iOS 18 Release from Apple

A Leap Forward in Customer-Centric Digital Experiences

With the release of iOS 18 and the iPhone 16, Apple introduces a powerful platform packed with new features designed to improve user engagement through AI-driven capabilities, personalization, and seamless interactions.

For mobile developers and digital experience agencies like Shockoe, this update represents a significant opportunity to enhance how businesses connect with their customers. 

As mobile and digital experiences increasingly fuel brand loyalty, leveraging Apple’s latest advancements is crucial for delivering more meaningful and intuitive interactions. Here’s how iOS 18’s notable updates can elevate customer experiences and transform digital offerings.

1. Apple Intelligence: Personalization at Scale

At the heart of iOS 18 is Apple Intelligence,1 a suite of AI-powered tools that elevates user interactions by anticipating needs and delivering personalized recommendations. This allows apps to feel more aligned with individual users, enabling businesses to provide experiences that are not only relevant but also deeply engaging.

• AI-Powered Writing Tools: These tools allow users to auto-generate responses, summarize content, and proofread easily. For customer service apps, this means faster, more accurate responses to inquiries, improving communication efficiency. By integrating these capabilities, businesses can offer professional, polished messaging that saves users time while maintaining a personal tone.

• Contextual Siri: Siri’s enhanced screen awareness now adds a layer of personalization to everyday tasks. For instance, Siri can pull relevant details from your travel app, emails, and messages to provide personalized travel updates, eliminating the need to switch between apps. This level of personalization enhances convenience to save time and improve customer satisfaction.

2. Dynamic Visual Content with Image Playground

Image Playground empowers users to generate personalized images from prompts, adding a fun, creative dimension to digital interactions. For businesses, this offers a powerful way to drive engagement by enabling users to create dynamic visuals, share custom content, and interact with brands in fresh, exciting ways.

For example, a retail app could let users design personalized product images or generate shareable content based on their shopping history. This deeper level of interaction fosters engagement and builds customer loyalty. The integration of Image Playground into apps like Messages and Notes also makes it easy for users to share customized visuals across platforms, promoting expression and connection.

3. Enhanced Messaging with RCS and AI-Powered Responses

With the integration of Rich Communication Services (RCS) and AI-powered features in the Messages app, businesses can deliver more interactive, multimedia-rich communications. RCS supports the sharing of high-quality images, videos, and interactive buttons, elevating messaging beyond the traditional SMS experience.

• Customer Service Efficiency: Platforms can leverage Smart Reply to provide quick, context-appropriate responses, reducing response times and improving conversation flow. Thread summaries further enhance the experience by enabling users to catch up on long conversations without scrolling through entire chat histories.

• Promotional Opportunities: RCS allows brands to send multimedia-rich messages like interactive offers or product previews. These dynamic communications boost customer engagement and satisfaction by giving users the ability to interact directly with the content, making the overall experience more relevant and impactful.

4. Siri's AI Upgrade: A Smarter, Connected Assistant for Seamless Experiences

Siri’s enhanced AI capabilities in iOS 18 transform it from a simple voice assistant to a powerful tool capable of handling more complex and personalized tasks. For users, this means a smoother, more efficient experience when interacting with apps and services. 

For example, a travel app could use Siri to manage trip itineraries, automatically pulling details from emails, messages, and the app itself to provide relevant travel updates. This integration across multiple touchpoints creates a cohesive, intuitive user experience.

Additionally, Siri’s ability to execute commands across apps—such as adjusting photo settings, managing files, or controlling app functions—improves interactivity. Whether adjusting filters in a photography app or updating notes in a productivity app, users benefit from the convenience of controlling multiple features with just a voice command.

Want to see how you can integrate Siri’s system-wide capabilities into your app? Contact us to see how you can start enabling your users to engage with critical and common functionality at any time, even in new contexts.

5. Customer Engagement and Ecosystem Lock-In

Apple’s deeper AI integration comes with both the benefit—and challenge—of ecosystem lock-in. With personalized features that anticipate needs, complete tasks across apps, and make intelligent recommendations, Apple is elevating the convenience of their user experience while also further embedding customers into its ecosystem.

• Convenience and Efficiency: Customers experience seamless, intuitive interactions across devices, such as having AI streamline personal tasks like generating content or pulling information from multiple apps. This creates a highly connected experience but makes it more difficult for users to transition to other platforms.

• Business Opportunity: Brands can create apps that capitalize on these AI-driven capabilities, offering engaging, user-friendly experiences that thrive in Apple’s ecosystem. However, developers must also cater to users’ high expectations for integration and convenience across their digital interactions.

6. Customization and Control for Greater User Freedom

iOS 18 introduces greater customization, allowing users to design their Home Screens and Control Centers to fit their specific needs. With the ability to arrange icons and widgets and customize Control Center layouts, users can now create a digital environment that feels more personal and functional.

• Efficiency Through Customization: Customers can prioritize frequently-used apps and tools for a more streamlined and user-friendly experience. For example, a home automation app can place controls directly in the Control Center, enabling smart home device management with a single tap. This enhanced customization streamlines interactions, boosting overall user satisfaction.

Developers: Adapting for the Future

For developers, adapting to iOS 18 is critical. The build tools, available through Xcode 16, allow you to integrate these new features into your apps as soon as iOS 18 is released. However, starting in Spring 2025, new apps must be submitted using Xcode 16, making early adaptation crucial.

By updating your apps with the latest build tools, you’ll keep your applications modernized and give your QA teams ample time to test how the new features and build tools affect existing functionality. Embracing these changes ensures your apps remain cutting-edge and optimized for the evolving iOS platform.

Building Better Customer Experiences with iOS 18

Apple’s iOS 18 delivers a powerful set of tools that can transform the way businesses engage with customers. From AI-driven personalization to richer messaging and enhanced customization options, the opportunities to create deeper, more meaningful customer interactions are vast.

By leveraging these features, businesses can deliver smarter, more efficient apps that not only meet customer expectations but exceed them. The key to success lies in thoughtfully integrating these enhancements to provide seamless, intuitive digital experiences that keep users engaged and satisfied. In the ever-evolving digital landscape, iOS 18 offers the foundation to build better, more intelligent interactions with customers, paving the way for future innovations in customer experience.

Article originally published here: https://shockoe.com/ios-18-a-leap-forward-in-customer-centric-digital-experiences/ on September 9, 2024.

Adapt to Changing Expectations with AI & Data

In the fast-paced digital era, customer expectations are rapidly evolving. To meet these ever-changing demands, businesses must leverage AI and data analytics to personalize customer experiences and adopt agile strategies.

This blog explores how companies can stay ahead of customer expectations, drawing on insights from industry leaders and our successful collaboration with Winn-Dixie.

Understanding the Shift in Customer Expectations

Customer expectations are constantly evolving, driven by technological advancements and changing market dynamics. To stay competitive, businesses need to anticipate these changes and adapt quickly. Industry leaders emphasize the importance of agility in adapting to changing customer expectations as a critical competitive advantage. By staying ahead of market trends and continuously evolving their customer experience (CX) approaches, businesses can maintain a strong competitive edge.

Leveraging AI and First-Party Data for Personalization

AI and first-party data are essential tools for understanding and predicting customer needs, enabling businesses to deliver personalized experiences. AI transforms customer experiences by analyzing user behavior to create tailored and engaging experiences. By leveraging predictive analytics, companies can forecast user actions and adjust features accordingly, boosting user satisfaction and retention rates.

Winn-Dixie faced significant challenges with its multi-brand rewards system. Shockoe developed an app that resulted in a 45% increase in users and a 105% reduction in load time.

Case Study: Winn-Dixie’s Digital Transformation

Winn-Dixie faced significant challenges with its multi-brand rewards system, which had become cumbersome and disjointed for users. They partnered with Shockoe to develop a new app that would enhance the entire shopping experience from shopping list creation at home to in-store checkout. By aligning business goals with an understanding of customer behaviors, Shockoe created a comprehensive suite of branded utilities and channels.

The results were impressive: Winn-Dixie saw a 45% increase in users and a 105% reduction in load time. The new app provided easy digital access to stores, a personalized couponing experience, and rewards that made shopping more enjoyable. Customer engagement reached an all-time high, and satisfaction with the new app version surpassed all previous iterations.

Agile Strategies for Rapid Market Adaptation

Agility is crucial for meeting rapidly changing market and consumer needs. Industry leaders underscore the importance of flexible, scalable solutions to navigate digital transformation challenges. By adopting modular approaches and engaging cross-functional teams early in the planning phase, businesses can ensure that their integration efforts align with broader organizational goals and customer strategies.

Embracing the Future of Customer Experience

Adapting to evolving customer expectations requires leveraging AI and first-party data, adopting agile strategies, and building a customer-centric culture. By staying ahead of these demands and continuously improving customer experiences, businesses can maintain a competitive edge in today’s dynamic market landscape.

Article originally published here: https://shockoe.com/adapt-to-changing-expectations-with-ai-data/ on August 20, 2024.

What is Lease Management?

Lease management is how organizations carry out a wide range of tasks related to their leases.

When a company needs to make decisions about where to renew, relocate or remodel their locations, ensure they are accounting for their leases according to the most recent standards, or keep up with certain terms and clauses so they aren’t being overcharged, the lease management team is called to action.

What You’ll Learn:

• What to look and prepare for when negotiating your lease

• What goes into the day-to-day of lease management and lease accounting

• The current compliance standards

• The reports every lease administrator needs

• Why lease management software is key to making it all work efficiently

Lease management is vital for your organization to get right because real estate is your #2 expense and missed opportunities can cost you a lot of time and money.

Lease Management: Negotiating the Early Terms

Lease Management starts with negotiating the right lease for you. From the beginning, you’ll want to create a lease that works for your organization in the short and long term.

Some of the essential aspects to negotiate include:

Co-tenancy Clauses

Co-tenancy clauses offer tenants an opportunity for rent relief or other relief options if certain tenants leave a location or occupancy drops below a certain level. It’s an important clause to negotiate upfront because part of the reason you chose the location you did was because you knew what tenants you wanted near you to help drive the right customers to your location. You don’t want to be negatively affected if those tenants leave the location, so you need to add a co-tenancy clause in your lease from the start.

Lease Incentives

Lease incentives are benefits added to encourage tenants to enter into lease agreements. If landlords are especially motivated to get you to sign a lease with them, they may be willing to change terms and accommodate your needs and desires. But if you don’t know what to bring to negotiations, you may miss out on some significant incentives.

Some lease incentives you should bring up in negotiations include:

• Reimbursement for fees incurred from breaking a pre-existing lease commitment.

• Relocation costs related to moving from one property to another.

• Rent-free or reduced-rent periods. Landlords will negotiate rent periods of free or reduced rates in order to negotiate a new lease. When this is done, make sure you remember to account for it correctly. Although deferred rent is now obsolete in accounting due to ASC 842, it is still an important part of your expenses.

• Purchase of leasehold improvements. Leasehold improvements are modifications to the interior of a leased building to make it more useful or desirable to the tenant. These can be made to attract tenants, or as a lease incentive during negotiations or during the course of a lease. These can include:

  • Tenant improvement allowances

  • Build-out allowances

  • Rent discounts

  • Turnkey projects

• Upfront payment of cash.

Common Area Maintenance

Common area maintenance (CAM) is what tenants pay a landlord to maintain shared spaces, such as lobbies, parking areas, landscaping, cafeterias, and restrooms. It’s valuable to understand and negotiate the ideal CAM terms that go into your lease, so you pay the right amount for the right things. A few terms to consider negotiating include:

• Pro rata share. This is the amount you are charged for the square footage you are leasing. Make sure you understand how the space is being measured, and look out for any mention of your share increasing if other tenants move out.

• Capital costs. This includes repair/activity costs that your landlord may charge all tenants. You can either negotiate terms in your lease to ensure you only pay for certain capital costs or, over the duration of your lease, make sure to monitor these capital costs as they pass through.

• Exclusions. This is your chance to negotiate certain exclusions, such as initial land costs, refinancing costs, costs incurred for specific tenants, interest or penalties incurred by the landlord, and so on.

• Caps. This means negotiating a cap on the amount you will pay for certain items within CAM or for the entire CAM expense. This limits the amount by which your share of CAM costs can increase above the initial charge.

And don’t forget to work through your CAM reconciliations at the end of your lease year. CAM reconciliation is the process tenants use to evaluate whether the amount a tenant paid in CAM charges was correct. You certainly don’t want to be overcharged and not realize it in time.

These are just a few of the common things you should negotiate when going into your lease for a new location. Next, let’s talk about the day-to-day tasks of lease management.

Day-to-Day Administration in Lease Management

Once you’ve negotiated your lease and signed onto your new location, it’s important to create a lease abstract, a concise summary and analysis of your lease agreement, so that employees can quickly get to the most pertinent information without needing to hunt through documents.

Then, it’s time to focus on the monthly tasks that keep your company from falling into hidden occupancy costs, like:

• Consumer price index. Part of lease management includes calculating how the consumer price index (CPI) impacts the recurring costs associated with each lease, including anything you owe retroactively.

• Subleases. These require regular time and attention and can negatively impact your business by hundreds of thousands if not managed properly.

• Additional charges. Any charges received by your landlord, whether it’s for CAM or other operating expenses, means your lease administrator has to compare that bill with the line items in your lease to ensure you aren’t being overcharged.

• Percent rent. Percent rent, rent that a commercial tenant pays based on a percentage of their gross sales, is also quite a time suck requiring 30 minutes of your admins’ time per location every month.

And then you’ve got your lease renewals, too. When a location’s lease renewal comes back up, you can use that time to either find a better location or begin the negotiating process again and see if you can come to better terms for yourself going forward.

We’ve only mentioned a few key lease management tasks that keep your lease administrators busy. Many of which could be automated, saving your company time and money. But we will get into that shortly.

Lease Accounting & Compliance

Lease accounting is the other half of lease management, and it’s a doozy. With the FASB ASC 842, IFRS 16, and GASB 87 standards, companies have to be proactive and on top of all lease compliance requirements.

FASB ASC 842, IFRS 16, and GASB 87

• ASC 842 is a leasing standard issued by the Financial Accounting Standards Board (FASB) that went into effect for public companies on January 1, 2019, and private companies on December 15, 2021. ASC 842 increases disclosure and visibility, where previously most leases were not included on the balance sheet. Now, companies are required to report right-of-use (ROU) assets and liabilities for almost all leases.

• IFRS 16 is a leasing standard issued by the International Accounting Standards Board (IASB) that went into effect on January 1, 2019. IFRS 16 changes the way companies account for leases in their financial disclosures, including balance sheets and income statements. With IFRS 16, all leases are considered finance leases.

• GASB 87 is a leasing standard issued by the Governmental Accounting Standards Board (GASB) that went into effect for public companies on June 15, 2021. GASB 87 increases visibility into lease obligations and removes ambiguity around lease obligations in financial disclosures, particularly balance sheets and income statements.

Lease Accounting 101

To help with meeting these lease accounting standards, there are some vital parts of lease accounting you need to understand. Starting with lease classifications and types:

Two Main Lease Classifications

• Operating leases mean the lessor retains ownership and bears most of the risk. Before ASC 842, these leases were referred to as “off-balance sheet financing,” but now, all leases must be reported on your balance sheet unless it is a lease lasting 12 months or less.

• Finance leases involve the transfer of risk and benefit to the lessee, often with an option to transfer ownership as well. Prior to ASC 842, this type of lease was classified as a “capital lease.”

Next, you have to identify the type of lease that’s related to the type of asset and the manner in which payments are made.

Three Types of Leases

• Real estate leases involve either leasing land or a building and represent the most significant liabilities in an organization’s lease portfolio and one of the largest operating expenses.

• Equipment leases ownership rests in the hands of the lessor while the lessee uses the equipment for the amount of time allotted in the lease.

  • Equipment can vary anywhere from airplanes, forklifts, and trucks to soda machines, copiers, or anything else a business may need to operate.

• Embedded leases are components within a contract for other goods or services, which includes the use and control of a related asset. They can be hard to identify because it may appear that a company is not paying for a piece of equipment but they are paying ongoing costs associated with its use.

  • To help you spot these, keep in mind the four criteria for identifying whether it’s a lease, and remember, if not all four are met, it does not qualify as a lease:

    • It identifies a specific asset

    • It gives you the exclusive right to control or benefit from an asset

    • It lasts for a known period of time

    • It specifies an exchange of consideration

It is more important now than ever to make sure you identify every lease you have. Download and take this decision tree with you to help you find and identify the trickier ones:

Lease Management Reporting

Lease management also requires quite a bit of reporting. Throughout your organization, various departments and roles have different lease-related needs.

Your lease administration, analysts, accountants, real estate directors, and senior leadership don’t use the same data, and their responsibilities are nothing alike. But they depend on the same sources of information: your leases themselves and their associated documents.

Each department needs different lease management reports for different things:

• Lease administrators need to be able to retrieve, organize, and manage essential lease information.

• Lease analysts need to ensure payments are processed on time and accurately.

• Real estate executives need to make informed decisions about locations and leverage intel for negotiations.

• Lease accountants need to prepare budgets and forecasts and create and record reports.

With the right lease management software and advanced reporting capabilities, everyone has access to the reports and documents they need.

Like a lease abstraction report that contains lease information, including all dates, costs, clauses, contacts, options, responsibilities, documents, insurance information, and more.

Or a reconciliation summary that shows lease-specific reconciliation charges displayed year over year so you can compare historical CAM charges, audit potential overcharges, and recognize trends.

And even an accounting schedule detail report that automatically generates lease-specific accounting schedules according to FASB 842 and IFRS standards for operating and finance leases.

Why You Need a Lease Management Software & How to Pick the Right One

Everything mentioned above is essential to efficient lease management. And that can be overwhelming. It’s a lot to keep up with and can be costly if not done well. But there’s no reason to fret because lease management software makes it all a lot more manageable.

It tracks, it reminds, it organizes, and it is accessible and intuitive. No matter what size company you are, lease management software can make the world of difference.

Companies all around the world choose Lease Management software because it:

Achieves and maintains compliance with lease accounting regulations

Reduces the likelihood of mistakes, errors, and losses

Reduces occupancy costs

Steps in when there are minimal resources for in-house help

Gives a comprehensive view of your portfolio

The first step is realizing you need it. The second step is making sure you pick the right one for your organization.

3 Steps to Finding the Right Lease Management Solution

Selecting the right software is a process that requires planning and forethought before making a choice. We’ve broken it down into three steps for you to follow.

Step One: Creating Goals & Objections

A clear understanding of your needs is critical to identifying, assessing, and selecting the right software. Start by answering these questions to understand your current state:

• How many real estate and equipment leases do you have today?

• Do you expect the number of leases to materially increase or decrease in the next 3-5 years?

• How are you managing lease-related issues and payments today?

• Who does the accounting for lease, and are they aware of the FASB/IFRS lease standards?

• Do you have the capacity to manage lease administration and lease accounting in-house?

• Are you planning on outsourcing lease administration, lease accounting, or both?

Now that you have a better idea of how your leases are managed today, you’ll want to identify what you hope to achieve with a lease management software. Meet with the departments and stakeholders this affects and write up your top priorities and objectives for this project.

Step Two: Defining Your Solution Needs

With your goals and objectives set, you now need to think about what software capabilities match your needs and how those requirements should be prioritized.

Start with the basics—capturing lease data, critical dates, clause information, rent payments, tax, lease accounting, etc.—then get more specific from there. Capture all requirements in a spreadsheet and then mark each item with a priority level: high, medium, or low.

Then, don’t forget additional technical requirements, integration capabilities, and levels of compliance.

Step Three: Selecting the Right Vendor

Now that you have your capability requirements documented and prioritized, you can look at vendors and solutions. It’s about choosing the solution that satisfies your requirements and is also an organization you want to do business with.

Start by assessing each software providers’ capabilities relative to your prioritized requirements. Reach out to the vendor, ask them your questions, gather the information you need.

Then narrow down your vendor list to the top three that match your capability needs and schedule demonstrations of the software.

At this point, you know you have some good options for moving forward. So, to get to the very best lease management software, you’ll want to look at company and economic fit.

For company fit, which best aligns with your culture, and who do you trust will be the better partner to help achieve your goals and objectives?

For economic fit, what is the total cost of ownership of the various finalists, and where does each fall relative to your budget?

By following these three steps, you can ensure you are getting the best lease management software for your organization. Dive deeper into picking the right software in our Buyer’s Guide to Lease Administration and Accounting:

Lease Management Next Steps

Lease management is a constantly growing, changing beast. To keep track of your leases, comply with the most recent lease accounting standards, and make the right decisions for your organization at the right time, it’s important to stay on top of all lease management tasks, and implementing a lease management software is the best way to do it.

With Tango Lease, you get all of your lease-related information organized into intuitive dashboards, equipping administrators and finance professionals to easily manage lease accounting schedules, avoid overcharges, maintain compliance with the latest lease accounting standards, and perform lease activities. With our software your team can analyze and explore your entire lease portfolio from the same place.

Article orginially published here: https://tangoanalytics.com/blog/lease-management/ on August 2, 2023

8 Benefits of a Hybrid Workplace

The workplace is changing. Scratch that.

Has changed. No, scratch that, too.

The workplace is constantly evolving and changing into what the workforce and the world needs at the time.

The pandemic taught us that where and how we work should be fluid. And it’s up to organizations to make sure they keep with the times and create a flexible workplace where employees want to work.

That’s why Hybrid Workplaces are getting all the hype. This mix of traditional and flex working benefits employees and organizations worldwide.

What is a hybrid workplace?

A hybrid workplace is a flexible workplace practice that empowers employees to work where and when they want, usually by balancing their time between office work and remote work.

What are the benefits of a hybrid workplace?

A hybrid work environment encourages collaboration and creativity, working where and when you work best, instead of measuring productivity by “butts in seats.” When the pandemic forced people into remote working, the workforce stayed productive but missed office interactions. Organizations stayed successful but company culture in the digital world lacked. The answer to how the post-COVID workplace should work is hybrid.

With a hybrid model, collaboration and creativity can flow, organizations can provide a controlled, flexible environment, and everyone can benefit.

In this article, we present 8 benefits of a hybrid workplace broken down into three categories: value to the employee, the organization, and the globe. Let’s begin!

Benefits of a Hybrid Workplace for the employee…

1. Working where you are most productive

Either of these scenarios sound familiar…?

The company quarterly report is due by end of day, and you need ZERO DISTRACTIONS. Your best move is to forego the office, and that unnecessary conversation with Joe from Accounting (no offense Joe), and work remotely where you can get heads-down time and some peace and quiet.

The biggest presentation of your life (not to be dramatic) is tomorrow and you know your PowerPoint is 💯  !!

But in order to take the cake, you need to present it with confidence. You need to be in the office, in a huddle room, with your most trusted coworker-friends, so you can practice your presentation, get honest feedback, and blow everyone away.

YOU know what kind of atmosphere is the most productive for the work you need to get done. With a hybrid setup, you have the flexibility and choice to work where you need to. You can find the right workspace for the day in the office or at a coworking location or choose to work from home because you need the focus time or have to attend to personal matters during your breaks.

2. Improving your work/life balance

Burnout from juggling high stress in the office 40 hours a week and all your other daily life tasks can cost you and your organization more than you might think. In 2017, it was estimated that $125 to $190 billion a year was spent in healthcare in the U.S. due to physiological and physical problems of burned-out employees, according to Harvard Business Review.

With hybrid work, employees can use their at-home days to schedule breaks to take care of personal essentials like doctor’s appointments or getting kids to and from school. Plus, on those days, employees can save an average of 55 minutes on their daily commute meaning more time for balance.

3. More collaborative & creative places to work

The office is turning into a place employees want to go to collaborate and feel creative. Working at home has seen great productivity but also burnout, feelings of isolation, and “Zoom fatigue.”

Holding meetings, brainstorm sessions, and other collaborative activities means an increase in social interaction, engagement, and comradery.

And with many companies reimagining the workplace, including the variety of workspaces that will be offered like collaboration areas, huddle rooms, etc., employees get to experience a new way of working when at the office.

Benefits of a Hybrid Workplace for the organization…

4. Attracting and retaining top talent from anywhere

Retaining talent is vital because loyal, happy employees deliver productive results. Additionally, it costs time and money (33% more) to hire a replacement.

Attracting top talent also gets easier when you can expand your search worldwide. Having one office, one location that everyone needs to report to can narrow your search quite a bit. Plus, employees on the job hunt are looking for flexible workplaces.

Make employees want to join you and stay with you by adding flexibility to your workplace.

5. Improvements in employee engagement & productivity

Studies show when employees have flexibility and freedom in how they work, they are more engaged, productive, and satisfied.

• 81% of hybrid employees reported high engagement and 77% reported increased productivity

If not offered hybrid options after COVID-19, 66% of employees would stay but be less happy and 46% would look for another job that offered these benefits.

Employees that are able to work their jobs flexibly should be given the opportunity to do so. The good far outweighs the bad when it comes to implementing a flexible, hybrid workplace.

6. Saving millions in real estate costs

Say so long to 1:1 ratio seating. Two things to consider with a hybrid workplace:

1. Flex employees may come into the office for certain tasks on different days or at different times, so you don’t need to provide a workspace per employee

2. When you offer different types of workspaces and collaboration areas, employees don’t need a specific workspace from 9-5 each workday

With workspaces costing a company a yearly average of $10,000 each, there’s a lot of potential savings there. Let’s look at this graph.

If you make just 50% of your workplace flexible, you could see savings in the millions. And that doesn’t mean that only 50% of your workforce is able to use your office, it just means they have the choice of what type of workspace they need and when.

Benefits of a Hybrid Workplace Globally…

7. Focus on Health & Safety

With a hybrid work model, organizations have a much easier time managing health and safety guidelines. When companies began their return-to-work strategy during COVID-19, those with a hybrid plan and the right technology were able to do it quickly and safely.

Your hybrid workplace and workplace management software can:

• Implement physical distancing of your workspaces

• Manage capacity limits and follow federal guidelines

• Have employees answer health questions before reserving space in the office

• Use Contact Tracing to follow the trail in case someone ends up sick

We hope to never experience a pandemic again in our lifetime, but with the right setup, another event like this won’t leave you unorganized and unprepared. You’re able to control how your workplace is running and keep your workforce’s health and safety a top priority.

8. Reduced Company Footprint

Decrease in Gasoline Usage, Carbon Emissions, & Air Pollution – When less people are driving to work every day, gasoline usage, carbon emissions, and air pollution decrease. Prior to the pandemic, the U.S. was using 391 million gallons of gasoline a day. But when everyone was staying home during the pandemic, global carbon dioxide emissions fell by 6.4%. A massive change since emissions had steadily been rising for decades.

Monitoring Energy Consumption in the Office – When you combine your workplace management software with Smart Building Technology, you can decrease your footprint even more with lights, A.C. or heat, etc. only turning on when someone is in the building or has checked in to a reservation.

Downsizing Office Space – With fewer employees in the building at one time and space utilization analytics showing you how your office space is being used, it may be time to consider downsizing. Smaller Space = Smaller Company Footprint!

By encouraging hybrid work, using workplace resources only when needed, and even potentially downsizing office space, your company’s footprint can see a decent reduction and you can feel like a productive global citizen!

Do these benefits of hybrid work sound good to you?

Heading into a new phase of work after getting thrown the curve ball that was COVID-19 can sound like a lot. But the benefits of a hybrid workplace have been laid out in front of you and we think it’s worth it!

With the understanding of what it is and its benefits, you can head into the next step: Creating a hybrid workplace.

We created this free Guide to the Post-COVID, Hybrid Workplace where you can get all the information you need about creating and supporting this flexible workplace practice. Or feel free to contact us and we’d be happy to chat with you about your organization and how we can provide the right technology to help you manage your hybrid workplace.

Originally published here: https://agilquest.com/8-benefits-of-a-hybrid-workplace/ on February 21, 2022.

Hot Desking 101: Everything You Need to Know

What is hot desking and how can it benefit your organization? This flexible workplace practice might be what your company and workforce need!

Flexible. Hybrid. Hoteling. Hot Desking. Activity-Based… Should I go on?

These words are being thrown around on a daily now that more organizations are embracing flexibility in their workplace.

And to many, the term hot desking does not pass the vibe check.

People believe hot desking negatively impacts employees. That is sends a message saying they don’t matter and it’s just another way to save the company money.

However, we believe, when done correctly, it can save money AND benefit the employee. Hold on, let us explain!

But first, what even is it?

What is hot desking?

Hot desking is a flexible workplace practice that keeps offices, conference rooms, etc., open for employees to use when it suits them best. This practice makes it easy for employees to find a desk in the spur of a moment or grab a workspace near their teammates so they can collaborate quicker and easier.

What are the benefits of hot desking?

When hot desking was introduced to the business world in the 90s, it was… well, messy.

Executives told their workforces “We are hot desking now” and employees entered the ring to fight for their spot.

You got into work 5 minutes late and you were sitting at the desk in the corner under the blasting AC next to Tom in sales who’s great at his job (energetic phone calls and presentations in your ear from 9 to 5).

So, when people hear hot desking, they run for the hills.

But like everything, with time and a better understanding of the workforce and workplace, it’s become a beautiful butterfly – manageable, beneficial, and a great addition to the flexible workplace.

Hot Desking can help create a new atmosphere that harnesses flexibility, empowers collaboration, and produces results. Some benefits of hot desking include:

• Boosts in creativity and innovation. With an array of workspaces available, you can pick and choose and mix it up to give yourself new views and a fresh perspective daily.

• Improved communication and productivity. What’s on your agenda for the day? What kind of space would benefit you the most? You can choose where you work, whether you need to find a collaboration space near a teammate or a desk near your boss while you work through a new assignment.

• Increased flexibility. Hot desking works best in flexible workplaces because it isn’t about 1:1 ratio seating anymore. It’s about using the office when it best suits you and choosing the right workspace for what you need to get done.

• Rise in knowledge sharing. No more strict siloes by department. Go sit near coworkers you don’t see or work with often and learn more about the part they play in the company. It’s very easy to get caught up in what you and your department do. It’s helpful to see the big picture every once and a while.

• Reduced real estate costs. And, of course, organizations can implement hot desking to SAVE! When you eliminate the 1:1 ratio seating, there’s a good chance you can eliminate/downsize your real estate, too. Or, not have to upsize as you grow your company and hire more employees.

  With a flexible, hybrid workplace, your employees can use the office when it benefits them and work remotely any other time. Now, this freed up space can be used for new hires, to rent out to organizations or freelance workers, or you can start considering a smaller office once your lease is up. And the savings can be put back into employee benefits, bonuses, new workplace assets, and more!

There are many reasons a company should add hot desking to their flexible workplace repertoire. When done correctly, it can empower your workforce and save you money!

On board so far? Then, let’s really get into it.

How do you implement, manage, & support this kind of flexible workplace program?

Before you dive headfirst into hot desking, we need to think it through from start to finish.

• What does it take to implement and deploy a hot desking program?

• How will the workforce react to and adopt it?

• What needs to be set in place to make it successful from launch and beyond?

Implement hot desking with a plan and a workplace reservation software

It’s obvious now that hot desking does not have to be a bad word. We just covered all the reasons why it works. We know it, but your workforce might not. Plus, the fact that people typically don’t like change, you need to communicate, communicate, communicate just why hot desking provides value to them and the organization.

• Create hot desking guidelines to share with employees so they know what to expect and who to contact with questions.

• Start initiating the conversation before you implement any changes. Let everyone know what is coming and just how exciting it will be!

• Research and find the best hot desking software to manage your workplace. The software should be easy to implement and deploy, provide admins a way to manage the workplace & workforce with business rules and policies as well as present analytics and insights into what’s working and what could use optimizing, plus be intuitive and user-friendly so end users adopt the new software quickly.

Manage hot desking by determining what works best for your company

Maybe you want your hot desking program to be as easy as 1, 2, 3. Every seat up for grabs. Employees can claim the space or room that works best for them wherever, whenever.

Or maybe you want a little more structure.

When you are coming up with your hot desking program plan and guidelines, you may want to consider different ways you can split up your workplace so it’s more organized and makes sense to everyone. Let’s look at two options:

1. Neighborhoods. Let’s say Kevin from IT needs full concentration and 0 distractions but Linda and Sally from HR end up sitting next to him to plan the company’s end of the year retreat.That won’t work.Admins can add business rules around “neighborhoods” which means designating a certain area or floor to a specific department.

2. Quiet Areas vs. Collaboration Spaces. Back in college, the campus library was set up to have the first and second floors as designated collaboration space where you could be as loud as you want (inside voices still appreciated.) As you made your way up to the third floor, you were only supposed to speak at a whisper and only if you must. Finally, the fourth floor was strictly quiet, like if you needed to sneeze you better take it somewhere else.

   So, every floor doesn’t need to have every type of workspace. You can designate floors and areas to provide quiet, heads-down space or noisy, creative, collaboration environments so employees can choose depending on their workload.

And you don’t need to pick just one way to manage your flexible workplace.

Say you have 5 floors, floors 1 & 2 can be filled with meeting rooms and collaboration spaces for employees to grab and work at when they want the energy and buzz of people around them. Then you can designate floors 3-5 as neighborhoods. Your neighborhoods might split the floor down the middle with one department on one side and one on the other. Or you could designate the whole floor to two departments that work closely with each other, like Sales and Marketing.

The bottom line is to think about your organization and workforce culture to determine the best way to manage your hot desking program.

There’s no wrong answer.

Well, there might be, but you won’t know until you try!

And once you try, you’ll have insights from your hot desking software to optimize the program and continue to have success with hot desking!

Run a successful hot desking program by supporting your workforce

Now that the technical stuff has been taken care of, the next, most important piece to focus on is your workforce!

We hinted that change isn’t easy. You’ve come up with your communication plan around hot desking but let’s talk about what you can further provide to make this better for everyone.

Personalization

With free address seating, personalizing your desk/office is no more. Which can be difficult somedays when you just need a quick look at your kids’ smiling faces or your dog’s warm, inviting eyes to get through it. We’ve all been there. So, with no place to put these tokens of love, what is there to do?

TIP: We suggest encouraging employees to personalize their laptop desktops with pictures of the people they love! That way they always have something to look at when they are feeling a bit mad.

Plus, who doesn’t love an “awhhhh” when you share your screen in a meeting and everyone catches a glimpse of whatever cuteness is there.

TIP: Additionally, for other personal items, offering cubby holes and/or lockers gives employees a place to store their stuff throughout the day.

This makes it so your workforce can grab a snack when they’re hungry or a cardigan when they’re cold without having to lug it around with them all day.

Keep It Clean

Health & Safety is top priority, especially after 2020, so organization’s need to make sure it is easy for employees to clean their space before and after use. If you want hot desking to work, employees need to feel safe in their own workspace.

TIP: Have cleaning stations on every floor and create a clean desk policy that people can easily follow.

Provide The Right Equipment and Technology

Lastly, provide each workspace with the equipment and technology employees need, like monitors, docking stations, whiteboards, video conferencing, etc.

TIP: Use your hot desking software to label the workspaces accordingly so people can filter by what they need and grab the space that works best for them.

Your flexible workplace should make it easy for your employees to work from anywhere, in the office or remote.

With a plan in place and everyone on board, you’re on the right track to have a flexible, productive workplace and an empowered workforce. Continue to monitor and optimize your flexible workplace and follow hot desking best practices to ensure your program stays successful.

Article originally published here: https://agilquest.com/hot-desking-101/ on August 24, 2021

Creating a Hybrid Workplace

The Hybrid Workplace: Industry’s Latest Buzzword

As an employee encouraged to work from home when COVID-19 struck in 2020, I know going back to in-office work is going to be a big transition. If I didn’t work for an already flexible company that will continue to let me work from home as I please, I would be dreading the return even more.

And I’m not the only one. Survey says,

• 29% of respondents would quit their job if they weren’t allowed to work remotely. LiveCareer survey of 1,000 respondents

• 1 in 2 people won’t return to jobs that don’t offer remote work. OwlLabs survey of 2,025 respondents

Working from home gave me confidence that I could do my job from anywhere. It made me feel good that my company trusted me enough to do so. And it made me feel safe and in control in a time where that seemed almost impossible.

With that said, I do miss the interactions of the office. I miss seeing my coworkers and having impromptu brain dumps with my boss. There’s something about the office that keeps the creativity flowing and makes collaboration easy.

From Cushman & Wakefield’s Purpose of Place report, they found:

• Half of employees struggle to connect with their company’s culture during the COVID-19 induced remote work experiment.

• And only 55% of employees working remotely during COVID-19 had a “sense of wellbeing.”

The report also mentioned a 2007 meta-analysis that stated,

“workers see greater autonomy and lower work-life conflict when working remotely up to 2.5 days per week; beyond 2.5 days per week, the researchers found that there were greater harms to relationships with coworkers.”

So, basically, I am saying employees, like myself, enjoy the trust, confidence, and ease of working from home but also want the collaboration of the office.

We want CHOICE and FLEXIBILITY.

Which leads to the newest buzzword, the Hybrid Workplace.

[Learn everything there is to know about the hybrid workplace when you download this guide.]

What is the Hybrid Workplace?

A hybrid workplace is a flexible workplace practice that empowers employees to work where and when they want, usually by balancing their time between office work and remote work.

It is very similar to the practice of WFA (Work from Anywhere) with a few key differences.

Hybrid vs WFA

Hybrid workplaces still offer a centralized place for work (the office) and prefer that a portion of their employees split time between the office and remote. WFA companies tend to have smaller offices, or satellite offices and offer coworking sites, stipends for at-home office setup, etc.

Hybrid teams will likely continue to recruit talent that lives within commuting distance to the office where WFA teams can hire anyone from, well, anywhere. And same goes for current employees, hybrid employees will stay in a location close enough to the office to make commuting possible for in-office days whereas WFA employees can move anywhere at any time.

Hybrid companies are more structured; management may have more of a say when teams should be in the office. WFA means you are working remotely 100% of the time; it’s up to the employee each day to choose where that may be.

Creating Your Hybrid Workplace

Champion Team

Step 1 in creating a hybrid workplace is finding the right employees for your Hybrid Champion Team. This team will create, manage, and run your effective, successful Hybrid Workplace. How many members will depend on your company size but consider involving someone from each department so that implementation can be done quickly and more effectively by department.

With a team in place, it’s time to discuss the model and strategy that best fits your company.

Hybrid Models

Step 2 is to think about the kind of mix your hybrid workplace will have. How many in-office days should there be? Should it be specific or lenient? Some options may include,

• Taking a more remote-first approach. You may have heard the term remote-first from our pre-covid trends blog, in this case, it means employees are first and foremost connecting remotely, using the office as a meeting place for planned, specific in-person moments only.

• 3-2. This means employees are in the office 3 days a week and remote the other 2 days. Or vice versa.

• Average. This approach has your employees averaging a certain number of in-office days over a certain amount of time. For example, you may want your employees to average 3 in-office days over two weeks. 

For this step in creating your hybrid workplace, we suggest you start by taking an employee poll to get input on how many days they want to be in office vs. remote, or what kind of model they think your company should follow.

Hybrid Strategies

As you are thinking about the different ways you can structure the work week you should also think about whether the model will differ by group. This is step 3. Your policies might work better whether they pertain to the employee, department, or company.

By employee

This gives the choice to the employee regarding when and where they work. They can choose which days they want to spend in-office vs. remote. It’s the most flexible option and works better for smaller companies.

This option would need to be backed by a lot of communication and an easy way for employees to show where they are working each day so colleagues and managers can be in the know.

By department

This means coming up with different policies by teams or departments. This may be the least flexible choice of the three because the in-office days are likely the same each week so team members can be in the office together.

It may also be the easiest to manage because the office can be split into neighborhoods and the workspaces, rooms, and resources within each neighborhood can be available to different teams on their designated in-office days.

By company or location

This option gives your hybrid workplace some structure while also offering choice and flexibility to the individual employee. It would include coming up with a companywide policy that tells employees how often they can work remotely vs. in-office. It can be more strict or more lenient depending on how much structure your company needs.

For instance, by telling everyone they’re expected in the office 3 days a week and the other 2 wherever they please, employees can choose the days they want to be remote and reserve workspaces and collaboration areas for the days they are in the office.

Whichever hybrid mix you choose when setting up a hybrid workplace, it’s best to plan thoroughly and gain input from the people it will impact the most (the employees) right from the start.

[Learn how to create and support a post-COVID, hybrid workplace by downloading this guide.]

5 Companies That Have Embraced the Hybrid Workplace

1. Ford moved 30,000 employees to a remote-first hybrid work model. Employees will now do independent work at home and use the office for group projects and meetings and assignments that require in-person interaction.

2. Citigroup is embracing a 3-2 hybrid model for most of its employees. With branch workers still onsite and some roles remaining 100% remote, the rest of Citigroup’s employees will work three days in an office and the remaining two at home.

3. Google is also following the 3-2 model and will start testing their flexible workweek when they begin their return to the office in September.

4. Target is one of the first major businesses to use the pandemic disruption to save money on real estate. They closed one of their three downtown Minneapolis offices and embraced hybrid work. Employees that were at that location will now have a “home base” at one of the other two buildings and will get to choose between in-office and remote days.

5. Microsoft is returning to the office in stages and once they reach the final stage, they will finalize their new hybrid work model. Flexible roles with manager and team alignment will work from home part of the time (less than 50%).

These large companies are all embracing hybrid work but what about smaller companies?

Does a Hybrid Workplace Work for Small/Medium-Sized Companies?

As a member of a small company, I can tell you it does! Before the pandemic, we were working on a hybrid model by employee. My manager and I worked in the office together Monday-Wednesday and at home Thursday and Friday. A lot of our Product Managers followed the remote-first approach only coming to the office for weekly department meetings and collaboration exercises.

And all that was made possible because we put digital-first and used our own workplace reservation software to reserve the space we needed when we were in the office and updated our statuses when we were working elsewhere.

Up Next: The Changes and Support Your Hybrid Workplace Needs

With your hybrid strategy in mind, your next step in creating a hybrid workplace is ensuring you have the communication, training, management, workplace, and culture to support it. Don’t worry, we’ve got you covered in this blog post.

If you’re in charge of the safe return, check out our back to the workplace page and download our guide to the post-COVID, hybrid workplace.

Article originally published here: https://agilquest.com/creating-a-hybrid-workplace/ on May 5, 2021

Grab the Guide to the Post-Covid, Hybrid Workplace (written and designed by me.)

4 Reasons You Need Workplace Management Software

- to Get Back to the Workplace Safely.

The world is in a constant state of change and, as you consider what the new reality means for you and your company, we want to be here to help. As you contemplate getting a workplace management system for your office, we want to tell you 4 very important reasons why now couldn’t be a better time!

1. Get Back to the Office, Safely

When you start to think about getting your employees back to the office safely, you have to think through all the changes and new workplace processes that you will run in to. We created an in-depth guide to cover the planning, executing, measuring, and optimizing of your new office set-up. You can grab the guide here or you can start with our Back to the Workplace webpage.

This guide covers your challenges, your requirements, your solutions, how to measure & monitor your work, how to comply & optimize your office, plus, use cases. Implementing a workplace management software like Forum is the key. But I won’t give away all the details. Go grab your guide!

#1 Takeaway: Make the return to work a safe one with the resources and information found in this guide.

2. Implement a Workplace Management System Before Employees Return

Not sure why you should implement Forum before people get back to the office?

Let’s discuss the pros of implementing a Workplace Management Software, now, before everyone returns to the office.

Many companies aren’t sure when they should implement, asking “Why do it now when not everyone is back in the office just yet?”

Think about this,

1.  Getting through the install process without interrupting the productivity of your employees sounds ideal. If you’ve made the decision to get a workplace management software but you aren’t sure when to install it because no one is back just yet, now is the time! You’ll have everything implemented and ready to go when employees return to the office and acclimate to the “new normal.”

2.  Implementing before you have full capacity allows some time for a small team to pilot the system. Once in place, you can work with a group of employees to start using the new software and help determine if your configuration meets your goals. Then you have it ready for a smooth transition when more employees are back in the office which makes expansion of the platform across your portfolio a breeze. Plus, now you have champions from your pilot group who can help their coworkers adapt to the new workplace experience.

Case Study

Recently, a customer implemented Forum before making their way back into the office. Our AgilQuest Team installed it before the pilot team returned to the office, worked directly with the customer and pilot team to make the process easy to implement and understand, and now that team is working with the rest of the company to make sure everyone can return to the office safely.

#2 Takeaway: Now is the Perfect Time to Implement Your New Workplace Management Software

 3. See if you’re ready to downsize that underutilized office space and save money!

How much of your office space is being used? Have you considered downsizing your office space and your company’s footprint?

This McKinsey article dove into four ways office and work life may be reimagined after COVID-19. The fourth point brought up rethinking and resizing office footprints.

Now that many of your employees, if not all, are working from home, have you considered whether you need all the office space you currently have? The percentage of people working in the office is declining while the percentage of people working flexibly is increasing. When companies take into consideration everything that’s going, McKinsey says some could find a potential decrease in real-estate costs by 30%.

With uncertainty around how you will need to manage occupancy levels and social distancing in the future, now is the time to start gathering the data about how and where your employees are working, who needs to be or works best in the office, and peak and average utilization over the course of a day and a week.

(Hint: With many of your employees working from home, it is bound to be less than you might think).

All this information will help you determine if you need the real estate you currently lease or own. With the data to show and back up these findings, it is possible your company could find a smaller, more cost-friendly place for your office.

Case Study

Even before COVID-19 hit, GSA saved $24 million, annually, on real estate costs by using AgilQuest to measure utilization and then implement a telework and hoteling program allowing for a great worker-to-workspace ratio. You can read the full case study here to learn how they did it.

#3 Takeaway: You can save money on your unused real estate when you implement a workplace management software.

 4. Gather Data You Can Use in Present and Future Decisions

Let’s talk about why it is critical to start collecting accurate presence and utilization data in order to create a safe workplace for your employees and to support ongoing space and real estate decisions.

When you get down to it, utilization and presence data is crucial for three important reasons right now:

1. Getting Employees Back to Work Safely

2. Understanding Employee Engagement and Productivity

3. Saving Money, Reducing Real Estate

Knowing who was in the office, where they sat, and with whom they collaborated is vital information when providing employees with a safe place to go to work.

In the unfortunate case one of your employees tests COVID positive, you’ll need to know the areas of the office that need a deep clean/to be avoided for a while and the employees that collaborated with them.

With our new Individual Asset Use & Presence Report, you see:

– when a person has been in the office,

– what workspaces and conference rooms they used,

– whether they were actually present in those workspaces,

– and other individuals who worked closely with them.

As flexible working becomes a part of your day-to-day, make sure your employees are thriving with their choices.

With your workplace reservation software, employees can indicate whether they are working in the office, from home, or at a coworking site. And you can see whether their choice of venue complements their productivity. You can show how your flexible workplace is working for your business.

With 50 million people working somewhere outside of the office a day, that is 50 million reasons why you need to be tracking and deciding whether the office space you have is necessary.

Each workspace costs an average of $15,000 a year. With offices at only 30-40% capacity a day, and less now because of COVID, that is a lot of money heading down the drain. But by measuring and monitoring your office’s capacity now, you can make the decision based on real-time data to downsize the next time your lease is up.

#4 Takeaway: Knowing your office utilization can make getting back to the workplace safer and can save you money.

Article originally published here: https://agilquest.com/4-reasons-to-use-a-workplace-management-software/

Grab the Guide to Getting Back to the Workplace (written and designed by me.)

9 Office Hoteling Best Practices

Following these 9 Office Hoteling Best Practices makes switching

from permanent assigned seating to a hoteling program simple.

Many companies are realizing the benefits of a flexible workplace and are starting to make the move. There’s a comfortability associated with having a permanent seat in an office but the data doesn’t always support it.

When an office is only occupied at 40% a day on average, it doesn’t make sense to have employees scattered about when they could instead be working where they want, near the people they want. There are also many companies wondering if they need more real estate for their growing company. But it’s unlikely.

With flexible workplace management, you can start seeing the real use of office space, allow employees to work more freely, and have a more productive workplace.

What is Office Hoteling?

Office hoteling means having workspaces and conference rooms available for employees to reserve or claim in advance or during the workday, instead of the traditional permanent seating. This allows employees the freedom and flexibility to work where they want when they want. 

There are many pros to office hoteling and, when implemented correctly, you really can’t go wrong.

Here are 9 Office Hoteling Best Practices that’ll help you do it right:

Get employees excited before the switch

Change can be scary but exciting! Especially if it’s there to make your life easier. With office hoteling, employees can choose to work near their teammates, or their friends, (or even choose to be rather far from them). They can secure a workspace just for the afternoon or the whole week, when necessary. This gives employees more choice, which is what they want in a job.

But make sure they realize that is what you are offering. If this very large change to the office stays on the hush-hush, there will be chaos when trying to implement it. Start by explaining the benefits of a flexible workplace before the switch and get your employees on board.

Recruit your most excited employees to promote the idea and discuss it with their teammates and those around them. With employees advocating for Office Hoteling, making the switch will be easy!

Set communication standards and document the policy

You’ve done your job communicating the change before the change, but don’t forget about communication throughout the process. From the start, everything anyone needs to know, from what office hoteling means for them, to what workspaces, reservation software, and policies the company is putting into place, needs to be clear and easily accessible.

Doing the work upfront to ensure the process will be implemented seamlessly and communication practices are in place will save you from the avalanche of questions and headaches that you may be used to.

Offer a variety of spaces

Every worker bee is different, so every hive should be unique.

Having a variety of spaces means each employee can find what works for them for a specific day or project and roll with it. Some employees might want the closed-door office option while others may want to sit in an open, collaborative space and have those around them spark their creativity. 

Knowing which type of workers you have in your office and offering the right spaces for them is a KEY best practice when turning to Office Hoteling. 

Provide attractive, efficient workspaces

Once you have an array of spaces to offer, make them inviting! Set up each room to be ergonomically AND aesthetically pleasing.

Add splashes of color throughout the building to boost creativity.

Provide comfy seating, pillows, etc. for the more open, collaborative spaces.

Make sure each workspace is set up for efficiency. That could mean desktop monitors, whiteboards, office supplies, etc. Give your larger workspaces and conference rooms fun names! Add nice, relaxing desktop photos to monitors around the office. Anything that makes the office, the rooms, the spaces more appealing to work in.

Make cleaning workspaces a breeze

Create a clean desk policy to make sure employees are keeping the workspaces decluttered and always available for someone else.

AgilQuest’s Example of a Clean Desk Policy!

Again, this is a major change for many, so it will take some reminding to keep their personal items with them and not leave anything behind.

Having a list of to-dos, like throw away your trash, wipe down desk area, etc. and placing them at each workspace can help ensure each space is cleaned up by the end of the evening.

Keep it easy by having wipes, trash cans, and cleaning supplies right at hand for your employees.

Utilize cloud filing and storage

Is your company using cloud filing and storage? Making it easy to gain access to documents from anyone, anywhere is one of the office hoteling best practices that we stress.

With access to documents in the cloud, you and your teammates can work on a project without needing to be in the same room. It makes it easy to collaborate from wherever you are.

Implement a reservation software

With a meeting room and desk reservation software, reserving a workspace or meeting room is as easy as clicking a few buttons. Office hoteling without a reservation software can get messy. But with it, it’s seamless. 

Find reservation software that

 – is intuitive and easy to use,
 – can integrate with often-used tools like Microsoft Exchange,
 – includes a mobile and desktop version,
 – allows employees to see where their team members are working
 – and offers analytics to show you how your office is being utilized and how much space you still have.

Enable auto-bumping

A good reservation software will include an auto-bump feature so that your rooms are being used as shown or are readily available for the next worker when they are no longer needed.

When employees create a room reservation, checking in is easy using the mobile app or desktop version of the software.

If an employee ends up not needing the room and doesn’t check-in, the auto-bump feature will remove that reservation and open up the space for whoever needs it next. That way your workspaces and conference rooms aren’t sitting empty all day.

Prepare for short/impromptu visits

Another feature to look for in a booking software is the ability to secure workspaces quickly and last minute, especially for the more remote workers.

With a QR code outside of each workspace, an employee can snap it with their mobile app and claim the room in seconds. Having these instant and easy options make employees and companies excited about their office hoteling program.

Follow these 9 Office Hoteling Best Practices to take your company into the modern age of flexible workplaces. Then sit back and watch it succeed!

Article originally published here: https://agilquest.com/office-hoteling-best-practices/

Grab the Guide to Office Hoteling (written and designed by me.)