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Entries Tagged as 'Office Hoteling'

The Changing Office Space Workplace and Work-Life Balance

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Today’s office workplace is rapidly changing. Work is becoming more of what we do and less of where we are. One of the tools being used in this change is that of office hoteling. It is where those who do not need a full time desk space simply login and reserve a space when needed, resulting in savings of up to 40% in real office space costs.

As the office space workplace goes more and more mobile, with employees working wherever is convenient, it becomes necessary to recruit and retain the most motivated employees. If workers are not self-motivated, the system can easily be abused. Today’s younger workforce, however, is used to and prefers the idea of being mobile. When pay is tied to performance, they can and will perform for your business and be happier while do it. They are also more focused on the work-life balance where this type of Officing strategy fits in well.

Once great part of the changing workplace is that, depending on the type of business you operate, hours can be flexible to accommodate the life-work balance necessary to keep the best employees happy. Many areas of business, for example office space, often lend themselves to hours outside the traditional 9-5 pattern. The flexible worker can maintain balance by planning errands such as auto service or simply relaxing over a long breakfast by simply notifying their employer that their day will have altered hours. That two hours spent in the evening doing revenue-generating work can be taken off during the day instead of being considered overtime.

Employees today move from job to job rapidly, each time moving up in salary and position. In order to keep the very best on your staff, you must be flexible with them as well as expecting them to be flexible with your needs. The increased work-life balance priority is related to shifts in workplace priorities since many workers will spend as much as 95% of their time away from the traditional office space.

Values sought by today’s worker in terms of work-life balance include respect and trust from the employer. Family concerns being respected by the boss is critical. They want some hours they can telework from home when needed or when desired and more control over their work schedule. Unless a company is willing to institute flexible work policies and programs, the brightest and best will move on to a company that better understands their wants and needs.

Assess what flexibility makes sense for your organization. Would an office hoteling reservation system allow you to reduce real estate footprint and help workers feel more empowered? Would accommodating telework from home when a child is sick or another emergency fit into your business? What other flexible options could you institute to keep your best employees happy and offer them a balance between family and life needs and employment requirements?

A properly planned office hoteling reservation system can save money and increase productivity. Contact us so we can get you started finding out how Office Hoteling might work for your company.

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By: James Osgood

Agile Workplace , Office Hoteling , Office Relocation , Office Rental , Office Space Design

Millennials will be 75% of the Workforce in 11.5 Years

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What does this mean for the changing workplace? A lot! The Facebook generation is not only quite comfortable with working via the Internet, but actually prefers it. So what? As work becomes less of a place and more of an activity, businesses that expect to be able to attract the best and the brightest, will need to change how they perceive and manage their employees. Productivity measurement will be the key, not hours spent at the office.

How to change? A good way is to take a look at your office space. As a general rule up to 50% of it will be unoccupied during a good part of each day. If this is the case for your business, consider using an office hoteling system that can allow you to reduce your office space footprint, while allowing your employees to use office and meeting space as they need it and want it. It will not only save you up to 40% of your office rental costs, but make for a happier and more productive work force.

We can help. Contact us so we can get you started finding out how an Office Hoteling Reservation System might work for your company.

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By: James Osgood

Agile Workplace , Flexible Workspace , Office Hoteling , Office Rental , Office Space , Office Space Design

Deloitte, Consulting and Financial Advisors, Saves Millions Using An Office Hoteling Reservation System

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Deloitte, a New York-based company with dozens of offices in the US and many more spread around the world, entered into the world of office hoteling very early, soon after the concept began being discussed. Today, they continue to save big money by continuing to utilize an office hoteling reservation system in many of their offices. The company provides accounting, financial advisory, auditing, consulting and other services related to finances involved in doing business.

Adversity Drives Change

Deloitte leased office space consisting of three complete floors of the World Trade Center in NYC when it was initially attacked 1993. Due to problems resulting from the bombing damage, the CEO decided to break the lease and moved their staff to the World Financial Center, just one block west.

The 2001 attack on the World Trade Center also collapsed the World Financial Center, resulting in 3,000 employees being dislocated. One employee was killed and several injured. Everyone involved was injured emotionally. During this trying time, many Deloitte employees became teleworkers, learning they could do their jobs outside the traditional office workspace.

The Mother of Invention

Needless to say, even with a huge operation, the destruction of a single office and cost of rebuilding records from back-ups, as well as the fact that office space was at a premium in the Financial District of New York due to the loss of the World Trade Center complex, saving on real estate by reducing the footprint only made sense. Reviews revealed that only around 60 percent of many worker’s productive time was spent working with clients in their office spaces.

Officers at Deloitte decided the best way to address the empty space and high square footage cost of office space was to organize the workplace by implementing office hoteling through a reservation system. The plan was to share workspaces by placing a reservation, much like making a reservation for a hotel accommodation. The plan involved employees each having standard gear: a cell phone, a blackberry and laptop computer.  This equipment allowed employees to work from any location: a client’s office, a coffee shop, at home, or even sitting in a park. This same equipment worked well in the office as well.

The Details Define Success....or Failure

When Deloitte designed their office hoteling reservation plan, they too into account their design would affect employee motion, comfort, creativity and productivity. The shared workspaces and open workspace concepts had to benefit professional who traveled extensively as well as those who worked locally. Each employee must have a storage space of their own, perhaps roll around file cabinets to keep their on-going work in and maintain file records.

Central copiers, perhaps fax machines and, when appropriate, support staff should be available. Conference rooms should be available but also should have multiple uses; a mobile workstation can be placed in the room when no meetings are planned.

A properly planned office hoteling reservation system can save money and increase productivity. Deloitte saved 40% as soon as the plan was instituted. When fully deployed in all their locations, the Chicago office was able to give up an entire floor and that’s a lot of money saved.

Contact us so we can get you started finding out how Office Hoteling might work for your company.

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By: James Osgood

Agile Workplace , New York Office Space , Office Hoteling , Office Rental , Office Space , Office Space Design

Creating an Agile Workplace Using Office Space Hoteling

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So, You think you might want to change your traditional office into an office hoteling agile office space but have no idea how or where to begin. From the experience of businesses that have successfully performed the transition, we’ve collected some steps that will help you.

Do Your Research

Research on the Internet net and learn about the types of companies that have make successful transitions. Look for ways where your business is similar and ways in which it is different. Do a study on your office over the period of a week or more and assess the actual occupancy. If you find your company office space has 20% or more vacant on average, then this may be a good alternative for you. The higher the normal vacancy rate, the better suited to office hoteling. If you find you run 50% or more vacancy, it only makes good sense to implement office hoteling.

Identify Employees Not Suited to Office Hoteling

Look at your skill mix. Few companies have 100% of their employees away from their traditional workspace the majority of the time. Your receptionist, office manager, some executives and management are in the office on a 90% or greater basis. The traditional office is where they perform their jobs. Those workers should be included in the office hoteling plan as permanent on-site and should remain with their traditional assigned workspace. Choose employees available for agile working is the key to making work more efficient for the hoteling workers once the transition is made.

Determine the Maximum Employee Density on an Average Day

Having looked at average occupancy vacancy rates previously, you should be able to translate that study into a highest average occupancy rate. The lower the occupancy, the more money you can save, but you need to be careful to provide enough hoteling workspaces. If not, you could find unhappy employees standing around waiting for workspaces. It is far better to set up an extra workspace or two to be on the safe side. Office hoteling workspaces don’t have to be large or take up a lot of square footage. Better too many than too few.

Choose an Easy to Use Office Hoteling Reservation Software

When employees choose to come in to utilize a workspace or conference, they will need to log into a control system; the office space hoteling reservation system. By entering a unique identifier, they can pick any available workspace to use for their time in office. They can reserve a meeting room if a client gathering is their purpose, even reserving those spaces several days before the meeting. When the employee has finished using the space they reserved, they simply log out of the office hoteling reservation system, or in the case of a meeting room, might close out their meeting room use and select a workspace to make calls or type up minutes of the meeting. A good office hoteling reservation system will even know which workspace they are using and allow the receptionist to route their calls to where they are at work.

There is Help

Office Hoteling is not a new field and there is help available. There are consultants who specialize in this field and can help you with the transition. it is not necessarily inexpensive to implement an office hoteling system, but it results in savings on average of 30% - 40% of your office rental costs. It is well worth the effort.

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By: James Osgood

Agile Workplace , Office Hoteling , Office Leasing Tips , Office Rental , Office Space Design

Office Space Hoteling Reservation Systems: A Rapidly Emerging Trend

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Perhaps you have heard the term Office Space Hoteling or read an article somewhere in a business journal. This rapidly expanding trend is allowing offices to save space and maximize productivity? It is part of a new office space trend, the Agile Workplace.

Why Join the Trend of Office Hoteling?

If you have a traditional office, walk through the space at any given time and look at all the empty desks. Some people may be telecommuting that day. Other people are out at meetings, visiting clients, department meeting, making sales pitches, and all the other tasks required to make your business a success. Other workers are away on travel to take care of business for your company or gone on a well-earned vacation or away on necessary medical leave. What a lot of wasted square footage you are paying for every month. when you pay rent. Office hoteling can save you tons of money by reducing all this empty space.

What Makes Office Hoteling Work?

Work is no longer just a place, but an activity. However, everyone needs the support of an office with a copy machine, may be support staff, fax machines and a workspace or conference room as needed. And you probably realize a few spots simply won’t work as an agile workspace. For example, the support staff and maybe a high level executive. Those employees need to have dedicated workspaces.

To ensure a worker has a space when needed, a office hoteling reservation system should be in place. When a worker klnows they will need to be in the office, they check into the reservation system with their unique login. They choose an available work space of the kind they need and provide the amount of time they expect to use the space. It is pretty simple and relatively easy to executeon a company wide basis. Different systems allow various means for checking on available space, but the office hoteling reservation system you put in place should be easy to identify vacant spaces and input their reservation.

The worker then goes to their selected workspace and gets right to work. The workspace should have an up to date computer, legal pads, pens, and other handy tools.

Once the employee has performed all the necessary tasks, they neaten the workspace for the next person and go log out of the office hoteling reservation system. It’s as simple as that. Once an employee logs out of  the desk space, another employee can log in and choose that space is they wish or any other available location.

Promote An Agile Workplace and Save Money

Not only will employees feel free to work where they need to work, but as the business owner, you will benefit in a big way. Studies have shown that 40% to 70% of employees work away from their desks in many industries.

Rent is calculated on square footage. If you are paying for even 30% too much square footage, you are throwing dollars to your landlord for nothing. By downsizing the office and changing to a non-traditional setup for all workspaces that make sense not to be dedicated to just one employee, you can reduce your overhead in a very noticeable way. One surpirse you may receive is that employees will be happier and more productive, knowing they can work from where ever they feel they can be more productive.

Up next: Creating an Agile Workplace Using an Office Space Hoteling Reservation System

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By: James Osgood

Agile Workplace , Office Hoteling , Office Rental , Office Space , Office Space Design