial tool for teams to collaborate effectively.

It provides an efficient way for teams to organize in-person meetings and brainstorming sessions, while simultaneously enabling Office Managers to optimize the use of office spaces.

In essence, it has completely revolutionized the way hybrid teams operate, making the logistics of office management significantly simpler and more streamlined.

Given the importance of such a tool, we’re excited to announce that we’ve taken Desk Booking to entirely new heights.

Our team has been working tirelessly to enhance its features, and the result is a more robust, user-friendly solution that will make the lives of Office Managers even easier.

Whether it’s overseeing the use of office spaces or coordinating team meetings, our improved Desk Booking Software is designed to handle it all with the utmost efficiency.

Create Maximum Booking Durations

Make exclusive areas of the office more available

Do you know those frequently visited areas in your office? The ones that are always buzzing with activity, filled with an assortment of snacks and surrounded by the latest trendy office furniture? It can often be quite a challenge to find available slots in these spaces because they’re almost always completely booked.

But, there’s good news!

You can now implement Maximum Booking Durations.

This function ensures that everyone within your office has an equal opportunity to make bookings in these highly sought-after areas, fostering a sense of fairness and inclusivity.

Stay compliant with health and safety regulations

And while we’re on the topic of trendy office furniture, let’s talk about ‘leaning stools’ and ‘high seats’. They may be stylish, but have you ever thought about how long your employees are sitting on them? Whatever the seating may be, prolonged use could potentially lead to health issues, and that’s where our new feature comes in handy.

With Maximum Booking Durations, you can limit the time your employees spend on these seats, helping you not only maintain a trendy office but also comply with health and safety regulations.

This way, your office remains a place of comfort, productivity, and safety.

Learn more here

Set limits on how much you can book

Make more spaces available by reducing over-booking

When it comes to the topic of exclusive areas within the office space, have you ever experienced a situation where a desk appears to be available, but in reality, it’s already been reserved by another colleague?

Perhaps your team managers are booking multiple desks on behalf of their teammates which tends to be quite common in hybrid workplaces.

Now, office managers have a solution to this problem. They can Limit Concurrent Bookings ensuring that their teams are not over-booking desks that aren’t required.

It’s a smart way of preventing individuals from booking multiple desks on behalf of their teammates who may not even turn up to the office.

By doing this, you can make sure that everyone in the office who truly requires a workspace will get one.

Get more accurate space usage data

Over-booked desks can also play havoc with your data. When desks are booked on behalf of teammates who may or may not show up, there’s no way of knowing how your spaces are actually being used.

Thats why placing a Limit on Concurrent Bookings is so important. It helps enforce the right procedures for booking desks, leading to accurate space usage data, and maximum desk management efficiency.

Here’s a more detailed guide

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If you’re a manager or employee at a utilities company, you know full well the challenges that come with adopting hybrid work. As your team grows and adapts, you are tasked with managing your office space effectively, so that it’s both functional and enjoyable for your employees.

But making the best use of your space is easier said than done. People are unpredictable, and their use of your workspaces doesn’t follow a simple set of rules. With so much complexity, how do you make sure you’re on top of your management of hybrid work?

In this article, we’ll look at some of the most common challenges utilities companies face in managing their spaces and explore how space management software can help you optimize your use of physical space.

1. Do Hybrid Right

The transition to hybrid work can seem like an uphill battle at the best of times.

As a utilities company with employees spending their time between home and the office, there are so many things you might feel you need to get on top of: having a system for scheduling and booking rooms and desks, managing your evolving teams and spaces, encouraging use of your office, and finally just knowing if it’s all working or not!

The pile of tasks keeps getting bigger and you don’t know where to turn. Is there someone or something out there that can help provide clarity and simplicity?

The Solution

Space management tools are designed to organize people and spaces efficiently and remove all of the headaches associated with hybrid work. With scheduling software, insights, software integrations, and office neighborhood planning, the best hybrid work tools are designed to make going into the office an enjoyable experience — where everyone is on the same page. Hybrid work can get messy when it’s left to the people themselves, but when it’s managed properly with a dedicated tool, it can make a huge difference to the health and success of your business.

2. Use Your Space Effectively

As a utilities company, you may well be feeling like you simply don’t use your space effectively enough. Though you may have implemented some basic infrastructure for desk booking or room scheduling, you are still struggling to connect the dots and make sure that every inch of your office serves a purpose — and keeps your employees both focused and engaged.

Certain desks or meeting rooms might be neglected, while others are constantly in demand. This uneven distribution ultimately leads to wasted resources (powering parts of the office that never get used!) and frustration among employees, who may find it difficult to access the spaces they need when they need them.

The Solution

Integrating a space management tool into your workflow will instantly help you become more efficient with your use of the office. The best tools come equipped with data and analytics that provide valuable insights into space utilization patterns. By seeing how different spaces are used throughout the day, week, or month, managers can identify trends and make informed decisions that benefit everyone involved. This could mean “switching off” certain areas when not in use to save on energy bills or reorganizing desks to distribute workers more efficiently.

3. Reduce Real Estate Costs

In today’s economic climate, your utilities company is most likely on the lookout for ways to get leaner as a business and cut down unnecessary costs. Your attention may well be turning towards one of your biggest overheads — your office lease.

But with your employees spread between home and the office, it can be hard to see exactly how your office space is being used — and therefore what action you can take to downsize and reduce your real estate bill. It seems like a big step to break your lease when you don’t know what size office your company actually needs!

The Solution

To address this challenge, utilities companies can implement desk booking management tools. Desk booking tools give you a clear understanding of the actual use of your office space and help you make decisions about how you manage your space. By implementing a desk hoteling system, you remove the need for dedicated desk space and instead gain a clearer picture into how many desks your office floor actually needs. Working with space management software ultimately empowers utilities companies to optimize their space usage and make crucial decisions on where and how to downsize.

4. Designate Office Neighborhoods

It’s likely that your utilities company is also looking for ways to get smarter about how office zones are organized for a layout that encourages collaboration and cohesion.

Sometimes hot-desking can come with the unfortunate side effect that team members are strewn across different areas of the office floor, unable to work with each other as effectively as before.

While you may be preparing to implement desk and room booking software to get more flexible about how you work, you don’t want this to come at the expense of team cohesion and productivity.

The Solution

Implementing a space management tool that supports designated neighborhoods and permissions can help utilities companies manage your spaces efficiently. Space management tools allow administrators to assign specific neighborhoods (groups of desks) to particular teams and set permissions to control who can book or access these spaces. This ensures that teams can go about hybrid work flexibly without losing one crucial aspect of their work: collaboration.

5. Robust Security and Privacy

In a time where privacy concerns are high of mind, ensuring the security and privacy of your employees’ data is another major challenge — and not one that should be ignored.

Utilities companies are tasked with protecting sensitive information related to their employees and ensuring any new tools uphold the best security standards available.

The Solution

Make sure your chosen space management software comes with next-gen security infrastructure and measures. It should be SOC 2 compliant, maintain Cyber Essentials certification, and data should be encrypted both in-transit and at rest. Joining forces with a space management tool that upholds the highest data and privacy standards will provide peace of mind when integrating a new tool into your utilities company workflow.

Kadence: The Intelligent Space Management Tool for Utilities Companies

The best space management tools don’t just provide a neat solution to room and desk booking.

Tools like Kadence have a track record in going above and beyond to ensure that utilities companies gets hybrid right, offering a comprehensive space management solution tailored to all kinds of challenges.

Our platform leverages AI-driven desk booking and flexible scheduling, data analytics, powerful integrations, and robust security measures to organize your people and spaces and get the most out of hybrid work.

Trust Kadence to provide the tools you need to create a seamless, efficient, and secure environment for your employees.

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The way we get work done in the professional world is changing dramatically.

If you’re a manager or employee at a higher education organization, you realize your sector is no different. As your workforce and spaces change, you are faced with a unique set of challenges in managing your spaces effectively under a hybrid system.

At the heart of these challenges lies the need to create an environment that is both functional and enjoyable for higher education employees. But how do you balance the demands of a modern workforce with the practicalities of space management?

In this article, we’ll dive into some of the common challenges your higher education organization may encounter in managing your space, and explore how space management software can help you get smarter about how you use physical spaces and desks — and ultimately solve your space utilization woes.

1. Downsizing Staff Offices

As your higher education organization evolves, there is a growing need to reconfigure traditional office layouts to create more collaborative and multipurpose spaces and save on real estate costs.

Downsizing staff offices and desk space to make room for other amenities like study areas, meeting rooms, and recreational facilities is becoming just as important as cutting down on unnecessary space altogether.

But getting a clear understanding of your higher education office space and managing this transition can be challenging without proper systems in place.

The Solution

To address this challenge, your higher education organization can implement a desk booking management tool. These tools help maintain discipline by requiring staff to book a desk before coming in, effectively managing who is in the office and when. Desk booking systems support the concept of desk hoteling, allowing staff to use shared spaces efficiently without the need for permanent individual offices. This approach allows higher education organizations to optimize on your space usage and make crucial decisions on where and how to downsize.

2. Understanding Space Usage

As well as the need to cut down on unused space, your higher education organization is also faced with understanding exactly how your existing space is being used.

University offices might have certain areas or meeting rooms that are rarely used, while other parts of the administrative buildings are constantly overcrowded. This uneven distribution can lead to wasted resources and frustration among your higher education employees, who may find it difficult to access the spaces they need when they need them.

Underutilized spaces often stem from a lack of proper scheduling and planning. For instance, large conference rooms might be booked for small meetings, leaving smaller, more suitable rooms empty. Additionally, areas designated for specific purposes, like archives or IT rooms, may not be repurposed for other activities when not in use. This inefficiency not only impacts the physical space but also affects the overall energy consumption and maintenance costs of your higher education office in question.

The Solution

The right space management tools will come equipped with data and analytics that provide valuable insights into space utilization patterns. By looking at a breakdown of how different spaces are used throughout the day, week, or semester, your higher education office managers or administrators can identify patterns in space utilization and make informed decisions that benefit everyone involved. That could mean “switching off” certain areas when not in use to save on energy bills or grouping desks in different spaces to distribute higher education employees more efficiently.

3. Seamless Scheduling and Booking

We’ve all had them. There’s nothing more frustrating than turning up to your workplace only to find someone has already occupied your favorite desk or work area. Even after you highlighted the right cell on your shared Google sheet!

Scheduling conflicts often come about due to the complexity of organizing people and their movements. That Google sheet gets confusing (fast!) and helps precisely no one understand which spaces are available and which are not. Desks in higher education offices might be frequently double-booked, or a conference room might be reserved on multiple days but never actually used.

Booking conflicts can lead to last-minute changes, cancellations, and a general sense of frustration among employees.

The Solution

Space management tools are built with the main goal of organizing people and spaces. That means they come with scheduling software that helps the people within a higher education organization see, at a glance, when and where there are available workspaces. By integrating a centralized scheduling platform, your higher education organization can streamline the booking process, making it easier for everyone to find and reserve the spaces they need without running into conflicts. A top tier space management solution will also come with AI-driven Smart Suggestions — automated prompts that help avoid scheduling conflicts and suggest bookings that make sense for each individual.

4. Fast Integration and Intuitive UX

Integrating new technologies with existing systems might seem like a daunting task for your higher education organization. Your current infrastructure may be complex and include a variety of legacy systems and software that are not easily compatible with modern solutions.

For example, you might have have separate systems for room bookings, resource management, and user access, all of which need to be synchronized to function effectively. This lack of integration can lead to inefficiencies, data silos, and — ultimately — a lot of headaches.

To add to your troubles, the rapid pace of technological advancement means that your higher education organization is always under pressure to keep up with new developments. This ongoing need for updates can be resource-intensive and disruptive if not managed properly. The result is often a patchwork of solutions that do not communicate well with each other, and only end up complicating the task of space management.

The Solution

Simplify! Space management tools are there to help you reduce complexity, not add to it. By integrating a platform that offers seamless management of room bookings, resource allocation, and user access from a single interface — you’ll find your higher education organization relies on fewer tools to achieve greater results. Furthermore, the right space management tool should be easy to integrate into your existing tech stack — an out-of-the-box solution that integrates with Microsoft Teams, Google Workspace or Workday — and come with a UX that is easy and intuitive to navigate as a first-time user.

5. Robust Security and Privacy

In an era where data breaches and privacy concerns are increasingly prevalent, ensuring the security and privacy of your higher education organization and employees is another major challenge.

Your higher education organization is most likely under pressure to protect sensitive personal data related to your employees, as well as information relating to the campus and facilities in general.

Without robust security measures, your systems are vulnerable to unauthorized access, data breaches, and other security threats, which can compromise the integrity of the organization and the safety of your community.

The Solution

Look out for space management software that comes with next-gen security infrastructure and measures. Your chosen platform should be SOC 2 compliant, maintain Cyber Essentials certification and data should be encrypted both in-transit and at rest. Making sure you partner with a space management tool that upholds the highest data and privacy standards will give you peace of mind when it comes to integrating a new tool into your university workflow.

Manage Your Spaces with Kadence

Effective space management is essential for creating a productive and enjoyable environment for higher education organizations.

Whether you’re dealing with unused spaces, scheduling conflicts, technology integration, or ensuring security and privacy, Kadence offers comprehensive solutions tailored to meet your unique challenges.

Our platform leverages data analytics, flexible scheduling, integrated technological infrastructure, and robust security measures to optimize your office spaces.

Trust Kadence to provide the tools you need to create a seamless, efficient, and secure environment for your employees.

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In any modern workplace, IT managers face the challenge of ensuring that technology supports the dynamic needs of their organizations. One such technological advancement that is proving invaluable are desk booking systems. These systems streamline the management of office spaces, providing a host of benefits that specifically address the pain points of IT managers.

Let’s delve into how desk booking systems enhance the efficiency of IT operations, improve resource management, and ultimately contribute to a more productive work environment.

Understanding Desk Booking Systems

A desk booking system is a software solution that allows employees to reserve workspaces as needed, ensuring that desks, meeting rooms, and other resources are utilized effectively. These systems come with features like real-time availability updates, mobile access, and analytics reporting. For IT managers, the introduction of such systems can transform the way office resources are managed.

Streamlining Resource Allocation

One of the primary responsibilities of an IT manager is to ensure that resources are optimally allocated. Desk booking systems provide real-time data on workspace usage, enabling IT managers to monitor which areas are underutilized and which are in high demand. This data-driven approach helps in making informed decisions about resource allocation, ensuring that office space is used efficiently and reducing waste.

Reducing IT Workload

Managing office spaces manually can be a time-consuming task for IT departments. Desk booking systems automate many of these processes, reducing the administrative burden on IT staff. Features such as automated booking confirmations, cancellations, and notifications streamline operations and free up IT personnel to focus on more strategic initiatives. You don’t need a team to manage desk booking if you have a desk booking system in place.

Facilitating Hybrid Work Models

The shift towards hybrid work models—where employees alternate between remote and on-site work—requires a more dynamic approach to office space management. Desk booking systems are ideally suited to support this transition. They allow IT managers to ensure that on-site resources are available when needed, while also accommodating remote work schedules. This flexibility supports a seamless hybrid work experience, benefiting both employees and IT managers.

Improving Space Utilization

Effective space utilization is critical in managing office real estate costs. Desk booking systems provide detailed analytics on how spaces are used, offering insights into occupancy rates, peak usage times, and trends. IT managers can use this information to optimize the office layout, potentially reducing the need for additional office space and leading to significant cost savings.

Enhancing Security and Compliance

Ensuring the security of IT infrastructure and compliance with data protection regulations is critical. Desk booking systems can enhance security by tracking who uses specific workspaces and when. This data can be invaluable in maintaining compliance with health and safety regulations, especially in environments where contact tracing or other security measures are necessary.

Implementing a Desk Booking System: Best Practices

For IT managers considering the implementation of a desk booking system, several best practices can ensure a smooth transition:

1. Understand User Needs: Conduct surveys or focus groups to understand the specific needs and preferences of employees. This information can guide the selection and configuration of the desk booking system.
   
   
2. Choose the Right Solution: Select a desk booking system that integrates seamlessly with existing IT infrastructure and offers the necessary features to support your organization’s unique requirements.
   
   
3. Pilot Program: Start with a pilot program to test the system with a small group of users. This allows for the identification and resolution of any issues before a full-scale rollout.
   
   
4. Training and Support: Provide comprehensive training for employees and IT staff to ensure everyone understands how to use the system effectively. Ongoing support is also essential to address any questions or concerns. Once users feel confident, they will feel empowered and will be less reliant on IT support.
   
   
5. Monitor and Optimize: Continuously monitor the usage and performance of the desk booking system. Use the data collected to make informed decisions about office space management and to optimize the system over time.

Real-World Success Stories

Many organizations have already experienced the benefits of desk booking systems. For instance, Softchoice implemented a desk booking system to support its hybrid work model. The system provided real-time data on desk occupancy, which the IT department used to optimize office layouts and reduce the overall footprint. As a result, the company saw a significant reduction in real estate costs and an improvement in employee satisfaction.

Another example is MOPAC who adopted a desk booking system to manage its employees returning to the office. The system allowed the IT team to easily scale operations, ensuring that new employees had access to the resources they needed from day one. This flexibility supported the company’s real estate costs while maintaining a high level of operational efficiency. MOPAC saw a 35% month-on-month growth in desk bookings as employees found it easier to book spaces and return to the office.

Kadence for Desk Booking

Desk booking systems are more than just a tool for reserving workspaces. They are a strategic asset for IT managers. By streamlining resource allocation, enhancing user experience, reducing workload, and supporting hybrid work models, these systems address the multifaceted challenges faced by IT departments. They contribute to better space utilization, improved security, and foster a collaborative work environment.

As organizations continue to navigate the complexities of the modern workplace, the implementation of a desk booking system like Kadence can be a game-changer. IT managers, equipped with this powerful tool, can drive efficiency, support employee needs, and ultimately create a more agile and responsive IT infrastructure.

Find your rhythm for work with Kadence – a desk booking system that will transform the way your offices operate. We empower IT managers to lead their organizations into the future of work.

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The workplace experience has become more and more dynamic each year since the pandemic. The rise of remote work, coupled with the resurgence of in-person collaboration, has paved the way for the hybrid work model. There’s a want for the best of both worlds. Employees want to work from home when it’s convienent and they want the opportunity to collaborate with colleagues in the office.

As organizations adapt to this new way of operating, refurbishing the office space is a strategic imperative. By aligning physical environments with the needs of hybrid work, businesses can unlock a myriad of benefits that enhance the workplace experience for employees and stakeholders alike.

In this article, we delve into the transformative potential of refurbishing your office for hybrid work. From fostering collaboration to promoting well-being, we explore how thoughtful design interventions can shape a workspace that empowers productivity, creativity, and engagement.

Adapting to the Hybrid Work Era

The shift towards hybrid work represents a seismic change in how businesses operate. It offers employees the flexibility to alternate between remote and in-office work, providing a balance between autonomy and collaboration.

Many companies feel anxious about how much time employees will spend in the office. Mandates to return to work are often seen as the solution, but they undermine the very agency hybrid work should offer employees. Rarely do companies think about how to encourage workers to come into the office.

The most simple way to do this to make the office an exciting place to work. If the ways we work have changed since the pandemic, we need spaces that feel suited to working hybrid. If the office presents an environment that working from home cannot, then employees will naturally feel inclined to work in the office.

Creating Collaboration Hubs

If offices then offer the unique opportunity to work with and alongside colleagues, then they should be designed with this mind. Traditional offices are a mix of cubicles, open plan layouts and meeting rooms. Each employee has a desk. Perhaps the new hybrid workplace experience actually looks different.

Companies could create hubs with beanbags, meeting rooms designed for brainstorming and creative work, places with coffee and snacks that resemble cafes. There are a plethora of opportunities and ideas that will help boost morale. With a diversity of spaces, the workplace experience can be many different things rather than just one. By swapping the mundane for a dynamic approach, organizations encourage office working.

Prioritizing Flexibility and Mobility

Flexibility lies at the heart of the hybrid work model. Recognizing that employees may choose to work from various locations, refurbishing the office to accommodate flexible seating arrangements and modular workstations is essential.

Mobile furniture solutions and adaptable spaces empower employees to customize their work environment based on their preferences and tasks at hand. This promotes autonomy and productivity. Most companies will begin a hot desking system, managed through software like Kadence. Because employees will no longer have fixed desks that they can personalize, the space itself should feel personalized to their needs.

Embracing Technology Integration

In the digital age, technology serves as the backbone of hybrid work. Integrating smart devices, video conferencing systems, and collaborative software into the office infrastructure enhances connectivity and streamlines communication across remote and in-office teams.

Analytics tools within software like Kadence enables organizations to gather valuable insights into space utilization and employee preferences, informing future design decisions.

Collaborative hubs should also be quipped with modern technology. This way organizations can facilitate seamless interaction between remote and in-office team members. These hubs serve as focal points for brainstorming sessions, project discussions, and creative ideation, fostering a sense of belonging and camaraderie among employees.

Promoting Well-being and Comfort

A conducive work environment goes beyond aesthetics; it prioritizes the well-being and comfort of employees. Incorporating design elements such as natural light, greenery, and ergonomic furniture enhances cognitive function, reduces stress, and boosts morale.

We have seen a rise in employees using third spaces like coffee shops as places to work. 50% of workers recently surveyed by Opentable said they spend at least some of their time working in cafes and other third spaces throughout their work week. The community atmosphere these provide as well as comfortable seating, natural light, food and beverage helps create a workplace experience that feels holistic. Employees have often been encouraged to work in spaces that avoid distractions. And yet this often feels restrictive and does not meet all the individual’s needs.

Companies can go one step further. By dedicating spaces for relaxation, mindfulness, and physical activity, they provide for the variety of needs of the employee. This approach recognizes that by creating a positive workplace experience, employees are more productive and engaged. The company encourages a work-life balance and supports overall employee wellness.

Cultivating a Sense of Purpose

The workspace experience should serve as a tangible manifestation of organizational culture and values. By infusing elements of brand identity and purpose-driven design into the office environment, organizations can inspire and motivate employees towards a shared vision.

From curated art installations to branded signage, every aspect of the refurbishment should reflect the company’s ethos, fostering a sense of pride and belonging among employees. This will also make the space unique to the company and not molded from a template of what we would traditionally consider the office to look like.

Driving Sustainability Initiatives

As companies are encouraged to be environmentally conscious, sustainability should take center stage in office refurbishment projects. Using eco-friendly materials, implementing energy-efficient systems, and prioritizing waste reduction minimize an organization’s ecological footprint. This can align with their corporate social responsibility goals. By championing sustainability initiatives, organizations demonstrate their commitment to creating a better future for both employees and the planet.

Consider Kadence

Refurbishing your office for hybrid work represents a strategic investment in the future of work. By reimagining the workspace experience as collaborative and well-being focused, organizations can create a conducive environment that empowers the hybrid workforce to thrive.

Kadence can help offer insights into how space is being used in real-time. Design decisions can be based on this data. Real estate costs can be lowered by understanding how the space is being used by employees.

Book a demo today to see how Kadence can help you unlock the full potential of hybrid work.

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Using a hot desk means employees don’t have assigned desks and instead choose from available workspaces each day. It’s become popular as companies shift to a hybrid working model.

Its flexibility offers numerous benefits for both employers and employees. In this article, we’ll explore five advantages of using a hot desk and how it can enhance productivity and collaboration in the workplace.

1. Flexibility to Suit Dynamic Workstyles

A hot desk provides you with the flexibility to choose a workspace that best suits your needs on any given day. Whether you prefer a quiet corner for focused work or a collaborative area for group discussions, hot desking allows you to adapt your environment to your work style.

And that work style can change each day. One day in the office may look like working a desk so you can do some heads-down work. Another day might be booking a beanbag with your colleagues to brainstorm some new ideas. Your desk is no longer rigid, but something that can adapt to your needs.

This flexibility fosters a dynamic and agile work culture where employees can thrive and perform at their best.

2. Optimal Space Utilization and Cost Efficiency

For employers, a primary advantage of hot desking is the optimal utilization of office space.

With hot desking, companies can maximize their workspace by ensuring that desks are occupied efficiently throughout the day. This results in cost savings on real estate expenses, as companies can allocate resources more effectively based on actual usage patterns.

By reducing the need for assigned desks, employers can create a more collaborative and agile work environment while minimizing overhead costs. The way offices have been designed for fixed desks can change. The space can be used in more exciting ways, with workspaces that are customized for different purposes. This new look will also encourage employees to come into the office.

3. Promotes Collaboration and Networking

Hot desking encourages spontaneous interactions and collaboration among employees from different departments and teams.

Without assigned desks, employees are more likely to move around and interact with colleagues they may not typically engage with. This promotes cross-functional collaboration, idea sharing, and knowledge exchange, leading to increased innovation and creativity within the organization.

Additionally, hot desking fosters a sense of community and camaraderie among employees, as they have the opportunity to connect and network with colleagues. Rather than being sat next to the same person each day, employees can mingle and make new connections.

Enhanced Employee Mobility

In today’s digital age, many employees value the flexibility to work remotely or from alternative locations. Hot desking seamlessly integrates with remote work practices, allowing employees to transition between working in the office and working from home or other remote locations.

This flexibility enables employees to maintain a healthy work-life balance while still staying connected to their team and the company. Using a hot desk eliminates the need for employees to be tied to a specific desk or location, empowering them to work from wherever they feel most productive.

Supports Workplace Inclusion

Hot desking promotes diversity and inclusion in the workplace by breaking down physical barriers and hierarchies. Without assigned desks, employees from all levels of the organization have equal access to shared workspaces, promoting a more inclusive and collaborative work environment.

This egalitarian approach fosters a sense of belonging and equality among employees, regardless of their role or seniority. By embracing this, companies can leverage the unique perspectives and talents of their workforce to drive innovation and success.

It also can allow senior leaders to connect with their teams. Imagine working alongside different team members on different days, rather than being isolated in a separate office. Employees will feel they have access to you and that the company operates on a flatter structure.

Consider Kadence

A hot desk offers numerous advantages for both employers and employees, including flexibility, cost efficiency, collaboration, mobility, and diversity. By embracing this innovative approach to workspace management, companies can create a dynamic and agile work environment that fosters productivity, creativity, and employee engagement.

To make using a hot desk as easy and effective as possible, Kadence can help you book desks and meetings room when needed. There’s no need for spreadsheets or timetables for when desks can be used. Our software allows employees the ease and flexibility that should come with hot desking.

Book a demo today to find out more.

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