Workspace Scheduling Software Implementation Tips

If your team has figured out that workspace scheduling software is the right option (and if you’re operating with a hybrid of flexible working model, it is), then keep these five tips in mind for an easy, successful implementation.

(Note: This article assumes you’ve already found the right workspace management solution for your business. If not, we recommend starting here first.)

Tip 1: Outline Your Goals for the Workspace Software

Workspace scheduling software can centralize scheduling and management of workspaces and resources. It can also help reduce wasted resources and improve space utilization. All three of these are examples of goals. The first step to implementing workspace software successfully is to assess and define, so you can have a clear roadmap with milestones.

1. Assess your current workspace set up and identify pain points in the management and scheduling process, outline employee behaviors and preferences, and evaluate the overall office layout
2. Outline clear goals to achieve by using workspace scheduling software. This could be improving space utilization, reducing overhead costs, or improving employee productivity and satisfaction.
3. Define what your workspace booking strategy will be and how the workspace scheduling solution will support that
4. Make a list of system requirements you want to have and use, including real-time availability, reporting capabilities, integration with existing office systems like Outlook®, and if any features should be customized.

Tip 2: Train Your Team, Communicate Clearly

Once you’ve chosen the right software solution, it’s important to provide detailed training to all employees and clearly communicate the benefits of the new workspace solution, when it will go live, and where to direct any questions or concerns.

When setting up trainings for employees, be sure to include the following modules:

1. Overview of how to use the workspace booking solution, read floor plans, etc.
2. How to book hot desks, meeting rooms, and spaces
3. How to book resources like catering or AV equipment
4. How to find workspaces near colleagues and book recurring spaces
5. How to use any connected tools, such as digital signage or desk screens

In training sessions, we recommend letting employees see and walk through the solution with you for hands-on learning. This will also help them better understand how this new workspace software solution will improve their work experience and streamline processes that they may currently be stuck spending a lot of time on.

Tip 3: Monitor Workspace Utilization After Launch

Once the workspace software is live, it’s important to use the solution’s reporting features to track occupancy, booking frequency, identify peak usage times, and understand how the solution is impacting overall space utilization patterns.

Some solutions offer robust workplace data analytics and real-time insights built specifically to deliver actionable information for decision makers, so also consider if an integrated workplace analytics solution is a good idea to track success and optimize for the long-term.

Track the following key metrics after launching a new workspace software solution:

• Booking frequency
• Occupancy
• Turnover
• Resource usage
• Space usage
• Peak times/down times
• Time spent booking/managing meeting rooms or workspaces
• Employee feedback related to using the system and managing and booking workspaces

Tip 4: Continually Optimize Workspace Management

Based on the data and feedback you capture after launch, it’ll be crucial to evaluate and make any needed adjustments to the system. This will ensure it remains aligned with your organization’s needs, goals, and evolving workforce and space requirements.

Moreover, as you update and evolve your office, you may opt to leverage other tools alongside the workspace software, including smart sensors, desk booking screens, or automated visitor management kiosks. These can all be connected together to enhance and streamline daily processes, while also enhancing workplace security and wellbeing.

Tip 5: Choosing SaaS over On-Premise

One final tip we have is for organizations who are updating their workspace software solution. With remote and hybrid workforces, the power and benefits of SaaS solutions have become clear, so one final tip we have is to consider the advantages of switching from an on-premises workspace software solution to a SaaS one.

Some benefits include:

• Quicker deployment
• Lower tech stack and IT costs
• Scalability and higher security
• Improved collaboration and increased efficiency
• Easy integration with other solutions and systems for long-term value