How to Facilitate the Change to a Hot Desking Office

Hot desking is the new wave of workplace design where there is no assigned desk or designated area for the employees. There is often a variety of different types of areas for employees to work in such as desks, couches, comfy chairs, as well as conference rooms and gathering spots throughout the office. If it is not occupied, you can use it! There is also hotel scheduling, where employees reserve a space, or zone for activity-based working; where employees designate space for them self or their team. With these new types of office environments, you will find a way to facilitate the change with the whole staff on board!

Here are some tips on implementing Hotel Scheduling and Hotdesking:

1. Have your employees’ input in the planning process.

Most of the time, the office is where people are spending an average of eight hours a day, five days a week. That’s a significant amount of time, so why not let them have involvement of the planning or design? Employees can express or present their suggestions for what environment they work best in, and your designer can make the most synergistic space happen!

2. Create a clear and concise policy for the employees.

If there are no set rules, then employees will just assume, and that is not idea in some cases. Part of managing a new office space that consists of hot desking, make sure the employees know the policy on how to treat the office space. The rules could include wiping down the desk or table after use every day so that the work stations stay clean, or if there are stationary computers, make sure everything is saved and logged out of prior to shutting down at the end of the day. Other policy ideas could include noise and headphones rules, which could tie into the design planning of acoustics in the new office space. Whatever the policy may be, make sure it is clear and known so there is no confusion on how to treat the new office space!

3. Introduce technology for communication.

In a traditional office, most desks have a designated phone that is assigned to the person sitting at the assigned desk. However, in a hot desking, hotel scheduling, or activity-based working situation, the designated phone will most likely not be there. There are so many different types of new technology now that can be used to streamline workplace communications with ease. Skype, G-Suite, Slack, Zoom, Outlook, and HipChat are just a few apps and tools to help unify the office into being in constant communication from any computer or phone. With a simple login, any employee can be connected, and they won’t be tied down to a single designated location!

4. Create a variety of spaces for all types of workers.

This ties back to the first point, keeping your employees in mind during planning is key. Whether you are relocating or renovating the existing office space, it is important to understand your employees needs. You and the designer can work together to create a space that makes everyone happy. You do not have to make the office all hot desking if that may not be suitable for everyone. Perhaps someone enjoys personalizing their space, so create a place to do just that. A bulletin board for personal pictures of flyers can help, where people will take pride in showing others a piece of home or life outside work. Lockers or cubbies can also be added so employees have the option to leave items at work they may not want to bring back and forth from the office every day.

With so many benefits to having your workplace make the upgrade over to the new wave of office design, it is helpful to know how to manage the change. With allowing your employees to feel like they are involved, clearly stating the expectations on how to treat the new environment, making sure communication is accessible, and everyone remains comfortable, you can absolutely take your business to the next level!

Ready to get started on your new workplace design? At HF Planners, LLC we have experienced designers to help transform your space into whatever works best with your office needs. HF Planners, LLC provides Facility Planning, Management, and Design services to help you find the right resources and design styles for your facility. Contact us today!

The Future of the Workplace Workspace

At some point in our adult life, we were expected to accept the 9-5 office position with a desk in front of a stationary computer. However, just months before this assumed transition, we were getting our school work done laying on a bed, papers sprawled about with music blasting in the background. Alternatively, we were in a library setting, often choosing which seat had the best lighting, or could fit as many friends as possible at one table, or had enough outlets to power all the devices that needed a charge. Whatever the situation, we had the freedom to work how and where we wanted, without conforming to the workplace expectation. What if the office finally caught on, and our employers listened to our past college selves, and let their employees choose their own work setting again?

This concept is called hoteling, hot desking, free address, or activity-based working. No assigned seats, no boring cubicles, but rather spaces where employees are actually comfortable, and the resources they need are readily available. It began with employees wanting more flexible hours. “Longer hours do not necessarily make workers more productive,” and then employers realized that productivity stemmed from employees feeling comfortable in their locations. That’s when designers started helping companies to begin “….revamping its notion of the workplace” (Market Watch The new office floorplans: flexible or demoralizing?” 2019).

 Hoteling is a practice in workspaces that allows for employees to reserve a space and resources they need in the office on a non-permanent basis. Hot desking is where employees are able to come and go freely, with no assigned space. Co-workers can reclaim their old habits and work how they feel accustomed to, and how they used to get their best work done. Activity-based working is an office space that has a variety of settings, from couches, to desks, to formal conference rooms, back to comfy chairs and hammock swings. These methods have been proven to save the office real estate finances and save money on resources because less space and materials are needed when the employees are only using the space and things they need, not what they are assigned. As an added bonus, less space and resources call for more environmentally greener workplaces as well.

 With this new wave of non-conforming work environments, productivity and employee satisfaction has peeked. Who would have thought your college self had it right this entire time?

Want to learn more about the future of workplace office workspace, and to take your company to the next level? Contact us today!

Benefits of Plants in the Office

With the ever-changing laws on Paid Sick Leave – it is important for Building Owners and Facilities Managers to take preventative action against any threat inducing any form of illness. Extensive research from Wageningen University and scientific company Fytagoras showed that people who work in an office that has plants, call in sick 20 percent less often than people working in rooms with no plants.

For more information on the benefits of incorporating plants in your office, call us today!

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Incorporating Biophilic Design in Your Office can Increase Productivity

According to research carried out by Harvard Business Review, 47% of employees feel very tired due to the absence of natural light and lack of biophilia in their office environment. While similarly – other studies have shown that potted plants can reduce and lower levels of blood pressure and anxiety.

“The use of sunlight, natural materials, and green elements will not only improve an office’s appearance; it may result in more creative, productive and happier members of staff. When businesses are considering how to redesign their premises, perhaps they should consider letting the outside in.”

Call HF Planners, LLC today for a free consultation!

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Energy Efficiency Day

October 5th Energy Efficiency Day! 

Here are 5 Ways to Cut your Energy Usage:

" ...facility managers can not only capitalize on utility rebate programs swiftly, avoiding inevitable program changes, but also maximize the entire process of developing and executing cost reduction initiatives."
 

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