Hoteling hot potato - Five tips on how to make flexible working work
August 24 2009 - Flexible working is one of the most debated topics in the modern workplace.
Most businesses now believe that introducing flexible working schemes can boost morale, improve productivity, drive
staff retention and, in some cases, even help to recruit fresh talent. As a result, around 63% of companies now offer
flexible working to their employees in some shape or form.
However, making it work successfully in any organisation involves a lot more than simply providing
employees with a laptop, an Internet dongle and a desk in the office a few times a week. Fortunately, we now have the
technology at our disposal, but comprehensive measures need to be taken in order to guarantee that the inevitable
cultural shift that takes place when a flexible working scheme is introduced do not affect business and staff in
any negative way.
Paul Statham, founder of Condeco and managing director of RNM Systems: "Traditionally, when flexible
working is introduced amongst a workforce, it is facilitated by hoteling or desk booking, which improves office
space utilisation and ensures that the workspace is constantly used to its full capacity. Whilst management will
rapidly discover the business benefits of such tools, convincing staff to share desks has always been the biggest
stumbling block."
Top five tips
Staff buy-in
The most successful flexible working schemes are almost always those that are introduced with full employee consultation and participation. Surveys should be distributed amongst staff to gauge reaction and opinion and any plan that is implemented should be well communicated to staff at every stage – they need to know the logic behind such a dramatic shift in their working practice in order to support and endorse it.
Desk Booking
Many companies that practice flexible working will use a desk booking system to enable hoteling. This is without doubt the most fair and organised way of putting flexible working into action. Desk booking software should be chosen on the basis of convenience and ease of use and increasingly those that can bolt onto the company Intranet or the Internet are the most popular.
Office lay out
Hoteling can allow companies to divest huge amounts of under-utilised real estate and cut down on energy guzzling desk space. However, when migrating to a hot desk setting, wider changes in the office environment should take place to make it a more pleasant place to work.
Business as usual
According to research by the CIPD, 68% of employers reported that flexible working has had a positive impact on employee attitude and moral. Most businesses will also affirm that flexible working boosts productivity. But with staff on the road and working from home, there is a danger that communication will break down. It is essential that routine meetings take place to keep workers well informed and to provide staff with a sense of involvement, unity and teamwork.
Trial period
As with most aspects of business, it is always worth testing the water first.
"Overall, the positives that come with flexible working and hoteling far outweigh any negatives.
Companies can save substantial amounts of money through improved office utilisation and can increase turnover and
productivity at the same time by boosting staff morale. In spite of this, businesses need to carefully and
meticulously plan how they roll out such schemes and pay extra attention to how they will affect employees in the
long run," concluded Paul.
About RNM Systems
RNM Systems is a specialist in workspace management and booking solutions. Its award-winning Condeco software suite provides large enterprises and SMEs with the ability to manage the day-to-day aspects of office life with ease and fluidity.
Condeco scalable workspace management software provides Meeting Room Booking, Desk Booking, Car Parking and Visitor Management, through one centralised web based application.
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