Introducing Advanced Features for Desk Management Efficiency

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
Kadence's Desk Booking Details

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
An example of a warning on kadenc for booking too many spaces at once.

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.

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.

Transforming the Public Sector with Andy Lake

As we step into a future where the lines between our professional and personal lives are increasingly blurred. The need for smarter, more flexible workspaces has never been more apparent.

The public sector, traditionally seen as a bastion of the ‘old ways’ of working, is now at the forefront of this transformation.

I recently sat down with Andy Lake, a leading figure in the world of flexible and smart working, to discuss how the public sector can evolve to not just keep pace with the private sector, but lead by example in creating dynamic, inclusive, and effective work environments.

The evolution of work

The journey towards smart workplaces isn’t just about adopting new technologies or policies — it’s about fundamentally rethinking the relationship between our work and our lives.

For too long, the rigidity of the 9-to-5, office-bound work model constrained the potential of our institutions to innovate and adapt.

Now that the private sector is swiftly moving towards a system that’s less about where you spend your time and more about how you spend your time — our public institutions are in the unique position of being able to follow a blueprint being laid out for them.

By embracing smart flexibility, the public sector can become an environment that adapts to the needs of its most valuable asset: its people.

Smart flexibility goes beyond the option to work from home on a Friday or to start the day an hour early. It’s about creating a culture where flexibility is woven into the very fabric of how an organization operates. A framework of trust between employer and employee based on the understanding that it’s more than possible to be in control of a flexible work schedule.

The challenge for the public sector

The public sector faces unique challenges in this transformation. From local government offices to national healthcare services, the range of functions and responsibilities is vast.

But these challenges also present unique opportunities. By adopting a holistic approach to smart working, public institutions can set new standards for workplace innovation, inclusivity, and agility.

So where should a public sector organization start its journey towards becoming a smart workplace? It begins with leadership.

Transformational change requires buy-in at all levels, from the executive team to frontline staff.

This means engaging in open dialogues about priorities, challenges, and aspirations, and developing a shared vision for the future of work within the organization.

At the heart of smart flexibility is the empowerment of teams and individuals to work in ways that best suit their roles, tasks, and personal circumstances. This requires a shift in management style, from overseeing to facilitating, enabling employees to perform at their best, wherever and whenever that may be.

Technology as an enabler

Technology will play a crucial role in the evolution of the public sector and smart working.

Hybrid work platforms like Kadence offer public sector organizations the tools they need to manage flexible work models, coordinate teams effectively, and ensure that their resources are utilized optimally.

They give employers and employees a platform to flourish in a coordinated hybrid system, where everyone is aligned on the where and when of work.

With features that help managers set up regular team meetings in the office, notify employees when their colleagues have booked a room or desk, and high-level statistics on office occupancy and usage, a hybrid operating platform is a must for any institution looking to become more flexible.

When the right technology comes accompanied by a commitment to training, support, and continuous improvement — the sky is the limit for the public sector.

Looking ahead

As we move beyond the pandemic and into an era of rapid societal and technological change, the public sector has an opportunity to lead by example in creating work environments that are not only more flexible and efficient — but also more human.

By embracing the principles of smart flexibility, public institutions cannot only improve their operational effectiveness but also enhance the well-being of their employees and the communities they serve.

Transforming deep rooted work systems is not just a response to the challenges of the present, but a commitment to a more adaptable, resilient, and inclusive way of working.

The key? Communication, openness, and commitment to a better future for all of us.

What is Hybrid Working and Does it Make a Difference?

Hybrid Working has been making waves across workplaces. During the COVID-19 pandemic, companies found employees could work remotely and still achieve results. But how does this strategy play in a world where we are able to go into the office? Is hybrid working just a trend and how does it impact organizations and individuals alike?

Let’s explore its benefits, challenges, and the actionable strategies for successful implementation.

Demystifying the Hybrid Work Model

Hybrid working represents a paradigm shift in how we approach work. Rather than choosing between remote work or office work, hybrid work seamlessly integrates both. Employees have the flexibility to choose where and how they work. They base these choices on the task at hand. Some are easier to achieve in the office where there’s space for team collaboration. Others can be achieved just as easily at home or in a coffee shop.

Hybrid understands that traditional setups tend to confine individuals to a fixed location. This is not helpful and can be demotivating for the employee. Even the option of working from home only can be isolating. Hybrid strikes a fine balance between autonomy and collaboration. It’s about leveraging the best of both worlds.

Embracing Flexibility and Connectivity

The hybrid work model prioritizes flexibility, without sacrificing on connectivity. Most job roles that are office based come with a variety of responsibilities. Some of those involve independent work, but others will depend on working within a team. Hybrid working becomes sustainable when it allows its employees to choose where to work depending on what they need.

Working from home is a helpful option for everyone to have, but it’s not always the most convenient. If face time with colleagues means the work is completed faster, employees will likely decide to work from the office. If an employee finds they will be stimulated to work by being in the office, they will also choose to head in. There’s enough motivation for office time if companies place the decision in their employees’ hands.

See where your teammates are working with Desk Booking Software
Trust is Key

For any company that adopts hybrid working, trusting employees is paramount to success. When managers trust their team to determine where they work and when, employees gain control. This leads to better workplace wellbeing.

Mandates that call for returns to the office break this trust. They restrict freedom and this can only lead to resentment amongst team members. Companies can instead make their offices attractive places to work. They can have resources, breakout spaces, equipped meeting rooms and the like. Employees will feel compelled to come in.

It’s the lesson every organization needs to learn and the quicker it does, the sooner it will see results. When an employee feels that their manager trusts them to work, their morale is boosted. They foster a healthier work-life balance, which only leads to even more benefits.

Unlocking the Benefits of Hybrid Work

Hybrid work models can deliver tangible benefits for both employees and employers.

For individuals, it offers greater autonomy over their schedules. This increase in power leads to better well-being and in turn this leads to greater productivity. A Checkr Inc. study found that 68% of American managers want remote work to continue because of its impact on productivity and employee engagement.

For companies, hybrid working leads to cost savings. Less office space is needed, so real estate costs are slashed. There’s improved talent retention, because employees feel empowered by flexibility. There’s also access to a broader talent pool, because companies can attract workers outside of their local area.

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
Strategies for Successful Implementation

To unlock the full potential of hybrid work, organizations must prioritize clear communication, robust infrastructure, and supportive policies. Establishing guidelines for remote and in-office work will help employees navigate hybrid work. Designing the office that encourages team collaboration will encourage office attendance. Using online communication channels across the company will help employees feel connected.

The greatest asset to any hybrid workplace is management software. Companies can onboard teams to hybrid working without having to worry about the logistical planning. Employees can share where they are working and when with their teams. They’ll be able to book a desk or a meeting room within seconds. This is especially helpful for companies who adopt a hot desking structure.

Consider Kadence

Kadence is the software that can help you and your team find your rhythm of work.

Our Smart Suggestions feature recommends when to head into the office. Teammates can easily find time to collaborate together, and even choose a desk next to each other.

Bringing in guests? Kadence can send out invites, book parking spaces and record who visited.

With Insights, Kadence gives you a detailed guide of how your team use the offices available to them. Reports will tell you what spaces are being wasted so you can save on real estate costs.

Kadence seamlessly integrates with your existing technology tools. You can use Kadence in Slack, Teams and more without disrupting your workflow.

The Verdict: Does The Hybrid Work Model Make a Difference?

Hybrid Working is the future of work. Our adoption of the hybrid work model represents a significant leap forward in how we approach work. By embracing flexibility, organizations can benefit from the best hybrid can bring. Hybrid results in both increased productivity and better employee well-being.

If implemented with the right systems and infrastructure, hybrid work can be a success. Companies will find themselves to be more agile. There’s more time and space for innovation and adaptability. And the focus is on maximizing the potential of your workforce, all whilst making some key cost savings.

Harness the power of hybrid working with Kadence. Book a demo with us to find out how you and your company can achieve your hybrid potential.

Space Management Tools Help Navigate Hybrid Work

The rise of hybrid work models has defined what we think of as the modern workplace. As companies adapt to this new normal, the need for effective space management tools has become critical. These tools can have a transformative impact on the hybrid work environment, enhancing:

  • productivity
  • collaboration
  • overall employee well-being
Embracing the Hybrid Work Revolution

The traditional 9-to-5 office routine has given way to a more flexible and dynamic work model. This revolutionary shift allows employees to blend remote work with in-office collaboration. Employees can now strike a balance that accommodates both professional and personal needs.

With this newfound flexibility comes the challenge of optimizing workspace utilization. That’s where space management tools come into play. Organizations must first grasp the intricacies of their workspace dynamics. Space management tools empower businesses to gain insights into how their spaces are utilized. Analytics provide a thorough overview of office occupancy, meeting room usage, and individual work patterns. This knowledge becomes the cornerstone for strategic decision-making. Companies can create an environment tailored to their unique needs.

Space Management data and insights help drive team productivity
Desk Reservation Software allows you to see how office space is being used.
Boosting Productivity through Smart Space Allocation

There is correlation between a well-organized workspace and increased productivity. Space management tools enable companies to optimize their office layout. Managers can ensure that the available space aligns with the nature of the tasks at hand. Whether it’s collaborative zones for team projects or quiet corners for focused individual work.

With the space personalized for the team’s needs, productivity increases. The right space management tools will help managers allocate neighborhoods for teams. Employees can effectively and easily collaborate when the space is designed for their needs.

This is an image example of how Kadence customers can schedule teams to Office Neigborhoods throughout the week
Use Office Neighborhoods and assign them to your teams weekly to optimize your space and boost collaboration
Creating Agile Workspaces

Adaptability is key. Space management tools facilitate the creation of agile workspaces. These can be easily reconfigured based on evolving needs. Tools can recommend suitable desks or meeting rooms equipped with the necessary technology and resources.

With no more fixed desks, employees need to be able to book desks that meet the requirements for their tasks. This can be impossible to provide without space management tools. Otherwise, managers rely on unreliable spreadsheets to track what facilities are available.

Prioritizing Employee Well-being

Effective space management creates an environment that prioritizes the well-being of employees. The space where work happens is integral to the happiness of the team. It’s as simple as saying when employees are comfortable, they feel better working.

Employees may use the tools to reserve office spaces when they need a break from the isolation of remote work. This flexibility promotes a healthier work-life balance. Employees can choose the environment that best suits their tasks and preferences. And this autonomy to book when they like through their device empowers them.

Enhancing User Experience

Sometimes, it’s easy to forget the human aspect of technology. Space management tools are not just about data and analytics. They are tools designed to enhance the overall user experience.

When choosing software, look out for a well-designed, intuitive user interface. Employees should be able to effortlessly navigate and leverage the features of these tools. If they can, booking a desk no longer becomes a task in itself.

Not everyone is a tech expert. Space management tools come with comprehensive training and support features. Employees at all levels can harness the full potential of these tools. This takes off pressure for managers to set up outdated systems using spreadsheets and train their staff.

Look out for AI integration. Instead of even having to learn how to use the software, employees can request what they need in a simple message. The AI will do the rest and respond in the same conversational manner.

Kadence Hybrid Workplace AI
Use Kadence Hybrid Workplace AI to book the spaces you need in your office with just a prompt
Scalability and Customization

Space management tools future-proof the work environment. They are a strategic investment that enable organizations to adapt and stay ahead of the curve.

Their power lies in their scalability and customization options. Organizations can tailor these tools to fit their unique requirements. The same tools can be used as the company grows – from startup to operating on a global scale.

The tools adapt to the size of the company, rather than the other way around. They work with the space you have and will adapt as your company grows or downsizes.

Integrations with Preexisting Software

Space management tools should not be isolated entities. They should seamlessly coexist with any software that your team is already using. Whether that be Microsoft Teams or Slack, the space management tool should be able accessible within this software.

This saves employees having to jump from app to app. Desks and meeting rooms can be booked within the software they are already familiar with.

Managers should also have the capability to export reports about how the space is being used. This can be shared within internal communications, so decisions based on the data can be easily made.

Consider Kadence to Navigate Hybrid with Confidence

Space management tools are undeniably transformative. These tools go beyond optimizing physical spaces. They create a holistic work environment that prioritizes productivity, collaboration, and employee well-being.

Kadence’s space management tools can empower your company in its hybrid journey. Book desks and conference rooms, invite visitors and coordinate your team’s movements.

Kadence gives you detailed insights into how your team uses office space. Reports explain what spaces are under-used, so you can save on real estate costs. With Kadence, you not only manage the space, but ensure it achieves its full potential.

Book a demo today. We’ll show you exactly how Kadence can help you find your rhythm for 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.

Embracing Third Spaces: The Evolution of Modern Workplaces

In the move towards more flexible ways of working, modern organizations are having to get smarter about how they use space.

That means integrating a hybrid operating platform and making sure existing office space is used effectively. For others, it means giving their employees access to flexible workspaces near them.

Through my experiences with WorkFLEX, I’ve seen another kind of space become increasingly popular among workers. One that provides a level of flexibility that more conventional workspaces cannot offer.

“Third Spaces” are non-traditional workplaces that are neither offices nor co-working spaces.

And they might just be transforming the way we work.

What are Third Spaces?

Third Spaces are any public space that can feasibly (and reasonably!) be used for work. These could be cafes, bars, and libraries, to name a few.

Think a cosy nook in your local coffee house. Your tablet is perched up against a cappuccino and you’re nibbling on an almond croissant.

Third Spaces can be a very useful environment to get certain work tasks done, like deep individual work, creative thinking, reading, or admin.

Professionals are turning to these kinds of spaces in numbers. 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.

We’re also seeing a trend in co-working spaces to adopt an atmosphere more typical of a third space. With integrated coffee shops, biophilic design and areas for relaxation, they are responding to a general move away from traditional office set ups.

Why work in a Third Space?

Third Spaces provide a useful alternative to the back-and-forth between office-based work and remote work.

While office work is a great way to connect to your teammates and collaborate together, it can sometimes feel like a pressured, limiting environment. Remote work, with all of its great benefits for flexibility, can be socially isolating.

Working in a Third Space can provide you with a perfect environment for a little mental break, where organic social interaction and spontaneous conversations still keep you stimulated and creative. A recent survey we ran found that working from Third Spaces significantly contributed to an overall sense of wellbeing in workers.

While these kinds of spaces can be less effective for taking calls, completing confidential work or tasks that involve more equipment, they’re excellent for big picture thinking, admin tasks, and other independent activities.

What about the office?

The office will continue to play a valuable role in our day-to-day work life. It’s a cornerstone of community, a platform for connecting with our colleagues and the values of our organizations.

And yet it’s often not the best environment for all the tasks team members perform each week.

If you’re forced to commute for an hour just to send three emails from your office, you’d be rightly frustrated. Tasks like this could have just as easily been done at the Starbucks around the corner.

Third Spaces are like the “joker” card in your modern work schedule. They’re a great way to shake up your routine and immerse yourself in a fresh work setting — when the right tasks come about.

Is a Third Space right for you?

Follow these four questions to assess whether or not you could work from a Third Space today. 

1. Do you have a lot of calls to make today? 

If yes, it’s probably best to take them from home or a designated area in your office. If not — a cafe would work well! 

2. Do you have any privacy or data sensitive work to do?

If yes — best to avoid a public space and conduct the work from the privacy of your home or office. 

3. Do you have a bunch of admin to sort out today? 

If yes, this could be a great opportunity to go to your local cafe and hunker down with a laptop. Crush those emails! 

4. Do you have some big picture creative or strategic thinking to get done? 

If yes, this is also a good time to find a Third Space that helps you take time to zoom out and get some important thinking done.

Trust is essential

Hybrid work is still in its infancy. Companies are still figuring out how and where employees get their best work done.

Recognizing that different kinds of spaces have their own unique advantages is a big step towards getting smarter about how we work.

Ultimately, it comes down to trust. Employers need to trust their employees to be productive from Third Spaces, while employees should feel confident enough to ask for this kind of flexibility.

When employers focus on outcomes rather than physical location, they are likelier to build happier, more productive teams.

In a world where all you need to be productive is a laptop and decent WiFi, it’s only logical that we should embrace Third Spaces.

In doing so, we’re opening the door to greater flexibility, creativity, and well-being.

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.