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.

        Optimizing Efficiency with Hot Desk Booking Software

        One of the great benefits of hybrid working is that companies can streamline office space. With hot desk booking software, employees don’t each need to have their own space. Rather they can book a desk through the software when and where they need it.

        This means organizations likely need less space as not all desks will be in use at all times. Traditional fixed desks setups are no longer the most efficient solution. Optimal efficiency is achieved by having just the right amount of space for your organization.

        So how can companies know what the right amount is? The solution is hot desk booking software. Let’s find out why.

        Book Desks Based on Your Needs

        Hot desk booking software facilitates the seamless allocation and reservation of workspaces on-demand. Gone are the days of navigating through crowded office floors in search of an available desk. There’s also no need for unreliable spreadsheets that need to be manually updated. Eliminate confusion and save valuable time for both employees and facility managers.

        With just a few clicks, employees can reserve a workspace tailored to their needs. Desks or meeting spaces can be chosen based on what equipment they offer. Need a computer with specific software? Or maybe you’re looking for a quiet corner for focused work? Whatever you need you can book it in advance through the hot desk booking software.

        Individuals can focus on their tasks without the hassle of desk hunting.

        Book room 11 and Invite Willa, Michael, and Jane on Wednesday using Kadence
        Collaborate with Teammates

        In the hybrid work model, coordinating your team can be a worry. Companies need a system in place to know where people are and when there are opportunities to work together.

        The right hot desk booking software can also help you find time and space to work with colleagues. Kadence’s Smart Suggestions feature notifies you when teammates are coming into the office. It’s also easy to find where they have booked a desk, so you can choose one next to them.

        Managers can also set up Neighborhoods. These reserve a set of desks for their team. It’s simple for colleagues to find a space where they can collaborate and feel connected. This fosters a stronger company culture and boosts workplace wellbeing. Feeling connected to your team decreases isolation. Having the choice to book desks when you need increases autonomy.

        Use Kadence to book nearby Adam who is sitting at Desk 2 on Wednesday
        Space Utilization and Cost Efficiency

        Hot desk booking software optimizes space. Traditional fixed desk setups often lead to underutilized space. Desks remain empty when employees are absent. This inefficiency translates into wasted resources and increased overhead costs for businesses.

        Hot desk booking software, like Kadence, can offer insights into how your space is being used. Kadence tracks usage patterns and occupancy rates. This data helps companies identify underutilized areas. Facility managers can make informed decisions based on this data to maximize space efficiency.

        The benefit is cost savings. By reducing unneeded real estate, companies need only spend money on the space they need.

        A Culture of Sustainability and Fairness

        Hot desk booking software promotes a sense of inclusivity and equality in the workplace. By democratizing access to workspace, businesses eliminate hierarchies. They instead promote a culture of fairness and collaboration. Every employee has equal opportunity to access premium workspace amenities.

        Reducing on real estate also allows companies to commit to being green. With less resource being used, companies can commit to reducing their carbon footprint. This also impacts employee pride in their workplace and in turn improves their outlook on work.

        See which day Willa, Michael, and Jane are in the office and book nearby on the Kadence mobile app
        Future-Proofing Workspace Management

        The need for agile workspace management solutions becomes increasingly apparent. Hot desk booking software offers a future-proof solution. Companies can adapt to changing needs and preferences seamlessly.

        Whether it’s accommodating hybrid work models, scaling operations, or integrating with emerging technologies, hot desk booking software remains agile and versatile. Businesses can future-proof their workspace management strategies. They can stay ahead of the curve in an ever-changing landscape.

        Consider Kadence

        Hot Desk Booking Software makes a successful hybrid workplace. It streamlines communication, enhances collaboration, and empowers employees.

        With Kadence, work smarter by knowing where and when your colleagues have booked a desk. Smart Suggestions recommend when to head into the office. Book a desk in your team’s neighborhood within seconds.

        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.

        If you’re looking to implement a hot desk structure, book a demo today. We’ll show you exactly how Kadence can help you and your team find your rhythm for work.

        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.

        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!

        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

        The future of workplace experience with Envoy: Welcome employees back to the office with confidence

        This week on our ‘Future of Workplace Experience’ series, we discussed with Justin Bullock, Head of Sales at Envoy on their phased return to the office and how Envoy Protect can help enable a safe work environment to bring employees back to the office with confidence. Check out our interview and key takeaways below.


        Planning for a phased return with capacity limits

        (Start from 02:54 to 05:05)

        • Companies are planning shifts or phases of return: Currently Envoy is deployed in about 14,000 offices and 84 countries, so we’re getting a lot of feedback from our customers that helps guide us to create the solution that can ensure a safe return to the workplace.
        • Capacity limits vs office layouts: Companies need to think about what capacity limits for each phase, based on social distancing guidelines and the amount of spaces they have, and how will the office layouts change.

        Ensure a safe return with Envoy Protect

        (Start from 05:05 to 09:09)

        • Return to work requires a seamless connection of the physical and virtual workplaces: For a long time Envoy has been an expert in how humans enter and interact with your physical workplace, with Envoy Protect it is a slight shift to focus on how do we bring our employees back to work safely and how do we manage that process?
        • Designed to bring employees back to the office with confidence: The solution focuses on some key areas such as employee screening, touchless workflow, capacity management functionality.

        Meetings in the new normal

        (Start from 09:10 to 15:27)

        • Capacity management with meeting rooms: Smaller spaces like 1 or 2-person pods will be off limits in the first phase for hygiene purposes. Capacity management is not just for your building, it can be for the rooms as well by limiting the availability of meeting rooms to minimize physical interactions between employees.
        • Eliminate zombie meetings with data insights: After a few months of usage at Envoy HQ, we discovered 25% of our scheduled meetings didn’t actually happen and realized we can save a good amount of money not having to build more meeting spaces.

        Enabling a touchless environment with smart integrations

        • Envoy integrates with a keyless entry solution: I can open my front door of the office building, the door to my office, as well as the elevator all with a mobile app.
        • A slick visitor check-in experience with Aruba ClearPass: As soon as I sign in and sign the NDA within seconds on my mobile device, I would receive a unique Wi-Fi code to get on to the Internet. instead of just sitting there and waiting. It’s a super slick experience for me, but also a great layer of security for the company.

        Accelerated workplace trends during Covid-19

        (Start from 22:01 to 34:50)

        • Mobile adoption in the workplace: We are seeing mobile app adoption skyrocket because of  employee-driven use cases. For example, employees can see all of their deliveries that come to the office. More recently, employees can schedule and book rooms via the mobile app. For Envoy, we always had a long term vision of creating more value for employees within your workplace.
        • Hot desking and desk hoteling: The concept of hot desk and desk hoteling is not new, but the popularity and need for it has accelerated dramatically during this period. Companies have to find new ways to use their spaces with social distancing in mind, so that is just naturally driving the need to have solutions that can help you.

        Reimagining the workplace with design thinking: The future of workplace experience with IBM

        As part of our ‘Future of Workplace Experience’ series, we discussed with Paul Russell, Business Development for Smart Buildings at IBM Tririga on design thinking for the workplace and the rise of community workspaces. Check out our interview and key takeaways below.

        The rise of community workplaces

        (00:06:28 – 00:08:04)

        • New models emerging post-pandemic: In countries like the UK, where people might not travel like they used to, how do you make sure people can still physically meet people? One of the changes that you might see is more community workplaces appearing.
        • Close proximity technology in the workplace: With over 300,000 employees at IBM, it is easy to find out about people from different teams or regions through some of our tools currently in play, but what you can’t find out is if anyone is working close to you in the same building in real time.
        • Community workplaces in suburban areas: Instead of renting large corporate offices in the city, I think businesses, particularly in the UK and Europe, will start to regenerate traditional suburbs with community workplaces, creating new opportunities in suburban areas.

        Addressing needs of younger members in the workforce

        (00:09:53 – 00:13:07)

        While the older generation may prefer working from home, it’s also important to address the needs and concerns of the younger members in the team, who may prefer to have a physical office and the social experience of working in a city. Need to make sure they will have the same upwards trajectory and opportunities to grow inside of an organization.

        Reimagining the workplace with design thinking

        (00:13:08 – 00:24:55)

        • Understanding user behavior with touchless technology: Moving forward, there will be more emphasis on how people move through their workspace through the use of technology and deeper understanding of how people want to use their workplace. It’s opening up new lessons to learn about how we can augment their experience by providing touchless technology and Kadence’s desk and room management software is a great example of that experience.
        • Design thinking in the workplace: We talked a lot about design thinking at IBM and if we want to change someone’s behavior, there needs to be sufficient motivation, efficient ability and a prompt.
        • Enabling contact tracing: With the contact tracing example, we are changing people’s behavior because we want them to feel safe in the workplace and they’re motivated to do this because they want to stay healthy. People need to understand the value exchange and it needs to benefit employees in some way.

        The future of workplace experience with MAPP: Embracing a new way of working

        “The office has a future – it is just going to look different and needs to do something different than it has been in the past.” 

        This week on our ‘Future of Workplace Experience’ series, we discussed with Founder and CEO of MAPP, Nigel Mapp on rethinking the purposing of offices and using it as a tool to retain the best talent. Check out our interview and key takeaways below.

        Employee safety and assurance: The number one priority

        Things are going to look very different when we return and you can expect a number of control measures in place at MAPP managed buildings, for example:

        • Getting employees safely to their office with signage and floor marks to keep people 2m apart
        • Queuing systems in place with designated one lift up and one down
        • Using fire escapes stairwell as one way system for going down
        • Touchless measures by disabling building entrance barriers

        Embracing a new way of working

        • At MAPP, we ran a survey of how our workforce want to work post-pandemic and only a minority of our employees would like to return to office more than 3 days a week.
        • Offices will need to rediscover a purpose and there is a lot we can learn from retail. It will become a place where the brand exists and remain as a place to get people together and exchange ideas.
        • Companies will use space to project an image and for their people to belong, to collaborate, and share great thinking as opposed to housing rows and rows of workstations.
        • Offices might also start to become seen as a ‘perk’ to retaining talents as everybody wants to work in a great space. We can expect companies to occupy less space and invest in quality and infrastructure.

        Planning for your office reopening? Download our guide below to discover 10 top tips on how to plan your workspace more efficiently with technology and data.