Guide to Comparing Different Office Hoteling Software Brands
Published: 2024-02-19 09:39:56

Today, limited space, as well as employees’ changing needs, mean that permanent desks are not an easy option for most organizations. To support both, many companies and organizations have been turning towards office hoteling. 

Office hoteling is not simply a concept but a proven practice that works with the right support. It is a method that relies on software and data-driven decision-making to optimize limited resources. 

As a tool for agile work environments, [office hoteling software ](https://www.deskflex.com/)offers the best supporting solution for many organizations worldwide. It provides much-needed flexibility while improving productivity and workspace use efficiency.  

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In a nutshell, hoteling software is a tool that allows users to reserve desks, workstations, and meeting rooms. Team members can use the app on their phones or computers to reserve a seat, reschedule, or cancel anytime. 

However, hoteling software is not just for offices. You can use hoteling software for other functions, such as events, classrooms, and even hospitals. Its various features can help streamline tasks despite having limited staff. 

## How Do You Compare the Different Brands of Office Hoteling Software?

Not all brands of hoteling software are created equal. Certain types of software are better suited for hot desking than office hoteling. Additionally, features may also be different across different software brands. 

Be sure to look for the following factors when choosing desk hoteling software for your organization: 

## Hoteling and Hot Desking Capabilities

It’s always a good idea to compare the basic features between different software brands. 

The first factor to consider is the hoteling software’s basic features. Its check-in capabilities for hoteling and hot desking should offer a smooth and effortless experience for users. 

Users should also be able to reschedule, change, and cancel reservations anytime with the best hotel front desk software. These basic features do away with the tedium of managing and navigating office spaces for both managers and employees. 

## Reservation

Reserving workspaces or meeting rooms several days ahead helps employees and admin staff streamline different tasks.

As a result, calendars should be a must-have for when employees want to schedule their reservations. It gives employees complete information while preventing potential mix-ups and scheduling conflicts.

Additionally, desk hoteling software should include features like mobile apps, workspace information, and wayfinding. They help give users as much information about workspaces as efficiently as possible. 

## “Neighborhood” Designation

The next category is “neighborhood” designation. Certain platforms allow managers to group workstations into “neighborhoods” for teams with similar tasks or roles. 

These can be reserved for teams within a specific department, such as sales or website development. Customer support teams can benefit the most when they work near each other. 

Desk hoteling software can also use “neighborhood” designations to improve wayfinding for employees. Users looking to book a workspace no longer need to search the entire floor or building to find their team.  

## Pricing

Many factors may impact your office hoteling experience. One easily overlooked factor is pricing, which can get expensive as companies eventually scale up. 

Hoteling software brands often price based on the number of employees. While this can initially be beneficial for small and medium-sized companies, it may be more costly to scale up. 

It’s vital to choose desk hoteling software that accommodates scale for growing organizations. It allows them to maximize limited resources better while getting the full benefits that come with scaling up operations. 


## What are Other Considerations and Factors to Look for When Comparing Hoteling Software?

Not all systems and software are built the same. Some are more suited for specific tasks than others, while other software may work better for larger companies. Comparing the basic features and prices is a good idea to find one that suits your needs. 

That said, there are more categories of the best hotel front desk software to choose from that better suit your organization’s current and future needs. 

Aside from the existing features, consider the following in mind when comparing office hoteling software: 

## Third-party Software Integration

The software’s integration capabilities with existing systems can be a good benchmark for its flexibility. 

In many cases, custom programming allows developers to tailor-fit solutions based on an organization’s needs. For example, outside of reserving meeting rooms and workstations, employees can also book equipment. 

On top of this, integration also ensures the software has a minimal learning curve. It becomes easier to use for both long-term employees and new hires adapting to new tools. 

## Additional Health Features for Office Hoteling Software

You should not overlook health-critical features in a post-pandemic work environment. Screening questionnaires, sensors, and contact tracing are all valuable features that help ensure health and safety. 

[Health ](https://www.mysavinghub.com/store/biolife-coupons)features can be handy in settings like hospitals or when disease outbreaks occur. Preventing the spread using social distancing is a key step in keeping employees safe.  

## Modular Systems

Aside from system integration, desk hoteling software should also support multiple modules. Tools like visitor and facility management can give organizations much-needed flexibility to cover more functions. 

That said, these additional functions only matter if your company or organization needs them. Depending on your company’s size and needs, a basic desk booking package may be the only thing necessary.

## How Do You Measure Your Software’s Return on Investment (ROI)?

Office hoteling software can be a significant investment, especially for small companies and organizations. Health centers and community colleges also often need to make the most out of their limited resources.  

As a result, it’s important to track both short and long-term returns on the organization’s initial investment. 

Doing so serves multiple purposes. For one, establishing an ROI determines whether to keep the software longer, upgrade it, or change providers entirely. It also serves as a way to ensure that limited space is being used optimally by employees at all times.  

## Here are the best ways to track your software’s ROI: 

## Understand your office hoteling costs.

Cost is another underlying factor that can affect the software’s effectiveness. Organizations not only need to consider the cost of the software and its supporting hardware. They also need to factor in the rent for the space itself.

Keep in mind that office hoteling costs can vary depending on the company. They depend on factors like square footage, number of employees, and output per team member. 

## Establish hoteling metrics.

Agile desk and workspace arrangements rely on accurate and consistent real-time data. Desk hoteling software and workspaces still need to be supported with informed, data-driven decision-making from facility managers. 

The good news is hoteling software can provide various metrics to give managers a better idea of overall effectiveness. These can range from total daily desk bookings to occupancy rates for different types of desks. 

## Keep track of data and utilization trends.

With the appropriate key performance indicators (KPIs) provided by hoteling software, data tracking becomes easier. 

One way to determine the overall ROI is by estimating the cost of each workstation compared to employees’ hourly capabilities. Establishing how many hours those workstations are booked can help determine overall efficiency.  

Estimating ROI does not end there. Facility managers must also look at various metrics offered by desk hoteling software for a more complete context. Metrics can also differ depending on how the organization sees ROI potential.

## The Bottom Line

Today’s workspaces face many challenges, from employees’ changing needs to the rising costs of commercial real estate. Companies must also cover more functions despite limited resources, and investing is not always an easy option. 

Many companies and organizations have since been turning towards office hoteling to address these many challenges. 

Hoteling software offers the best supporting solution for various organizations. However, while many software solutions exist, it is essential to find the best hotel front desk software that suits your needs.   

It is possible to do so based on different factors, such as core features and system integration. However, other factors, such as the company’s needs and productivity rates, are also worth considering