What Is Office Hoteling? Benefits, Challenges And Best Practices

Office hoteling is a growing trend as organizations adapt their ways of working to support greater flexibility, efficiency, and collaboration.

Implementing hoteling can help make more efficient use of office space and support hybrid schedules or mobile teams.

Use this guide to help you discover how hoteling could benefit your organization with some best practices for implementing it.

What Is Office Hoteling?

Office hoteling is a flexible workspace management strategy that empowers workers to reserve desks, offices, or meeting rooms as needed, rather than having permanently assigned workspaces.

This approach is common in companies that use flexible work arrangements, such as remote work or hybrid models, where workers don’t need a dedicated workspace every day.

How Does Office Hoteling Work?

Using an online booking platform such as office space management platforms or hoteling software, workers can select a workspace based on their needs and check in upon arrival. 

Some systems integrate with calendars and office maps, allowing employees to select spaces near teammates or resources they need.

Upon arrival, employees check in through a kiosk, mobile app, or QR code to confirm their reservation.

At the end of the reservation, workers check out, and the workspace may be cleaned before the next booking. 

Many organizations also use analytics from the hoteling system to monitor space usage, adjust seating availability, and improve office efficiency.

As well as ‘pure’ hoteling, some organizations implement a hybrid approach. For example, only a portion of workspaces might be designated for hoteling, or there are designated zones for each department where employees can choose desks within their team's area.

Office Hoteling Benefits

Organizations can use hoteling to use office hoteling more efficiently and support remote and hybrid workers. Potential benefits include:

• Space optimization: Reduces the need for a large office footprint by allowing companies to use space more efficiently. Of course, less space generally means lower rent and maintenance costs.
• Flexibility: Workers can choose where they work based on their needs for the day (e.g., quiet areas for focused work or collaborative spaces for team meetings).
• Encourages collaboration: Workers from different departments or teams can sit in proximity to each other on any given day, encouraging cross-functional communication and collaboration.
• Employee satisfaction: Hoteling provides flexibility and autonomy for employees to choose their work environment, which can improve job satisfaction and work-life balance.
• Better data on office usage: Organizations can track space utilization patterns and adjust accordingly, optimizing the office layout to better meet the actual needs of their workforce.
• Environmental benefits: With fewer resources needed for heating, cooling, and maintaining large office spaces, companies can reduce their environmental footprint by embracing office hoteling.

Types of organization that generally benefit most from office hoteling

Organizations that benefit most from office hoteling typically have hybrid or growing workforces. These include:

• Hybrid and remote-first companies: Businesses where employees split time between home and office can reduce unused desks and improve space efficiency.
• Consulting and professional services: Firms with employees frequently traveling, working with clients, or shifting teams benefit from flexible seating arrangements.
• Startups: Fast-growing companies with evolving team structures can use hoteling to scale their workspace without unnecessary real estate expansion.
• Corporate headquarters and shared offices: Large companies with multiple departments or co-working spaces can improve collaboration and optimize office space usage.
• Healthcare and pharmaceutical companies: Field sales teams, researchers, or specialists who don’t need a permanent desk daily can benefit from flexible hoteling spaces.
• Education and research institutions: Universities, research centers, and innovation hubs can use hoteling to manage shared offices and collaborative spaces efficiently.

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Office Hoteling Challenges

On the flip side, some potential challenges of hoteling include:

• Booking conflicts: Employees may face difficulties securing their preferred workspace, especially during peak office days, leading to frustration.
• Loss of personal space: Employees may feel disconnected or less comfortable without a dedicated workspace to personalize. One Reddit user described workers feeling like 'misplaced step children’.
• Desk hoarding: This happens when employees reserve desks unnecessarily for extended periods, limiting availability and reducing the efficiency of space utilization.
• Technology dependence: Hoteling relies heavily on booking systems and technical issues can disrupt the process.

Pro Tip

Investing in a virtual mobile friendly room reservation system with automatic cancellations if no one shows up for the reservation is critical so someone else can use the time. Also, communicate the protocol often. — Katrina Magdol, Founder and Principal Consultant, Amalou Consulting

Office Hoteling Versus Hot Desking

Office hoteling allows employees to reserve desks or spaces in advance, providing predictability and better space management through a booking system. 

Hot desking, on the other hand, operates on a first-come, first-served basis, with employees choosing available desks when they arrive, offering more spontaneity but less structure. 

Hoteling is more suitable for planned office visits, while hot desking works for flexible, unplanned workdays.

You can read more in our article on hoteling vs hot desking.

How Do You Know If Office Hoteling Is Right For Your Business?

As mentioned, most organizations can take advantage of hoteling on some level. Here are a couple of signs to look out for:

1. Workforce composition

• Hybrid or remote workforce: If a significant portion of your workforce is remote or hybrid, implementing hoteling can help you make the most efficient use of space.
• Mobile or traveling employees: If your team frequently travels for work, office hoteling can provide temporary workspaces for when they visit the office.

2. Office space utilization

• Underutilized space: If you notice that your office has many empty desks or meeting rooms during the day, especially with hybrid or remote work becoming more common, office hoteling can help you maximize the use of your available space.
• Real estate costs: If you’re paying for large office spaces but find that they’re not being fully utilized, hoteling can reduce your real estate footprint, lowering overhead costs without compromising employee productivity.

3. Flexibility needs

• Changing team sizes or locations: If your business is growing rapidly or undergoing frequent reorganization, office hoteling can offer the flexibility needed to scale up or down without committing to long-term leases or reconfiguring permanent workstations.
• Project-based work: Teams that form and dissolve based on specific projects can benefit from hoteling, as they can book spaces as needed, fostering collaboration and reducing the need for permanent seating.

4. Employee preferences

• Desire for flexibility: If your employees have expressed interest in flexible working arrangements, office hoteling can support this by allowing them to choose where they want to work when they come into the office.
• Collaborative work culture: If collaboration across departments or teams is essential, office hoteling can encourage cross-functional interaction by allowing employees to book workspaces near colleagues or project teams.

5. Space management complexity

• Multiple office locations: If your business operates in multiple locations, office hoteling can help standardize the space management process across different sites, providing a consistent experience for employees no matter where they are working.
• Meeting room and resource booking: Office hoteling often integrates with other booking systems, such as meeting room scheduling tools and support for resource management (e.g., monitors, projectors). If your current process for managing these resources is complex or inefficient, hoteling may simplify it.

Office Hoteling Best Practices

Remember the challenges mentioned earlier? Hoteling can be great but it requires thoughtful office space management. 

Follow these best practices to help you avoid them and take full advantage of the benefits of hoteling in your organization.

1. Plan for employee needs

• Understand work patterns: Conduct surveys or interviews to assess how employees prefer to work (remote, hybrid, or office-based) and tailor hoteling to meet those needs by providing varied workspace options (quiet zones, collaborative areas, etc.).
• Segment the office: Designate specific areas for different types of work (e.g., collaboration spaces, individual workspaces). This ensures employees can easily find suitable workspaces based on their daily tasks.

2. Create clear policies and guidelines

• Define booking rules: Set clear rules such as how far in advance workspaces can be reserved, booking limits, cancellation procedures, and cleaning and personal item policies. 
• Assign time limits: Encourage employees to book only for the hours or days they need, preventing desk hoarding. Implementing a time limit for workstation use can promote fair access to shared spaces.
• No-shows management: Establish a protocol for handling no-shows, such as automatically releasing unoccupied desks after a set period.

Author's Tip

Use automated Slack or Teams reminders like: “You have a desk reserved tomorrow on the 5th floor. Need to cancel?” This minimizes no-shows and frees up space for others without requiring manual oversight.

3. Provide adequate amenities

• Ergonomic furniture: Ensure workstations are equipped with comfortable, adjustable furniture. ‘Floating’ workers should have access to the same level of ergonomic support as those with permanent desks.
• Standardized technology: Equip all hoteling workspaces with standardized equipment like monitors, docking stations, power outlets, etc.
• Personal storage: Offer locker or storage solutions where employees can securely store personal items and work materials when not in the office.

4. Offer flexible workspace options

• Varied spaces: Modern offices provide a mix of work environments, such as open desks, private offices, collaborative areas, and quiet zones. This ensures employees can find the right setting for their specific tasks.
• Hybrid meeting rooms: Ensure meeting rooms are equipped with video conferencing and other collaboration tools to support hybrid meetings with both in-office and remote team members.

Author's Tip

Group similar functions or teams in “neighborhoods” based on booking trends and workflow needs. It gives hoteling a more intentional and cohesive feel, even if people aren’t in daily.

5. Monitor and Optimize Space Utilization

• Track usage data: Use analytics provided by the office technologies to track workspace utilization and identify trends, such as underused areas or peak occupancy times.
• Office admin: Assign an office admin who tracks who actually is in their spot vs just booking it to reserve it which has helped with availability.
• Adjust layout based on demand: Based on usage data, reconfigure office layouts to meet demand, adding more collaboration spaces or quiet zones as needed.
• Analyze cost savings: Regularly analyze the financial benefits of hoteling, such as reduced real estate costs and energy savings, to assess the program’s success.
• Gather feedback regularly: Use surveys or focus groups to gauge employee satisfaction with the hoteling system.

How To Choose An Office Hoteling Solution

As mentioned, hoteling relies on specialist office technology to work efficiently. Here are some key factors to consider when choosing the best solution for your needs:

1. Ease of use: Look for a platform with a simple, intuitive interface that allows employees to easily book desks, meeting rooms, and other spaces without confusion.
2. Integration with existing systems: Ensure the solution integrates with your current software, such as calendars, HR apps, communication tools, and office space management software. Look for solutions such as Deskfound that support single sign-on (SSO) and other security measures to align with your IT infrastructure.
3. Mobile accessibility: Look for a solution that supports mobile access, enabling employees to book spaces on the go and check availability in real-time.
4. Real-time space management: The system should offer real-time insights into desk availability and office occupancy, allowing for better space optimization and tracking. For example, OfficeSpace has some useful tools for managing office layouts, optimizing occupancy, and tracking utilization data.
5. Customizability: Consider solutions that can be tailored to your business’s specific needs, such as designating zones for teams, supporting fixed and flexible desks, or offering recurring reservations. Eden’s neighborhooding feature is a good example of this.
6. Analytics and reporting: It’s useful if the solution provides detailed reports on space usage, helping you make data-driven decisions to optimize office space planning including formatting and resource allocation. 

Vendor support and scalability: Read reviews and tap into your network to help choose a vendor with strong customer support and a solution that can scale as your business grows or changes its workspace needs.

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