Workspace Scheduling Software: What It is and Key Features

Workspace scheduling  solutions have become more popular as companies around the world have shifted towards flexible and hybrid models. Why?

• Employees are not in the office every day
• Office real-estate has decreased for many organizations
• Shared workspaces and hotdesking has become more popular
• Coworking spaces support multiple organizations and need to schedule a variety of spaces

But, how do you know if you can benefit from workspace scheduling software? What workspace scheduling tools do you need?

What is Workspace Scheduling Software

Workspace scheduling software is a type of software solution that is designed to help organizations of all sizes to manage their physical workspaces and optimize usage. Workspace scheduling software is used to manage meeting rooms, conference rooms, desks, and other shared or coworking spaces.

The biggest benefit of workspace scheduling software is that it enables employees to quickly and easily book and reserve workspaces, which reduces conflicts, ensures efficient space and resource utilization, and streamlines operational management.

Key Features of Workspace Scheduling Software

There are a number of features and benefits with good workspace scheduling software. Below are the ones we consider most important.

Centralized scheduling and management: A good workspace scheduling software provides a single place to book and manage all your workspaces and resources. Bonus points if it’s able to integrate with existing technology such as Microsoft Outlook®. [See how this solution can support managing conference and meeting rooms in Outlook.]

Efficient Resource Utilization: Workspace software should help an organization to maximize the use of their available space and resources, ensuring waste is minimized and employees can streamline bookings to include everything  — a meeting room or workspace, tech, support services, catering, etc., all in one. 

Improved Space Utilization: The right solution should drive cost savings and increased efficiency as it provides an optimized approach to workspace bookings and management. For example, Resource Central uses a color-coded floor map to help employees see available spaces, lets users search for colleagues and book desks nearby to support teamwork and collaboration.

Insights and Analytics for Data-Driven Decisions: Workplace analytics are critical to making informed decisions about real-estate, workspaces, and resource. Reports and analytics on workspace and resource utilization should be accessible via workspace software solutions to help organizations adapt and evolve for scalable growth or shifting business needs.

Enhanced Collaboration: Our favorite benefit of workspace software is its ability to improve communication and productivity by helping employees easily book and coordinate spaces for meetings, collaborative work, brainstorm sessions, or team bonding. Workspace software solutions are designed to facilitate easy space management and reduce the amount of time spent finding somewhere to work or meet and manage meetings.

Real-time Visibility and Bookings: View available workspaces and occupancy in real-time from desktop and mobile devices as well as digital signage and desk screens (if used). Workspace scheduling solutions should offer real-time visibility for employees so they can quickly find, and reserve needed spaces whether booking from a phone, at home on their laptop, or in-person at the office.

Easy Integration with Existing Tech Systems: Workspace scheduling solutions often integrate with existing applications for calendaring an email. For example, Add-On Products’ workspaces solutions work with Microsoft Outlook®, Exchange, Teams and 365.

Best Tools for Scheduling Work Effectively

When we recommend workspace scheduling solutions to clients, we bring up Resource Central and our Workspace Booking App.

Resource Central

Available to be installed as a SaaS or on-premises solution, this meeting room and workspace booking system solution helps users quickly locate and secure the workspace they need from within existing Microsoft applications and connected devices. Resource Central can provide reports on workspace usage, color-coded floor plans that update in near real-time, and can help support streamlined visitor planning and management. 

Workspace App

A mobile friendly workspace scheduling option, our Workspace App makes flexible work easy. This workspace booking app works with iOS and Android devices and makes it simple to  schedule and find the right workspace, whether in the office or on the road.

View and download Add-On Products workspace solution information here >

Choosing the Right Workspace Scheduling Software

Finding the right workspace scheduling software solution comes down to answering the following questions.

1. How would you like to book spaces?
2. What workspaces or resources would you like to book?
3. Do you have existing digital signage in or around the office?
4. Do you want to be able to book connected services such as parking or catering?
5. Are there any safety rules to consider?
6. Should the solution be installed on-site or as a cloud solution?

Once you can answer these questions, you’ll have a clearer picture of what you need your workspace management solution to do, how to implement one, and if additional solutions such as digital desk booking screens or sensors are a good idea.

Not sure where to start or what workspace scheduling software or customizations are a good fit? Set up a free demo with our team today to talk through what options may work with your organization.