Desk Management: A Brief Overview
Desk management refers to the process of organizing and maintaining workspaces in an office setting. It involves managing desk space, scheduling desk assignments, and ensuring that desks are clean, functional, and equipped with the necessary tools and equipment. Desk management is essential for any workplace that wants to promote productivity, efficiency, and employee well-being. The success of desk management is largely dependent on the workplace culture and the availability of tools and resources to support it.
Desk Management & The New Workplace
The shift to a shared desk model is becoming more prevalent in the modern workplace. With the rise of remote work and flexible schedules, companies are finding that a fixed-desk model is no longer the most effective way to manage workspaces.
In a shared desk model, employees do not have a fixed workspace but instead have access to a variety of workspaces, including desks, conference rooms, and collaboration areas. This allows for more flexibility and collaboration within the workplace, as employees can easily work with different teams and departments.
Cross-Functional Workplace Roles to Support Flex Desks
To support a shared desk model, companies are adopting cross-functional roles to manage desk assignments and ensure that employees have the resources they need to be productive. These roles include workplace coordinators, IT support specialists, and facilities managers. Workplace coordinators are responsible for managing desk assignments, while IT support specialists ensure that employees have the necessary technology to work effectively. Facilities managers oversee the physical workspace and ensure that it is clean, safe, and comfortable.
Why Do You Need a Desk Management Strategy?
People Want Remote Work
The demand for remote work is increasing, and companies need to adapt their desk management strategies to accommodate this trend. Remote workers need access to the same tools and resources as their in-office counterparts, and a desk management strategy can help ensure that they have the necessary workspace to be productive.
It Makes Cutting Costs a Little Easier
A well-planned desk management strategy can help companies cut costs by reducing the amount of physical office space needed. By implementing a shared desk model, companies can reduce the number of fixed desks and office spaces required, which can translate into significant savings in real estate costs.
It Helps You Make Everyone Feel Welcome
A desk management strategy can help create a welcoming and inclusive workplace environment. By providing employees with access to a variety of workspaces, companies can create a more flexible and accommodating workplace that meets the needs of a diverse workforce.
It Helps the Team Stay Productive and Collaborative
A well-executed desk management strategy can help teams stay productive and collaborative. By providing employees with access to a variety of workspaces, companies can foster collaboration and knowledge sharing across different teams and departments.
This can help to break down silos and create a more cohesive and productive workplace.
Desk Management in the Hybrid Work Environment
The hybrid work environment, which combines remote work and in-office work, presents unique challenges for desk management. Companies need to find ways to accommodate both remote workers and in-office workers while maintaining a productive and efficient workspace. One solution is to adopt a flexible desk management strategy that allows employees to easily reserve and access workspace, whether they are working in the office or remotely.
Smart Desking in a Physical World
Smart desking is a technology-driven solution that can help companies manage desk assignments in a shared desk model. Smart desking uses sensors and software to track desk usage and availability, allowing companies to optimize desk utilization and reduce wasted space. This technology can also help employees easily locate and reserve available desks, improving productivity and efficiency.
Desk Management and Downsizing
Downsizing can be a difficult process for companies and employees alike. Desk management can play a crucial role in managing the downsizing process by helping companies optimize their workspace usage and reduce the need for physical office space.
By adopting a shared desk model and implementing a flexible desk management strategy, companies can reduce the number of fixed desks and office spaces required, which can translate into significant savings in real estate costs. Additionally, desk management can help ensure that employees have access to the necessary workspace and resources to be productive, even in a downsized environment.
Desk Management and Employee Experience
Desk management plays a critical role in employee experience. A well-managed workspace can promote productivity, efficiency, and employee well-being, while a poorly managed workspace can lead to frustration, stress, and disengagement.
By adopting a flexible and accommodating desk management strategy, companies can create a more positive and engaging work environment that meets the needs of their employees.
Desk Management Solutions: What to Look For?
Different Seating Strategies
Companies need to consider different seating strategies when implementing a desk management solution. These strategies may include hot desking, which allows employees to reserve and use any available desk in the office, or designated seating, which assigns employees a specific desk or workstation. Companies may also consider a hybrid seating strategy that combines elements of both hot desking and designated seating.
Interactive Floor Maps
Interactive floor maps can help employees locate and reserve available desks quickly and easily. These maps can also provide information about desk availability, desk features, and desk locations, improving productivity and efficiency.
Flexible Reservations
Flexible reservation systems allow employees to reserve desks quickly and easily, whether they are in the office or working remotely. These systems can also provide real-time updates on desk availability and allow employees to modify or cancel reservations as needed.
On-the-Go Scheduling Options
On-the-go scheduling options, such as mobile apps or online portals, allow employees to reserve desks and access workspace information while on the go. This can improve productivity and efficiency, especially for remote workers or employees who frequently travel.
Desk Utilization Analytics
Desk utilization analytics can provide valuable insights into workspace usage, helping companies optimize their workspace and reduce wasted space. These analytics can also help identify trends and patterns in workspace usage, allowing companies to adjust their desk management strategy as needed.
Conclusion
Desk management is a critical component of the modern workplace. By adopting a flexible and accommodating desk management strategy, companies can create a more productive, efficient, and engaging workspace environment that meets the needs of their employees.
Whether in a shared desk model, hybrid work environment, or downsized workplace, desk management can help companies optimize their workspace, reduce costs, and improve the employee experience. With the right tools and resources, companies can successfully implement a desk management strategy that supports their business goals and drives success.
