5 Advantages of Using a Hot Desk

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.

        3 Ways Workplace Announcements Can Transform Internal Communication

        Introducing Workplace Announcements…

        Communication is the foundation of any successful hybrid workplace. If your workforce is distributed across different spaces, be it the office, a co-working space, or at home, it’s integral that everyone feels connected.

        Kadence is the management software that has allowed you and your team to find the time and place to connect. Now, Kadence can also transform your internal communications through its Workplace Announcements feature. Keeping your team up to date has never been easier.

        What are Workplace Announcements?

        Imagine you want to promote a social event at work or tell your team about a building closure. Rather than sending a mass email or a message easily missed in a busy Slack channel, you can now communicate directly with employees in Kadence.

        We’ve enabled admin users to create, schedule, and send workplace announcements that employees can see in their Kadence dashboard. In just a few simple clicks, you can notify them with key updates and important information.

        You can set priorities, so high-priority updates sit at the top of their inbox. And admins can segment who gets what information. You might want to tell the whole company about a town hall meeting happening later that day, but just the finance team about the plans for their Secret Santa nominations.

        Announcements are personalized to what you need them to be. And they bring huge benefits that transform your workplace culture.

        A Workplace Announcement on the Kadence dashboard informing employees of an upcoming town hall meeting
        What can you use Workplace Announcements for?

        Workplace Announcements can boost efficiency across your teams. We’ve come up with a few to help you get started.

        1. Company-wide Announcements

          Maybe you need to share a major company milestone or policy change with all employees. With Announcements, every employee, in-office or remote, gets the information at the same time, making sure communication is consistent.

        2. Office-Specific Updates

          Perhaps the facilities team has to inform employees in a specific office about maintenance work or office closures. Admins can target certain office locations with this feature. Only employees at the relevant location get the announcement. This is important for sharing information that only affects certain offices and avoids unneeded notifications for others.

        3. Team-Specific Communication

          Managers can use Announcements to share project updates, deadlines, or meeting schedules with a team. They can select which team needs to get the information and streamline communication.

        4. Emergency Notifications

          During an emergency like a fire or a sudden office closure, admins can inform all employees. Sending an Announcement is quick. Promptly notify everyone in a building with just a few clicks and enhance safety.
        The Kadence interface of a new Announcement of  a Fire Drill in the user's inbox

        Announcements like these can result in three key benefits that will transform your workplace.

        1. Keep Teams Informed and Engaged

        Distributed workforces are at risk of losing touch with their company culture. HR Managers need to ensure individuals feel like they belong to a company even when they may no longer spend as much time in the office. It’s easy for employees to miss out on key events that give them opportunities to connect with colleagues across the company.

        With Announcements, social events can be promoted in advance. It’s an easy way to let team members know about a colleague’s birthday or a bake sale that helps a local charity. Employees are more likely to decide to go into the office if given the chance to plan accordingly. And it’s handy that it exists in the same place where they can book a desk.

        Maybe you’re looking to encourage employees to come into the office, so you set up a cycle-to-work scheme. There’s no better way to tell them than in Kadence, where they organize their diaries and decide where and when they will work.

        An informed and engaged team will cultivate a stronger sense of culture and boost individual well-being.

        2. Talk to the Right People

        Our Announcements feature means it’s easier to share the right updates with the right group. This could be sharing information with one team, rather than the whole company. But we’ve learned that often updates also need to be filtered by location and booking.

        Perhaps there is a fire drill scheduled to take place in one of your office locations on the upcoming Friday. Everyone using that building will need to be informed. Kadence allows you to send an Announcement to every employee booked to use the office on that upcoming Friday. You can set the message as urgent so they see it at the top of their inbox.

        You can also schedule Announcements in advance. In this example, you could set a reminder for the fire drill an hour before it is due to take place on Friday. Everyone using the office on Friday will get that notification. This is true even if they spontaneously decided that morning to head into the office and missed your last Announcement that you only sent to those already booked.

        The Kadence interface of a new Announcement being created informing teams of a Cycle to Work Scheme
        3. Streamline Internal Communication

        Announcements enable managers to efficiently inform teams of company news and changes. And as a result, employees feel confident that they have not missed key information, because they know exactly where it’s stored and how to access it. The result is a workplace built on trust.

        With Kadence, you can also send the same Announcements to Slack, Microsoft Teams and the Kadence App. This is helpful if Announcements relate to an emergency, or if you’re in the process of onboarding teams to Kadence.

        Kadence promotes ease of use for admins. Announcements only take a few clicks to set up and the ability to schedule in advance means you can streamline your workload. You can feel assured that information will be received across the workforce.

        Find out more by booking a demo with us today. See how Kadence can help you and your team find your rhythm of work.

        A HR Manager’s Companion Guide for Hybrid Work

        As HR Managers, the shift towards a hybrid work model places you at the heart of transforming how your organization operates.

        This evolution challenges you to redesign policies and culture to support both remote and in-office work.

        Suddenly, your role expands beyond traditional HR functions to include championing flexible working practices.

        This guide aims to assist you by providing strategies and insights tailored to HR Managers navigating the transition to a successful hybrid work environment.

        Let’s embark on this journey.

        Understanding the HR Role in Facilitating Hybrid Work

        The HR department has always had people at its core.

        But in an age where these people are spread out like never before, and their movement can be entirely unpredictable, helping your teams flourish can seem difficult. You may not know whether your teams are complying with your hybrid policy, or you may feel like you are slowly losing out on your office culture.

        An HR manager’s role in today’s world of work requires finding a coordinated approach to hybrid work.

        Nowadays, that involves understanding which hybrid work platform (or Integrated Workplace Management System) can help revitalize your office spaces and give you oversight of your employees’ schedules.

        Your role is therefore likely to include:

        • Understanding your company’s specific needs when it comes to a workplace management system
        • Researching different hybrid operating platforms and finding one that fits with your company culture and helps guide hybrid policies
        • Helping to ensure company-wide alignment with your chosen hybrid work partner and onboarding your teams
        • Encouraging office attendance, especially during the winter months
        Identifying Room Booking Needs from an HR Perspective

        The first step towards finding a desk and room booking platform that works for you is understanding your specific organizational needs.

        In order to do so, you might want to follow these three steps:

        1. Assess current hybrid work routines

          Everyone is different, and it’s likely your employees have diverse hybrid work routines. Is there a pattern to how and where people get their work done? Can you identify distinct hybrid personas in your organizations? Are your teams motivated enough to come into the office? Understanding the attitudes of your people to hybrid work is the first step towards implementing a desk booking system that feels tailored to them.

        2. Collect input from all departments

          Just as hybrid work habits will differ on an individual level, departments will also vary in their approach to getting work done in this day and age. Make sure you are aligned with the specific approaches of different departments. Perhaps you see a strong need for Marketing to be supported for in-person work, or perhaps you need to factor in clear remote preferences from your Engineering team. Either way, the desk hoteling software you choose should fit around the needs of your departments.

        3. Be clear on your goals

          What do you want to achieve by implementing a platform to help you navigate hybrid work? Is your company keen on reducing real estate costs by getting leaner about how to use physical space? Do you want to boost in-person collaborationand therefore productivity? Approaching hybrid work tools with a clear goal in mind will be important to ensuring they serve you and your teams best.

        Get insights on 148 bookings and 66% check-ins on floor 2 of the London HQ office. Alongside booked and checked-in floor occupancy levels for August and September
        Selecting the Right Desk Booking System

        So you’ve spoken to your teams, understood their attitudes to hybrid work, and decided what larger goals are most important to you and your organization.

        Next up — choosing a hybrid work operating platform.

        Here’s our recommended method for going about the search:

        1. Look out for essential features

        With plenty of desk and room booking systems available, it’s important to discern which ones truly cater to your needs. Keep an eye out for AI-driven platforms that provide smart recommendations on optimal times for desk bookings, and facilitate more meaningful in-person interactions among your employees. A system that delivers comprehensive analyticson the usage of your physical workspaces can also be invaluable. This kind of data not only helps in managing your resources more efficiently but also in planning for future workspace needs.

        1. Team up with the IT department

          Collaborating with your IT team will be important to fully understanding the technical specifications, integration possibilities, and security protocols that come with a new piece of software. One of the most critical aspects to consider is how the solution will blend into your existing digital ecosystem—be it Slack, Microsoft Teams, or Google Workspace—to ensure your team can effortlessly book spaces and collaborate within their usual setup. By prioritizing a solution that seamlessly integrates with your current workflows, you’re setting the stage for a smooth transition to a hybrid work environment.

        2. Focus on user-friendly design

          Imagine getting excited about a new tool, only to find it’s a headache to use. That’s why the user interface (UI) and user experience (UX) of the hybrid work platform you choose should be top-notch, intuitive, and ready to use right out of the box. Good design is crucial, not just on desktop but on mobile too, ensuring your team can jump in quickly and actually enjoy using the platform. When a tool is easy and pleasant to use, adoption skyrockets, making everyone’s life easier.

        3. Prioritize collaboration for employee happiness

          Ultimately, the goal of integrating desk hoteling software is to foster an environment where your employees can thrive together, significantly contributing to the success of your business. Opt for a hybrid management solution that not only facilitates regular space bookings for teamwork but also offers the flexibility to tailor and organize your office layout into distinct neighborhoods and zones dedicated to concentration. This approach doesn’t just enhance operational efficiency; it plays a pivotal role in boosting employee satisfaction by nurturing a collaborative and adaptable workspace.

        4. Keep the future in mind

          As time progresses, your team will expand, and your needs will evolve. Make sure that your chosen hybrid operating platform is capable of adapting alongside your organization. Consider whether the platform offers access to a network of on-demand workspaces, a necessity if your existing office space becomes insufficient for your growing team. The ideal desk booking software should equip you and your team with maximal flexibility, ensuring you can navigate significant shifts in your workforce and workspace requirements with ease.

        Assign teams to Office Neigborhoods throughout the week
        Measuring the Impact of Your Hybrid Operating Platform

        Your journey has begun! You’ve done all of the necessary due diligence to understand how a desk booking platform can fit into your company’s workflow, and you’ve worked with IT to implement the platform smoothly and effectively.

        But how do you know if it’s worked? Here are some handy ideas to keep your finger on the pulse of your platform’s impact on both employee satisfaction and space usage.

        • Conduct regular employee surveys: Consider gathering feedback on a regular basis on key aspects like work-life balance and job satisfaction. These surveys will help you gauge how your team is receiving your new desk booking platform, and where opportunities for improvement lie.
        • Keep an eye on the metrics: A fully-equipped desk and room booking platform should give you detailed insights into exactly how your employees are making use of the tool. Keeping an eye on these numbers will give you a good idea of how your platform is impacting team collaboration and cohesion. Measure changes in your in-house KPIs and see how they correlate with the implementation of your hybrid work platform.
        • Monitor space usage: One of the largest opportunities that comes with a hybrid operating platform is the ability to understand how your spaces are being used on a daily basis. Check in as often as you can to gain insights into office or flexible workspace occupancy, and share the information with relevant stakeholders. You could be in with a chance of cutting down some major operational costs.
        • Benchmark against industry practices: It’s always worth doing a quarterly check of your hybrid work practices and doing a quick scan into what other comparable companies are doing. The field of hybrid work software is always changing, and it’s important you feel like your platform is keeping up with industry standards.
        Kadence: Supporting HR Managers in the Transition to Hybrid Work

        As organizations worldwide embrace a hybrid work model, the HR department stands at the forefront of navigating what can feel like a complex transition.

        Kadence offers a full suite of tools designed to streamline the hybrid work experience and ensure your teams stay happy and collaborative as they grow. We understand that the essence of a successful hybrid model lies not just in the technology, but in preserving the human connections that define a company’s culture.

        By providing intuitive solutions for desk booking, space management, and team collaboration, Kadence ensures that the physical distance between team members does not translate into a cultural divide. Regular feedback mechanisms, detailed analytics on workspace usage, and AI-driven insights allow your HR department to measure and adapt your strategies for the good of your teams.

        Kadence stands as more than just a tool for managing hybrid work; it is a partner in sustaining the dynamic, inclusive, and productive workplace cultures that you aim to cultivate through your work in HR.

        If you want to learn more about how Kadence can help bring cohesion and collaboration to your workforce, you can find out more here.

        If you’d like to see Kadence in action, don’t hesitate to get in touch and book a demo with us.

        An IT Manager’s Companion Guide for Hybrid Work

        As IT managers, you’re likely spending a lot of time grappling with the complexities of your company’s transition to hybrid work.

        It can feel like a monumental task: integrating new solutions into your existing tech stack, driving adoption in your company, and demonstrating clear ROI on these investments. All on top of your other day-to-day responsibilities.

        In many ways, you’ve become the architect of the future of your company. But you’re desperately short on time!

        The good news is that you don’t have to do it alone. In this guide, we’ll be taking you through a step-by-step approach to hybrid work from an IT Manager’s perspective, giving you all of the information and tips you need to handle the transition to a new way of working.

        Understanding IT's Role in Hybrid Work and Desk Booking

        Hybrid work is about more than just providing employees with the option to work from home.

        It has become a key tool for companies looking to empower their employees and IT Managers to do their best work wherever they are and boost performance as a result. Hybrid work software enables companies to manage their office and workspace desk booking, and room booking, and coordinate their teams so that employees can collaborate where and when they need to.

        Kadence Smart Suggestions help IT Managers organize teams.
        Desk Booking Software that offers you Smart Workplace Booking Suggestions so you can connect with your teammates.

        As IT Managers, you play a crucial role in the move to hybrid. You are responsible for identifying and implementing the right hybrid work software into your company’s existing workflow.

        Your work is likely to encompass:

        • Understanding and catering to the in-office and remote work needs of your company
        • Defining the requirements for hybrid work software and desk/room booking solutions
        • Ensuring system compatibility and smooth integration of new tools
        • Supporting tech proficiency and adoption of new solutions among employees

        The ultimate result of your work will be introducing an entirely new tool to your teammates. But what kind of tool do they need?

        How to Identify Your Needs for Desk Booking Systems

        Identifying the specific needs of your organization is crucial to choosing a hybrid work solution that will work best for you.

        Whether you’re a small startup or a global company with offices in every continent, you’ll have your own specific daily operations, workflows, and collaboration patterns.

        Here are three steps IT managers can take toward understanding where a hybrid operating platform will fit into your company’s unique setup:

        1. Conduct an assessment of your current workflow and employee work patterns.

          How often and why do teammates collaborate in person, or choose to work from home? How do they currently use technology to help them navigate the day-to-day of hybrid work? How should any desk booking software integrate with your company’s tech stack?

        2. Collect input from as many departments as possible.

          How do hybrid work habits and needs differ from department to department? Who is likely to be an early adopter of hybrid software, and who might need more time to adjust? Consider identifying key personas in your company and how they respond to hybrid work.

        3. Zoom out. What is the bottom line?

          Where are you looking to move the needle? How can a hybrid work platform help you to be more productive as an organization, by encouraging in-person collaboration or enhancing individual contribution? How can it help you save on real estate costs by giving you insights into the real-time usage of your spaces?

        By getting to grips with the current dynamic of office-based and remote work, and taking time to understand how that dynamic can evolve, you’ll start seeing where any future solution could fit into your wider plans.

        Evaluating Hot Desk Booking Software and Space Management Solutions

        So you’ve understood why IT is important to the hybrid work conundrum, and done some thinking about your specific organizational needs.

        Now it’s time to choose the desk booking software that works best for you.

        Let’s break this into two main areas: your technical needs and your cultural needs.

        In order to evaluate the tech side, consider the specifications of solutions, their integration capabilities, and the security features required to support your infrastructure efficiently. You could ask yourself…

        Hybrid Workplace Integrations help IT Managers smooth workflows. Diagram showing all the integrations Kadence partners with.
        Kadence integrates with leading software for efficient hybrid work processes

        For your cultural needs, consider how different desk booking feature sets complement your existing hybrid work dynamic, and how they can help it evolve. For example…

        • Do you anticipate needing to set office days or regular team meetings?
        • Do you require detailed reporting about the use of your offices and workplaces?
        • Do you want an AI-driven platform for smart recommendations on scheduling and space management?
        • Is the UI and UX up to scratch, and easily understandable to all kinds of employees?

        The hybrid work platform you eventually go for should be one that integrates seamlessly to both your technical infrastructure and company culture.

        Driving Adoption of Desk Hoteling Software and Ensuring ROI

        You’re almost there! You’ve done your research into different hybrid work platforms and chosen the one that you think will fit perfectly into both your tech stack and the company’s vision.

        Now it’s time to introduce it to your team and get them using it!

        Although you might think this is the responsibility of your Operations or HR team, there are still plenty of things you can do as an IT manager to help your teammates navigate and understand their new tool.

        1. Give a tutorial on your new tool

          After all of your research and due diligence, no one likely knows your hybrid operating platform as well as you. Consider talking your team through the ins and outs of your new tool (or sending around a company memo!) so that everyone knows exactly what it’s capable of — and how it can benefit them.

        2. Offer onboarding help

          If people are still struggling to use your hybrid work tool — consider helping them onboard. Whether it’s you or your IT colleagues hopping on a video call for 15 minutes to give a quick bit of assistance, your team plays a crucial part in ensuring everyone has the same access to the new software.

        3. Ensure ROI by aligning with finance and operations teams

          If you’ve gone for a platform that provides full analytics and data insights into desk and room booking, this information will be invaluable to your finance and operations teams. Giving them access to real-time data on how your physical spaces are being used will help them make the best possible decisions about your company’s real estate moving forward.
        Kadence as Your Hybrid Work Partner

        At Kadence, we deeply understand the challenges for IT managers navigating a new way of working. Through years of speaking to our customers and fine-tuning our product, we’ve come up with a solution that we are confident addresses these challenges.

        From desk and room booking to smart space management and in-depth insights and analytics, Kadence provides organizations of all shapes and sizes with a full feature set to streamline workflows and boost productivity.

        With a strong focus on seamless integration, security, and ease of use, we provide IT managers with an out-of-the-box solution for your unique tech stack. That includes integration with Microsoft Teams, Slack, Google Workspace — and plenty of other tools.

        At the end of the day, your hybrid work software should work for you, not against you. That’s why we’ve made it our mission to help IT managers simplify the process of integrating their new hybrid work tools. Our team will go above and beyond to ensure our public API can be plugged into your native system to get Kadence up and running as quickly as possible.

        If you want to learn more about how Kadence can integrate with your company’s tech stack, you can find out more here.

        If you’d like to see Kadence in action, don’t hesitate to get in touch and book a demo with us.

        An Office Manager’s Companion Guide for Hybrid Work

        As Office Managers, you’re likely navigating the complexities of transitioning your workplace to a hybrid model.

        It’s a shift that demands reimagining your space to accommodate both in-person and remote work, extending far beyond traditional office management duties.

        Suddenly, you’re tasked with becoming a hybrid work expert, ensuring your workspace meets the evolving needs of your team. On top of your other duties, finding time to do this can be challenging.

        Fortunately, this guide is here to support you, offering a playbook tailored to Office Managers’ unique challenges in crafting a thriving hybrid environment.

        Let’s get started!

        The Role of Office Managers in Hybrid Work

        Since the dawn of hybrid work, the role of the physical office has had to adapt — fast.

        With the sharp rise in remote work and work from third spaces, your company’s physical workspace is no longer the only viable place to get work done.

        Your role as an Office Manager has had to adapt just as quickly, and your responsibility is now to ensure that both remote and in-person work can continue to flourish at your organization.

        Team Coordination Software that brings your teams together at the right times to connect

        This involves finding the right technology to support you on your journey to facilitate seamless collaboration among team members, regardless of where they choose to work.

        Among other things, you might be expected to:

        • Tailor the office environment to meet the needs of in-office and remote workers.
        • Specify the requirements your company has for hybrid work solutions, including desk and room booking capabilities.
        • Guarantee the new systems integrate flawlessly with your company’s existing tech infrastructure.
        • Champion the adoption of these new tools across the workforce, ensuring all of your employees are comfortable and proficient in their use.

        The next challenge lies in identifying which tool will best serve your unique organizational culture and operational requirements.

        How to Identify Your Office’s Desk Booking Needs

        Your role as Office Managers has probably made you more than familiar with the everyday hustle of adapting to your workspace’s unique needs.

        You might be in charge of just one single office space, but the unpredictable ebb and flow of your employees makes it hard to understand how your space is actually being used. Or maybe you oversee a network of global offices, in which case your needs are completely different – but no less complex!

        Before looking into the solutions for desk booking on the market, you could consider following these first steps:

        1. Assess the current use of your space

          Understand how your team operates on a day-to-day basis, both in the office and remotely. Is there a pattern to how and where people get their work done? Getting to the bottom of the actual day-to-day use of your space will help you hone in on a system that supports your existing processes.

        2. Gather wide-ranging Input

          Collect perspectives from across departments to capture the full spectrum of needs and preferences within your company. Which hybrid personas can you identify, and what are their distinguishing features? It’s important your desk booking solution eventually caters to a variety of different work styles.

        3. Identify key objectives

          Determine what you aim to achieve with a hybrid work platform—whether it’s boosting productivity, fostering in-person collaboration, or optimizing real estate usage. Understanding your ultimate goals will guide your selection process and keep you hyper focused on the outcome for your company.
        Insights allows Office Managers see how space is being used.

        This three-step approach will give you a comprehensive understanding of your company’s requirements, and lead to a more informed decision on the appropriate desk booking system.

        Choose the Right Hot Desk Booking Software

        It’s crunch time. You’ve understood the importance of your role as Office Manager in the transition to hybrid work, and conducted some research into your main needs as an organization.

        So how do you now go about choosing the desk booking software that will fit the bill?

        Here’s our tried-and-tested method for getting you to the right provider:

        1. Evaluate the technical side

          Consider working together with your IT department to understand the specifications of solutions, their integration capabilities, and security features required to support your infrastructure efficiently. Perhaps the most important question of all is how the solution will integrate within your current workflow (Slack / Microsoft Teams / Google Workspace) and get your team booking spaces seamlessly from their current digital set up.

        2. Prioritize outstanding UI and UX

          There’s nothing worse than being sold on a vision, then discovering the product itself is totally unusable. Make sure the UI and UX of the desk booking solution you go for is sleek, robust and easy to start using without any context. The importance of good design on both desktop and mobile can’t be understated for ensuring quick (and enjoyable!) adoption by your team.

        3. Look out for the right features

          There are plenty of desk booking options on the market, but not all of them have the features that will help your employees get together more frequently — while you gain a clearer picture of your office space usage. Look out for solutions that are AI powered and can send smart suggestions about when and why to book a desk, and those that give you full data and analytics on how your physical workspaces are being used.

        4. Facilitate collaboration

          At the end of the day, you want to make sure that your desk hoteling software brings your people together to do their best work. The success of your business depends on it! That’s why you should consider aiming for hybrid management software that enables teams to book spaces on a regular basis, and lets you customise and arrange your office view for different neighborhoods and high-focus zones.

        5. Look to the future

          Time passes, teams grow, things change. When they do — you want to ensure that your hybrid operating platform can change with you. Does your future platform have access to a network of on-demand workspaces, in case your own offices can no longer hold your growing workforce? Your desk booking software should empower you and your teammates to stay as flexible as possible — even through major changes to your people and spaces.
        Kadence as Your Hybrid Partner Into the Future

        As you step into the evolving role of an Office Manager in a hybrid workspace, you are not just managing spaces but actively shaping the future of work for your organization.

        With Kadence, you gain a partner equipped to navigate these changes, offering comprehensive solutions for desk and room booking, space management, and providing valuable insights to optimize your office layout and usage.

        Our platform leverages AI to ensure your colleagues are coming together more frequently and with greater intention that ever, and helps your teams set regular in-person meetings so they can collaborate more effectively.

        Kadence’s emphasis on seamless integration and exceptional user experience means your transition to a hybrid model will be smooth and effective, and fit into any kind of existing workflow. Our platform also gives you exclusive access to LiquidSpace, a global network of on-demand workspaces, ensuring that we can keep you flexible and effective long into the future.

        If you want to learn more about how Kadence can help take your use of physical office space to the next level, you can find out more here.

        If you’d like to see Kadence in action, don’t hesitate to get in touch and book a demo with us.

        How to Instantly Book Flexible Workspace with Kadence Flex

        The world of work demands flexibility. Whether you’re a scaling start-up looking for flexible workspace options, or you’re an established company with a distributed workforce — you’ll be more than familiar with the challenge of providing adequate physical space for your teams.

        Kadence Flex is our game-changing solution for companies looking for instant access to office spaces worldwide. We’ve partnered with LiquidSpace to combine the power of our Hybrid Operating Platform with a global network of on-demand office spaces.

        Here’s how to start making the most out of Kadence Flex.

        Start Booking On-Demand Flex Spaces

        Kadence Flex offers a treasure trove of fantastic office space options where you are. Whether you’re looking for something short term, long term, or even by the hour, Kadence Flex has what you’re looking for.

        Grab Hot Desks & Meeting Rooms for the Time You Need

        With Kadence Flex, you have instant access to hot desks and meeting rooms in thousands of flexible work locations worldwide. Simply set up your requirements for a hot desk or meeting room, including location, date, and time. You can then select between both company-owned and on-demand flex spaces, and opt for a one-off or recurring booking. Enjoy a hassle-free experience for securing the right space at the right time.

        Stay in Control of Your Office Space Budget

        Say goodbye to office management headaches. Kadence Flex allows you to manage your spending on office spaces effectively. You can now control budgets for flex space booking across departments, while locations can be selected based on cost considerations and proximity to central offices.

        Book Flexible Office Spaces for You and Your Team Members

        The number one reason why you plan to go to the office is to meet with your team. It’s what makes your commute to the office worthwhile and it keeps you connected with your team and your company at large. With Kadence Flex, you’re able to coordinate plans with your team ahead of time making it easy to meet up in the right place, and at the right times.

        See Where Your Teammates Are Working

        Kadence Flex makes coordinating with your teammates easier than ever. See which locations are most popular and quickly track where your teammates are planning to work. Whether they’re in the office, or a flexible workspace, you can join them at a moment’s notice. Enjoy the benefits of teamwork and effective in-person collaboration!

        Follow Your Favorite Teammates for Smart Booking Suggestions

        Kadence Flex also helps you keep tabs on your favorite teammates and their office schedules, helping you plan in-person collaboration more effectively. Get regular alerts about their booking activities, including new bookings or cancellations, and coordinate your schedule with theirs. Kadence will also send you smart booking suggestions so you never miss an opportunity for meaningful face-to-face collaboration.

        Set Up Regular In-Person Team Days

        What about setting up regular in-person meetings or team days? With Team Kadences, you can easily select a day, regularity, and location that suits everyone. This flexibility allows you to choose the most convenient space for all team members, whether it’s a central office or an on-demand location, ensuring your team days are as productive and collaborative as possible.

        Analyze Team Bookings and Office Spend

        Two of your company’s most important assets are your people and your spaces. You want your people to thrive in their work but you also want to shed underused office space costs so you can invest extra savings into things that matter. With Kadence Flex you’re not only able to facilitate your teams with the spaces they need locally but you also get the hard data you need to determine how your spaces are used.

        Understand How Your Company Offices Are Utilized

        Kadence’s office space management software provides a comprehensive view of all employee booking data and attendance metrics. Through Kadence Flex, you’ll find data on office occupancy for your offices and flexible workspaces, as well as insights into room booking and desk booking.

        Get Data on the Flex Spaces Your Teams Use the Most

        Kadence Flex helps give you information about which office spaces and flex spaces are most frequented by your team. This enables you to make informed decisions on whether to cut down your real estate or invest more in certain locations.

        Kadence Flex offers a holistic modern solution for workspace management. Tailored to companies of all sizes, it simplifies the process of finding and booking flexible workspaces, coordinating with teams, and analyzing office usage. Kadence Flex is not just about space – it’s about optimizing how and where your team works.

        Ready to streamline your workspace experience? Discover how Kadence Flex can enhance your team’s productivity and flexibility today.

        Just get in touch — we’d love to show you around.

        Already a Kadence customer but can’t see Kadence Flex? Get in touch with us to understand your options.

        Kadence Flex: The Benefits of Access to Flexible Work Spaces Worldwide

        In today’s world of work, managing Flexible Work Spaces can lead to a headache or two.

        Whether a small startup or a multinational enterprise, you’re probably wrestling with the same questions: How do I provide space for a growing workforce? How do I coordinate a distributed team? Can I justify this long office lease?

        Some companies have tackled these questions by going fully remote. But for those of us who value face-to-face collaboration, that’s not an option.

        That’s why we’re excited to introduce Kadence Flex: a one-stop solution for flexible workspaces, all from within your hybrid operating platform.

        Coordinate your teams with flexible work spaces

        The flexibility offered by hybrid work is liberating, but it can also feel disorienting.

        When colleagues are scattered around different cities and countries, in-person time can be hard to come by. Teamwork and productivity can suffer as a result.

        Kadence Flex partners with LiquidSpace to offer you thousands of co-working spaces all around the globe. Your teams now have the option to book co-working spaces near them and coordinate in-office days with colleagues ahead of time.

        With flexible desk booking included within Kadence Flex, your teammates can simply choose which flexible workspaces work for them, and book a physical spot right away. You’ll even be notified when relevant colleagues have booked a flex workspace. No need to miss out on quality in-person work.

        Kadence Flex even helps you schedule recurring team days in co-working office spaces that are accessible to everyone. Say goodbye to those awkward Thursday Marketing meetings on Zoom — it turns out your team has booked a room at a flexible office instead.

        Bringing your employees into the office used to be a challenge. Now, with easy access to countless flexible workspaces — it’s a given.

        Easily manage your distributed workforce with flex workspaces

        A distributed workforce is a beautiful thing, but it comes with its challenges. Spontaneous co-working between colleagues can be handy, but it’s hardly a solution for the long term.

        Kadence Flex helps your teams get together more often than ever, in thousands of co-working office spaces worldwide.

        With an overview of company offices and flexible offices near you, you can see exactly when and where your team is choosing to work. This enables your employees to get their best work done with the right people, in the right places.

        Are colleagues constantly on the move? There’s no need to sacrifice collaboration. No matter where your team works, they will still have easy access to thousands of flexible coworking spaces.

        From new hires onboarding together in Lisbon to operational all-hands in London, let your team connect and collaborate with more frequency than ever.

        Kadence Flex gives you all the information you need to make desk and room bookings in flexible offices that make sense for you and your team.

        Cut down real estate costs with flexible offices

        In tough financial conditions, controlling real estate costs is crucial for businesses of all shapes and sizes.

        Kadence Flex gives you access to comprehensive booking data and attendance metrics across both company offices and on-demand flexible workspaces. It’s a centralized platform that offers full visibility into how you use your own office or on-demand coworking office, allowing for data-driven decisions.

        Whether it’s identifying underused locations or scaling up in areas of high demand, Kadence Flex offers you the insights you need to tailor your office space to your actual business needs.

        Kadence Flex also aligns seamlessly with your hybrid policy. By analyzing usage patterns of offices and flexible workspaces, you can adapt your strategy to ensure that your workforce is productive and engaged.

        This level of adaptability not only cuts down on unnecessary real estate expenses but also contributes to a more dynamic and responsive work environment.

        Instant access to flexible office spaces will help you stay lean in the long run.

        A new era of workspace flexibility

        The flexibility and adaptability required to manage a modern workforce can be overwhelming. We hope we’ve persuaded you that Kadence Flex is a worthy partner in your journey to fully flexible work.

        It’s not just about offering flex workspaces or enabling hybrid work. It’s about redefining how we think about and make use of our work environments.

        With Kadence Flex, you can choose flexible workspaces that suit your needs. Whether it’s coordinating team meetings in convenient locations, booking a desk in a city you’re visiting for a week, or simply finding a quiet flexible office space for focused work, Kadence Flex makes it all possible.

        Then there’s that office lease. Kadence Flex helps you make smarter decisions about office space investments, ensuring that every square foot is used to its maximum potential. Why pay for space you’re not using? Simply integrate flexible workspaces into your workflow and see your real estate costs plummet.

        Kadence Flex is more than a tool—it’s a new approach to how we work.

        If you’re interested to see it in action or understand more about Kadence, we’d love to hear from you.

        Go flexible!

        Everything you need to know about Office Space Management Software

        What is Office Space Management Software and why is it important?

        In the rapidly evolving landscape of the hybrid workplace, understanding and managing physical space effectively through space management software has become a pivotal aspect of organizational success. The shift towards hybrid work models has not only altered our daily routines but also redefined the very concept of workspace utilization.

        Efficient space management services now play a critical role in fostering productivity, enhancing employee satisfaction, and optimizing operational costs. At Kadence, we recognize these challenges and have tailored our solutions to meet the unique demands of this new era.

        What are the challenges of Office Space Management Software?

        Space planning in the hybrid work era is a balancing act between flexibility and efficiency. It involves a strategic allocation of physical space to accommodate fluctuating occupancy, diverse work styles, and varying employee needs.

        The challenge lies in managing these dynamic requirements with a space management system, ensuring that resources are utilized optimally.

        This is where a comprehensive understanding of space management systems becomes crucial. From addressing the complexities of scheduling and booking to adapting to ever-changing organizational needs, the intricacies of space management are both multifaceted and significant.

        What are the benefits of Office Space Management Software?

        Downsizing Office Space

        Modern office space management software provides data-driven insights that enable businesses to right-size their office spaces. By understanding actual space utilization patterns through space utilization software, companies can make informed decisions about downsizing, potentially leading to significant cost savings without compromising employee needs.

        Reducing Costs

        The strategic use of space optimization software directly contributes to cost reduction. By optimizing the use of available space, minimizing unused areas, and efficiently managing resources, businesses can substantially lower operational expenses related to real estate and facilities management.

        Improving Employee Experience

        Workspace management software enhances the employee experience by providing a flexible and responsive work environment. Features like real-time booking systems and usage analytics ensure that employees have access to the spaces they need when they need them, thereby boosting morale and job satisfaction.

        Team Coordination and Productivity

        Effective workplace planning fosters better team coordination and productivity. It streamlines the process of scheduling and booking resources, reducing conflicts and downtime. This improved coordination ensures that teams can collaborate effectively, regardless of their physical location.

        Hitting ESG Targets

        Environmental, Social, and Governance (ESG) targets are increasingly important for businesses. Space management software can help in achieving these goals by promoting efficient use of resources, reducing carbon footprint through optimized space utilization, and fostering a more sustainable work environment with the help of environmental sensors.

        Space Management statistics

        The impact of space management can be best understood through data and statistics that reflect its significance in the modern workplace:

        The Changing Value of Office Real Estate

        Reduction in Space Requirements

        • A study by Mckinsey suggests that remote work and flexible work policies will enable organizations to reduce their need for office space by 30%.

        Employee Preferences for Hybrid Work

        • Only 6% of U.S. employees in remote-capable jobs prefer to work fully onsite. In contrast, 34% prefer to be fully remote, and 59% favor hybrid arrangements.
        • Around 93% of employees voice a preference for hybrid or remote work opportunities. Limiting these options could lead to a higher rate of employee attrition. The cost of replacing an individual employee can range from one-half to two times that employee’s annual salary and US businesses collectively lose about $1 trillion due to voluntary turnover.

        Productivity and Employee Benefits

        Cost Savings Through Space Optimization

        • Companies leveraging space management tools report up to 30% savings in operational costs due to more efficient space usage and reduced real estate expenditures.

        Useful Space Management tools to help downsize office space

        In the mission to optimize office space, especially when downsizing, the best space management software can make all the difference. Embracing technology like space control software to manage and analyze how space is used in your organization is key to creating an efficient, adaptable, and cost-effective work environment. From seat management software for desk and room booking systems to visitor management and workplace analytics, each tool plays a crucial role in transforming how we understand and utilize our office spaces. Let’s explore some essential workspace management tools that Kadence offers, designed to streamline operations and enhance the overall workplace experience.

        Desk Booking Software

        Hot Desk Booking is no longer just about reserving a workspace; it represents the adaptability of an organization to its employees’ varying needs. The ideal system allows for ease of use, and flexibility, and provides real-time insights into workplace utilization. This not only ensures that employees find the right space for their work but also helps in tracking and optimizing desk usage across the organization.

        Conference Room Booking Software

        Effective room booking is key to maximizing the utilization of meeting spaces, especially in a hybrid work environment where the need for physical meeting spaces can fluctuate dramatically. An efficient occupancy management software can help manage this. Conference Room Booking Software offers visibility into room availability, allows easy scheduling, and provides insights into usage patterns to ensure that meeting spaces cater to a variety of needs and work styles.

        A Visitor Management System

        To effectively organize your workspace using space allocation software, it’s crucial to first understand the frequency and identity of the visitors utilizing the space. Perhaps your sales department is inviting the most visitors on-site, requiring particular office neighborhoods for meetings. Alternatively, it might be your finance team that often brings visitors on-site to the office. Utilizing a visitor management system will allow you to gather data on the volume and regularity of visitors, so you can facilitate a comfortable check-in process for guests and consider how your employees can appropriately welcome and escort visitors around the office.

        Workplace Analytics and Data

        A staple when it comes to space management software is Workplace Insights. Being able to visualize and track all of your booking data and space data in one place is the key to optimizing your office space and reducing costs. Understanding the most popular days your team’s book to come in, as well as the most popular spaces your teams use vs. the ones they don’t. Getting to grips with the effectiveness of your hybrid policies by seeing how many canceled or ‘no-show’ bookings there are and seeing all of this, all in one place streamlines all of your process at once.

        How does Office Space Management Software work?

        To start managing your spaces with facility space management software, first, check out your workspace. Look at how big it is, what each area does, and what resources you have. Using building space management software lets you keep an eye on your spaces all the time. You can see how employees book spaces and use this info to make your workspace better. This way, your workspace can change as needs change and keep being a good place to work. The software can also help you manage floor plans and understand the square footage of your office.

        Start with 4 simple steps:

        1. Track, manage, and optimize your spaces with a real-time booking tracker

        By tracking your bookings as they occur with occupancy software, you not only get to project upcoming reservations but you can see how your spaces are being used in real-time. This allows you to load balance your office and manage them efficiently to meet the needs of your teams and keep every safe. In utilizing a space management solution that provides sophisticated analytics, displayed in an easy-to-understand layout, you’re now able to make strategic choices specifically suited to your team and organization’s needs.

        2. Measure the success of your hybrid policy with Attendance Metrics

        Grappling with the best hybrid work policy for you and your teams can take time and experimentation to find the right balance that benefits everyone. By visualizing a comprehensive view of all space bookings and cancellations over any given time frame with the best office space management software, you’re able to assess the efficiency of your hybrid work policy by seeing clear attendance metrics at a glance. These data points are crucial in making informed decisions about future office utilization. This is not just about booking spaces; or naming and shaming teams; it’s about strategic space management that aligns with your team and organization’s goals, ensuring no space is underutilized and that unnecessary costs are eliminated.

        3. Maximize the use of your resources

        Space Management Software provides a streamlined overview of all of your vital resources such as understanding conference room usage over any chosen timeframe. This allows Facility Managers to track room usage patterns, thereby gaining insights into which rooms and resources are more popular than others, or better still, understanding why 3-person meetings are being held in a room with a capacity for 10 people! This data is presented visually through a Room Occupancy Overview Daily Occupancy Heat Map. These combined offer a clear picture of room occupancy rates at different times of the day, providing valuable information for strategic planning and decision-making. It can aid in assessing the efficiency of room usage, identifying underutilized spaces, and implementing strategies to optimize space utilization. This asset management and facility management tool can be a game changer.

        4. Download the specific Data you need for reporting

        Being able to extract the data you need is a crucial yet key component of Space Management Software. Being able to view, access, and expand each space management widget to observe, enlarge, and export its data with the help of space software. Alongside its easy-to-integrate capabilities with your existing workplace software or reporting platforms, you can utilize Kadence’s sophisticated analytics directly within the Kadence web application itself. A straight-up out-of-the-box solution that allows for data interpretation, analysis, and the implementation of future cost-efficiency enhancements to your spaces all in one place.

        Cut real estate costs and drive collaboration with improved workspace management tools

        The objective of workspace management is designed to save you money on your office real estate and, more importantly, boost your team’s productivity. Understanding what is workspace and the principles of space management helps to create organized, flexible spaces that put you in control. With this new enhancement to managed workspace, you can feel confident about your workspaces, understand their usage, and identify who uses them, enabling you to make swift decisions about your spaces with absolute certainty.

        Read on to discover more.

        Streamline and manage desk reservations, meeting rooms, and other essential resources with workspace management tools

        Experience the ease of clear workplace booking information in one place. Seamlessly integrate booking and reservation details into a single space management system, enhancing your workplace experience and staying informed about current and future bookings to optimize workspace allocation and resource utilization. Kadence Space Management Software, a comprehensive space management solution, simplifies data analysis by presenting high-level insights in a user-friendly format. This enables you to quickly understand and act on them, empowering you to make informed decisions tailored to your team’s and organization’s specific requirements, promoting productivity, efficiency, and desk booking collaboration as part of your workplace strategy.

        Streamline and manage desk reservations, meeting rooms, and other essential resources with workspace management tools

        Track and optimize the success of your hybrid work policy, ensuring productivity and employee satisfaction

        Assess the effectiveness of your hybrid work model and easily analyze attendance data to guide future decisions regarding office usage. Understand the booking trends and in-office rhythms of your teams to help you cater to their needs or modify your hybrid work policy. By simply looking at your bookings, cancelations, and no-shows, you can gain a comprehensive understanding of workplace management. This helps you determine if your hybrid work policy is effective, enabling you to confidently make informed decisions to enhance employee productivity and streamline operations using a space management system.

        Track and optimize the success of your hybrid work policy, ensuring productivity and employee satisfaction

        Maximize the utilization of office workspace, identifying unused areas and popular spots for improvement

        Conference rooms are a precious resource. They’re limited, in high demand, and often not used efficiently. With Kadence, a workspace manager, you can easily streamline your conference rooms with a comprehensive overview of their usage. Our workspace planning analytics allows you to effortlessly track and analyze conference room usage patterns. This enables you to make data-driven decisions for optimal space allocation, so you can implement the necessary changes in your workspace design. You can also gain valuable insights into the popularity and demand of specific rooms and resources through our intuitive Daily Occupancy Heat Map, a key part of our space management systems. This visual representation highlights usage trends, indicating which rooms and resources are in high demand. With this valuable information, you can effectively optimize your conference room usage, ensuring efficient resource allocation that meets the demands of your workforce.

        Maximize the utilization of office workspace, identifying unused areas and popular spots for improvement

        Download your workspace booking data, and analyze it to make improvements

        Kadence revolutionizes workspace management like never before. With just a click, you can access a multitude of data widgets that provide a wealth of information. From viewing, and enlarging, to downloading relevant data, everything is at your fingertips. Whether you integrate it seamlessly with your existing office software or use Kadence’s comprehensive analytics within the web app, you’ll be equipped with the necessary tools to understand your workspace. Through meticulous analysis and scrutiny of this data, you can make informed decisions and strategically plan for cost-saving enhancements, ensuring optimal workspace utilization.

        Discover more about workspace management and how you can cut workspace costs by checking out the essential guide to Space Management Software.

        Download your workspace booking data, and analyze it to make improvements

        New Priority Access Booking For Teams That Need Spaces The Most

        The realm of hybrid work has expanded the borders of the traditional workspace, but it also comes with its unique set of challenges. One of them? Ensuring top team performance by making sure your key teams have priority access booking to the spaces they need when they need them.

        Is the Marketing team executing an urgent project for the next two weeks? Do they need urgent access to book within certain neighborhoods of your office? Or does Operations need space for onboarding in the next month?

        Kadence’s brand new Priority Access Booking helps Team Manager’s office arrangements by giving their teams a space when they need it the most.

        Why Priority Booking?

        Team Managers often face a tricky situation in a hybrid work setting.

        The bustling, fluctuating hot desk activity on a hybrid office floor can sometimes mean their most vital or high-performing teams don’t find a suitable spot for their work.

        This can be detrimental, especially when the teams need to collaborate and achieve important objectives together. The research underscores the importance of togetherness; 71% of professionals believe working the same hours as their teammates boost their productivity.

        Priority Access Booking gives Team Managers a handy way to ensure their top teams are never left without a space to work — and keep them achieving great outcomes together.

        Encourge better team performance

        No more last-minute hot desk scrambles or uncertainties in the world of hybrid work. With Priority Access Booking, your teams can collaborate better, plan in advance, and ensure their workspace needs are met. They can walk into the office with confidence, knowing they’ll have a designated space to work from, facilitating faster accomplishment of business goals.

        Efficient hot desking management

        By allowing teams to book spaces in advance, Kadence ensures office spaces are utilized effectively. This strategy minimizes last-minute scrambles and ensures that every corner of your office is used to its maximum potential.

        Fully customizable to your unique needs

        The ever-evolving landscape of hybrid work demands adaptability. With Priority Access Booking, organizations can swiftly adapt to staffing shifts or project transitions — ensuring continuity and efficiency.

        How does Priority Booking work?
        • Choose a Neighborhood: Decide where you want to apply the ‘Early Access’ feature
        • Set the Schedule: Determine how early these chosen teams can book in advance by customizing the “booking in advance” window
        • Select Your Teams: Decide which teams get the early bird advantage and plot them on the calendar

        With teams constantly shifting focus, executing critical projects, and having different needs at different times, Priority Booking is your solution to the ever-changing needs of hybrid work.

        In the paradigm of hybrid work, proactive space management has become more crucial than ever.

        Kadence’s Priority Booking doesn’t just offer a feature—it delivers a promise to help boost team performance and revolutionize the workspace experience for both facility managers and team leaders. It’s a reflection of understanding that when teams are empowered with the right tools and spaces, their productivity reaches new heights.

        Dive into the future of hybrid work with Kadence, and witness firsthand how strategic workspace allocations can redefine the essence of your organizational operations.