Category Archives: Office Hoteling

Creating A Great Workplace For A Multigenerational Workforce

Helpful tips for a great workplaceToday’s office workplace is rapidly changing. Work is becoming more of what we do and less of where we are. What can you do to create a great workplace for your company? Here are several ideas that can help you.

First off, 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.

How Work Space Evolution Enhances Employee Performance

No matter what market your business serves, you know that profits are earned because of good, talented, employees working hard. Without these valued employees you would not have a thriving enterprise. And the better the team members perform the more your business will thrive.

So much of business performance today is knowledge-based work. People who have that knowledge and creativity are sought after by many companies and today’s workforce feel comfortable changing jobs several times in their career. This is so unlike our parents and grandparents where a person secured a job and stuck with that employer until they earned the gold watch at retirement.

Clearly, this means that those companies that are able to keep the talented knowledge employees happy will retain the talent longer than companies where employees do not feel valued, love their work and their work environments. When an organization can evolve to provide their team with practical options regarding where and sometimes even when work is performed, employees can choose work styles that best fit their personal needs.

One employee may work best in complete silence with no hustle and bustle around. That person may prefer to work from home, if the home office is quiet, several days per week and especially when performing more tedious tasks, coming into the office only as needed. This type of employee must be a self-starter who works well with little direction.

Another employee may thrive on the networking and sense of competition that the traditional office provides and prefer to come to the main office most days. These tend to be people who require a little more direction. While this employee will likely readily accept and implement technological advancements, they may be a bit hesitant when first making changes in processes to improve them.

Yet another type of employee may work best while on the move, working in third spaces such as cafes and internet hotspots while between meetings with clients. This type of working tends to be a real self-starter who has a strong dislike for the hassles of involved with reporting to a traditional office just for the sake of being seen. It is likely that this person will fully utilize each new technological development that makes their work faster and easier and embrace positive changes. This work style may involve some days spent at the office, some days where a few necessary minutes are spent at the office, and other days where all the day is spent working with clients or spots near the next client’s office.

An employer who can accommodate each of these types of employee will find it easier to retain talent and a high degree of production. When employees find they can work in whatever style suits them best for each specific goal or task, they are happier and feel empowered. Happy, empowered employees product more and stay with your company longer.

Six Factors That Can Help Turn Your Office Space Into a Great Workplace

Everyone wants a workplace that is wonderful but why is one workplace great while another is lacking? Is it the leased office space that makes a particular firm productive and profitable? Could it be the specific office furniture or location? None of these things alone make any workplace truly great.

A great workplace is not about the brand of computers, the prestige of the building’s address. Here are six factors that can work together to allow business owners to create an organization that excites employees, resulting in the reputation of being a great workplace.

  1. Replace Policies with Company Mission: Hiring, motivating and retaining top notch employees if not about policies; those are simply rules. Create a company mission and vision that the team believes in and supports. With passion for a mission based on the CEO’s vision, rather than a bunch of policy statements, cultivates a real team capable of leaping forward with ideas and innovations as well as loyalty and hard work.
  2. Nurture Collaboration: Never stifle team members’ desires to work together, carrying ideas from one area of the business into others. Create a workplace where each group or department is allowed to freely convey ideas to other organizational groups. The pay-off in productivity, amazing leaps forward and trained staff retention is incredible.
  3. Cultivate Agile Workspaces: Today’s office space is not the traditional cubicle or corner office. An office hoteling software application allows easy utilization of much smaller workspaces and allows each member of an organization to work in the style that is best for them. Technology allows the telecommuting or third place team members to only be physically in-office as needed. Work areas that provide desks or standing work counters allow team members to avoid the strain of sitting at a computer immobile for hours at a time. Staying in close contact does not have to mean being in the same conference room any longer. The office space of today is any area where business can conveniently and productively be conducted.
  4. Replace Ownership with Membership: Everyone employee is accountable to their customers and managers but in the past processes were “owned” by an employee, generating office stress and politics as power plays were often used to try to win the ownership role. Instead, remove the territorial nature of office spaces and encourage the concept of being privileged to be a member of a team or teams that create revenue and find ways for the company to save money. It becomes everyone’s process and fosters a sense of belonging and identity in the work environment.
  5. Create a Quality Experience for Employees: It is little surprise that employee retention is low in those workspaces that are dull and uninspiring. Create an office space that team members what to enter into and do work. Strive for a vibrant, magnetic space that draws people in during their in-office work time. This engages employees and they will look forward to the connected, exhilarated feeling obtained when they need to hotel an office space for an hour or a day.
  6. Stay on the Cutting Edge: Today’s fast paced, constantly changing economy allows those companies built on flexible office spaces with strong company values and loyalty to survive when others around them fall. As work methods, technological capabilities and mobile computing power speed along, use best practices to stay on the cutting edge. Remember that it’s the people who create value in a knowledge based company; an office is just a space that houses technology where people can come perform productive tasks.

These are some of the keys that can turn your office space into a great workplace for your employees, making them happier and more productive at the same time.

Four Generation Workplaces:
Why Different Management Styles are Necessary

For the first time in history, managers are faced with the requirements to effectively manage four different generations in the workplace. The future will likely continue to contain four generations even as those generations move along the timeline of life and business.

What Generations are Working Today?

According to the Age and Sex Composition, the generational breakdown of employees and managers today fall into these categories:

  1. Veterans born prior to 1946: This group makes up 2 percent of the workforce at the time of the census data collection and reporting in 2017.
  2. Baby Boomers born in the post-World War II years: This group is defined in the reports as those being born between 1946 and 1964 and make up 25  percent of the workforce.
  3. Generation X members, aka Gen Xers: are considered to be the segment born between 1965 and 1980 and make up 33 percent of the total workforce today and
  4. Millennial or Generation Y is the workforce members born after 1981 through present and total 40 percent of the total.

As time passes and the older generation disappear an additional, a younger generation will come of age so business will find it necessary to remain in touch with the remaining worker generations and develop ways to effectively work with the newer generations. Each generation has its own work style and lifestyle.  Managers need to understand what they need to do to encourage employee productivity. In the future and right now it is critical to learn to deal with the workers currently in the business world. This is crucial to producing profit and growth in any form of business.

Managing The High Maintenance Generation Y (Millennials)

The youngest group of employees in the workplace today is comprised of those born after 1981 and generally considered to be from before 2005s. This group is known as Generation Y or Millennials and they make up 40  percent of the total workforce according to Pew Research Center analysis of U.S. Census Bureau data. The American Society of Training and Development reported that during the next 20 years, 76 million workers will retire while only 46 million workers will enter the workforce to replace them. Most of these 46 million workers will be Millennial generation workers. Just as the three older generations in today’s workforce, Gen Y workers have unique desires and needs that they expect from their manager and the business for which they work.

Generation Y employees will be crucial to business enterprises. They will certainly change the way business is conducted in many ways. But, in currently and in the immediate future these employees offer great challenges to management to ensure these workers integrate with the existing workforce with as little conflict as possible.

Among the positive traits brought to the workforce, one of the major benefits that Millennials bring t the workplace is their high degree of technological skills. These employees were practically born with a computer in front of them and are intrigues by each and every development in the work of Information Technology.

Millennials grew up with digital global communication capability at their fingertips. Information of all kinds is expected to be immediatly available on demand. They understand using virtual teams to solve problems and are extremely team oriented.

Millennials view the business work as a global workplace, viewing the entire world as potential sources of information, clients, and community. Millennials seek fast-track career positions, frequent positive feedback, the latest technology and challenging training opportunities. Their outspokenness brings them to challenge long outdated work policies and conventions, offering businesses to perform a check on the hypocrisies and shortcomings of today’s workplace. Ultimately, Gen Yers may well drive change for the better.

Much has been said and published about the negative points of Millennials. They tend to have a sense of entitlement and are outspoken. This group of workers does not take constructive criticism well and require more direction and feedback from superiors than previous generations. Fortune magazine stated in its May 28, 2007 edition that this group are “the most high-maintenance, yet potentially most high-performing generation in history because its members are entering the workplace with more information, greater technological skill and higher expectations of themselves and others than prior generations.”  Additionally, Time’s July 16, 2007 edition stated that members of Generation Y want the kind of life balance where every minute has meaning; they don’t want to be slaves to their jobs as they feel their Baby Boomer parents were and often still are. Millennials also want employers to be socially responsible causes and allow for volunteer commitments through the use of flex-time or compensation time. Flexibility in work hours is important to this group of workers.

Yes, this generation requires a great deal of management, but it is well worth the effort to recruit them into your business They are smart and have the drive and creative thinking to make a real different in the business world and in a company’s profitability.

It is clear that recruiting Generation Y members and adjusting to their wants and needs will prepare industry for the entry of the next generation, people that are expected to be even more technology oriented. While this generation does not even yet have a “name”, it won’t be long before they begin entering the workforce and seeking employment in your company.

By understanding the four major groups into today’s workforce and providing for each group’s needs, effective employees can find their jobs satisfying and are more likely to remain with your business. Each group brings many positive aspects, all of which can be used effectively to gain greater efficiency and streamline operations to ensure profitability.

Managing the Baby Boomer Generation

Baby Boomers are those born in the post World War II years, from 1946 through 1964. This group makes up 25 percent of the current workforce per the Age and Sex Composition. These workers bring unique work styles into the work environment and require different management styles on the part of superiors. Currently they hold the majority of leadership positions in the workplace.

Like the veterans born before 1946, this group did not group up with technology as part of their childhood. Even during most of their higher education, computers were huge things that read punched cards or difficult to program units that could do less than our phones do today. Baby Boomers are, however, excited by technology and find adapting easier than the older generation. Most Boomers reach out for training to incorporate the newest techniques into their skills.

Baby Boomers value respect for their long service, skills, knowledge and managers will find recognition for Boomer’s wisdom is a key to successful integration of these workers and managers into the profitable organization. Managers of Boomers should honor the history and memories brought into the work environment because past experiences can bring understanding to current situations, providing positive outcomes. When policies are placed in a historical perspective, employees can often understand and accept more easily.

Baby Boomers find recognition extremely important. Whether recognized personally or publically, motivate Boomers through recognizing their accomplishment and clearly expecting superior outcomes from their efforts will help ensure happy Boomers. Embrace their best ideas and implement those into processes and methods.

Boomers tend to have conflict between their desire to compete on an individual basis and their desire to be part of a team. Encourage these workers to focus on the team in the short-term as an effective means to bring personal recognition and success for themselves in the long term.

Boomers also find conflict with the generation born before 1946 because the older generation tends to feel entitlement to perks on the job. Boomers often have the false feeling that those employees have not paid the dues they have to gain their positions. They also tend to find conflict with the younger generations coming into the workplace with high levels of technical expertise and feel they are unfairly competing with this generation that they view as “coddled”. By placing Boomers in mentoring positions, managers can often mitigate these negative feelings and generate feelings of teamwork and workplace “families”.

Managing the Veteran Generation

There are two groups in the workforce today who were born before 1946. Veterans of the Second World War make up about 2% of the employees, including managers, comprising the current workforce. This workforce group, sometimes called the Silent Generation, Greatest Generation, or Paper Agers, requires special management considerations.

The workers in this group were largely not exposed to technology and computers until these methods became a necessary part of the employment. Often they feel that due to their impending retirement they should not be required to move into the computer age. Because the work methods used early in their career were low-tech yet workable, they want to continue to use printed paper trails and other more familiar methods that they are comfortable with. Yet, the work environment has moved into high-tech and these workers are forced to adapt. Technology is the major hurdle for the generation of workers born prior to 1946. This can cause conflict between the Silent Generation and those born into the age where technology was part of their lives from childhood onward.

Paper Agers often feel that any information not presented in hard copy has little meaning. They find it difficult to conform to the paperless workplace. Their strong work ethics and “get it done” attitudes can add strength to teams and tasks assigned to be worked alone. This group of workers has no room for failure and drive toward success. They strive to please superiors in all their efforts and they do fine ways to adjust to technology when presented with training opportunities.

Often, veterans born prior 1946 find themselves in management positions because they are long-term employees and tend to be upwardly mobile in the organization chart. Their structured backgrounds lead them to have strong respect for hierarchy.  They build strong relationships based on loyalty, structure and time. They work well in management positions because they have been long exposed to experiences where information was provided on a “need to know” basis. This makes them able to keep information to themselves where necessary and provide information to the right parties when necessary. Their frugal natures make them capable of adhering to both budget and schedule.

It can be very difficult at times for younger managers to relate to the workers from this era. Frustration arises when the high-tech manager has to deal with their lack of native technical expertise, but they can excel in technical positions when provided necessary training. The younger manager may have grown up with high-tech and resents the cost and time required to train these workers in technology. Yet, the long-term work experience and lessons learned gained from these workers can lead to creative ideas that generate greater profit for the organization. Therefore, younger managers should be trained to value these workers and utilize their skills while providing growth opportunities through technical training.

Final Words

As you can see, there are many factors involved in creating a great workplace. Hopefully we have given you some ideas you can work with to enhance your business.

If you are looking for the right office space to create your great workplace, we’d love to help. It is what we do on a daily basis through out the US and Canada. Give us a try. No cost and no obligation. Let us know what you are looking for and we will get right on it.

A Flexible Workplace Encourages Creativity, Teamwork and Problem Solving

Flexible Workplace“It is so difficult these days to find good help,” used to be an adage that managers would utter with a sigh. Yet what happens if it is not the quality of the employee but the mediocrity of the workplace that results in the status quo? In response to this question, the creation of the flexible workplace now seeks to tap into the potential and talent of each employee.

Understanding the Breadth of Flexibility

You choose how flexible you want your business to be. A flexible workplace is not an all or nothing decision. If telecommuting full or part-time is a viable option, employees have an easier time balancing work and life. Doing so results in the formation of a partnership with your workers rather than a traditional employee-employer relationship. The Alfred P. Sloan Foundation cites data that attributes workplace flexibility to a workforce that exceeds expectations.

Employees like it and will work  harder and be more engaged to using all their skills and talents to maintain a flexible Workplace. You can choose to offer part-time or full-time flexibility depending on your preferences. Another option is a schedule that allows for flexible start and end times as well as condensed workweeks. You decide what works for you. Start out small then grow the program as you see success.

Realizing the Savings

Since you are no longer limited to a local labor force, you now have the option of actively recruiting employees based on talent. With today’s technology is does not matter where they reside. Whether it is in your area or across the country, these remote professionals easily add value to your organization. Of course, you also save money in the process.

  • Development costs. When hiring qualified workers who do not need to be trained in the basics, you save money on the training process.
  • Office costs. From IT savings over office supplies to office space, you save money because you do not have to equip an office or cubicle for every worker. Those who come into the office part-time or on staggered schedules may share work spaces.
  • Spatial restructuring. Leasing a new office space with the creation of co-working areas and shared office spaces in mind increases your likelihood of finding suitable accommodations in business hubs. Working with a tenant representative to evaluate potential savings is an excellent first step and may help to overcome objections from members of the management team.

Realizing the Benefits to You

In addition to pleasing employees, a flexible workplace is also an agile one. With no long term commitment to house remote employees, or even if you use some sort of office hotel program to schedule employee time in the office, you will have the flexibility to grow or contract as business need dictate. It is a win-win.

Contact us today to get help in finding a flexible workplace for your company.

Office Hoteling: 4 Factors to Employee Acceptance

Office HotelingIn an effort to cut costs, more and more companies are turning to office hoteling software. Office hoteling involves assigning workspace on an “as needed” basis rather than permanently, and requires fewer resources in order to implement. Offices that have implemented office hoteling policies typically reduce their office space needs by 30% to 50% from their current usage. In many cases it is a part of a business transitioning to an “Agile Workplace.” Making the switch can sometimes be difficult on employees, which is why you should keep these tips in mind when doing so.

  1. The first thing you should do is hold a meeting to discuss your plans so that employees are not caught off guard. Explain your reasons for wanting this change, and reassure them that it will not affect their ability to perform certain tasks. Allow them to voice their concerns, and keep their feedback in mind whenever coming up with a final plan.
  2. Workers are likely to be concerned with how they will store their personal belongings in a hoteling environment. As such, you may want to invest in lockers or moveable carts so that individuals can easily keep their personal items safe. You should also have a plan in place for keeping office supplies stocked , as employees are likely to become disgruntled if they arrive at a workstation only to find they don’t have what they need.
  3. Make sure each workstation has ergonomic chairs that can easily be height adjusted as need be. Spaces should also be well lit, and contain partitions that will provide a degree of privacy while also controlling noise levels. Consider placing computer locks at each desk so that workers who bring their own laptops can secure them whenever they leave the area for any reason.
  4. Your workstations should also be set up in such a manner that equipment such as copiers, scanners and fax machines are easily accessible to everyone. Keep in mind that a few private offices or conference rooms may need to be included in your floor plan so that meetings can take place when necessary.

Want to know more about office hoteling or creating an Agile Workplace? We can help your workplace become an agile one, please Contact us and we will get you started in learning about creating an Agile Workplace and then showing you how it might work for your company.

Creating an Agile Workplace: Overview

Agile Worklplace Google HQAn agile workplace is one that is constantly changing, adjusting and responding to organizational needs. Agility requires a dynamic relationship between employees, management, work and the workplace as well how work productivity gets measured. Many companies are now finding that in order to attract and retain the best and the brightest, they need to rethink the workplace and how work gets done. One of the side effects of this is that office space requirements are usually reduced from 30% to 50% of the traditional workplace model with the implementation of an agile workplace strategy and technologies. Below are some of our posts on the Agile workplace.

The Latest Science Of Workplace Productivity

There is a whole branch of science devoted to getting things done. Workplace productivity studies have helped prove once and for all what some of the best workplace configurations are and why. Workplace productivity is something that can be enhanced and controlled as it turns out. Understanding the elements that can be controlled is what […]

4 Laws of the Agile Workplace

A decade ago, the buzz word in business was telecommuting–today, it’s a phrase: the agile workplace! According to a recent study published by the MIT School of Architecture and Planning, “(The study) found that agility – the ability of the workplace to adapt to change – has emerged as the single highest priority in the […]

Re-Imaging the Office Workplace Into the Agile Workplace

Here is a great video on the changing office space workplace and the re-imaging of the office workplace that is in process. You will find it is 9 minutes well spent and is entertaining in addition to educational. It is a great overview of the emergence of the Agile Workplace and the changes that are […]

Rethinking Productivity in the Agile Workplace

Many business owners are changing the way they think about productivity in the workplace by creating agile, non-traditional offices. Using telecommuting, third place workspaces, office hoteling, and other fresh techniques, they are creating workplaces that retain the best and brightest employees, increasing productivity, employee satisfaction and increase their profits, too. Changing an office work style […]

Creating a Happy Workforce in Today’s Workplaces Part 1

Hiring and retaining cream of the crop employees is, to say the least, challenging in today’s competitive marketplace. Creating a happy and productive workforce is not an easy task, Workplaces have up to 4 generations in the workplace with different values and this presents some big challenges. Employees that are happy and satisfied with their jobs […]

Creating a Happy Workforce in Today’s Workplaces Part 2

Last week, in Part 1, we started this two part series discussing the hiring and retaining cream of the crop employees. We said that it is, to say the least, very challenging in today’s competitive marketplace. Creating a happy and productive workforce is not an easy task, Workplaces have up to 4 generations in the workplace […]

Creating a Great Workplace: It’s More Than Perks and Unique Designs

Great workplaces offer environments that consistently attract, retain, — and most importantly — inspire and engage the best and brightest. […]

Changes in the work patterns that today’s workforce employs to excel are evolving at an amazing pace and leading to the creation of agile workplaces. It is an employee driven phenomenon, courtesy of the new generation of knowledge workers, that can benefit all generations in the workforce. It seems that there is one article or […]

Ways to Maximize the Benefits of Office Hoteling

A growing practice in the business world is that of office hoteling. Office hoteling involves providing work space to employees on an “as needed” or “first come first serve” reservation basis rather than assigning permanent office space for each person to work in. It can be very effective in businesses where employees frequently work from […]

5 Tips for Achieving a Smooth Office Hoteling System Set-Up

Are you interested in finding out how to create an Agile Workplace and how to set-up an office hoteling or desk sharing reservation system ? Are you concerned about how to make it all work? If so, you may want to read our five tips for putting an office hoteling system in place: #1: Company-wide […]

A Downside to Downsizing Employee’s Office Space Allocation

We have all been reading for quite a while how many companies are downsizing their office space by making it more efficient; allocating office space to as low as 100 sf per person. The past recession made it very popular and was supported by employees… to help save their jobs. Now that the recession is […]

Current Trends in Office Space Planning

So, you are out looking for new office space rental or maybe you are renegotiating your office lease and want to make sure your space is as productive as possible. Here are a few of the current trends in office space planning: High panel cubicles are out. Benches or open work areas are in. Headphones […]

Even More Agile Workplace Posts

How the GSA Saved Millions on its Office Space Requirements

Solving Management’s Top Concerns About Moving to Remote / Flexible Workforces

Of Aetna’s 35,000 employees, 14,500 do not have a desk

CBRE Converting to Free Address Work Spaces

You would think that having an assigned work space would be very important for people who work in commercial real estate. However, some commercial real estate brokerages are finding that “free address” work spaces make sense. Here is how one commercial real estate brokerage firm is making this new office space workplace strategy  work for them in Orlando .

In April of this year, CBRE cut their office space by one quarter when they moved into the SunTrust Center in downtown Orlando. They did this by choosing a new officing model, called “free address,” where no one has assigned office space to call their own. Instead, workers can move around to collaborate with anyone in the company at any particular time. At the end of the day, instead of locking their office door or cubicle drawers, each employee stashes a shiny new laptop (paid for with the money being saved with the downsizing) into a locker, in the same way that their high school children would.

In addition to making collaboration easier, the free address system allowed CBRE to invest in bright, appealing collaborative spaces, an inviting sun-drenched eating area in case staff want to gather over coffee or lunch, and 14 offices with doors for those times when staff need to meet with clients or work uninterrupted to make a tight deadline. And by not assigning those private office spaces, workers who need one invariably find one available.

CBRE made certain that this real estate move was well-researched and practical. Over an 18-month period, they discovered that an average of 45 percent—nearly half—of the workstations in their old offices were vacant at any given time, between vacations and off-site meetings (which are not uncommon in real estate).

The transformation of its Orlando office is part of a global CBRE initiative, they have labeled as “Workplace360”. It was implemented last year in Los Angeles and in May in Sacramento. The Sacramento office makeover was the fifth CBRE transition in the United States. In 2014, more than two dozen CBRE offices worldwide will be converting to the model.

Many other companies are embracing the free address work space concept, AKA office hoteling, as a part of creating an agile workplace. American Express, GlaxoSmithKline, and PricewaterhouseCoopers all have incorporated some form of the free address concept in their offices. The International Facility Management Association survey 950 companies found that 60% of those surveyed had unassigned work spaces in their offices, and about half said the number of employees using unassigned space had increased in the past two years. It is a trend that is gaining momentum.

Want to know more about workplace strategy like the free address strategy? We can help your workplace become more productive and improve employee engagement and collaboratioin. Please Contact us and we will get you started in learning about creating an Agile Workplace and then show you how it might work for your company.

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By: James Osgood
OfficeFinder

Workplace Strategy: 5 Ways to Make Office Hoteling A Success

Office hoteling is a workplace strategy of using office space as needed by using a reservation system rather than assigning desks, cubicles or individual offices that see only a part-time occupancy by workers. On average, most offices will have only a 50% to 75% occupancy at any given time. By fine tuning the amount of office space based upon usage, will lead you to significant savings. While it sounds like a very informal arrangement, it’s actually not the case. There are many technology options in the marketplace to help ease the transition and ensure success . In fact, many office managers have embraced reservation-based hoteling, which requires some planning but affords the worker the flexibility of working where and when they can be most productive. It also leads to happier and more engaged employees.

There are five ways to make the practice of Office Hoteling work for your office.

  1. Group workers by task. The Alamo PC Organization suggests that many office spaces are only fully occupied as little as 30 percent of the time. If the spot remains vacant for the other 70 percent, this is a waste for which you pay! When you group your workforce by task, you get a better idea of how much space you need to allocate for a set schedule of work hours.
  2. Decentralize your workforce. Major corporations have already discovered that placing customer service representatives (CSRs) into dedicated call centers frees up space at the main office. Frequently, the management team chooses less expensive rental markets to place these call centers. This step has the potential of cutting down on the overall rent that your entire operation has to pay.
  3. Review hardware and software needs. Interacting with clients, vendors, customers and management is now largely a task that can be done via the Internet. You have the option of designing predefined work spaces that allow every worker to log on with a personalized password, which would then take the employee to an individualized desktop. Other companies have chosen to purchase personal laptops for the management and supervisor teams, which lets these professionals set up a workstation anywhere with wireless Internet access. Printing is done via wireless technology as well.
  4. Redesign the office space. Cubicles have fallen out of favor. An open office space design is the new trend that makes more efficient use of the available square footage. If your business is national or multinational in nature, it is not uncommon to have workers from other locations visiting your organization. Giving them an opportunity to sit down and start work should be as simple as pointing them to an open seat and letting them unpack the laptop computer.
  5. Keep track. Office hoteling only works when you know where your workers are, where they are supposed to be and if there are any discrepancies in the scheduled hours and the hours that are actually worked. Check-in terminals are one option. Logging into a phone – for call center CSRs – and checking in via an Intranet are additional options.

When you follow these steps, you are in a good position to reduce the overall size of your office, provide more flexibility to your work force and improve your bottom line!

OfficeFinder will gladly work with you to find you just the right office space.

Certified OfficeFinder SpecialistWant to know more about workplace strategy? We can help your workplace become more productive and improve employee engagement. Please Contact us and we will get you started in learning about creating an Agile Workplace and then show you how it might work for your company.

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By: James Osgood
OfficeFinder

Agile Workplace is Changing The Traditional Office Environment

ChangeToday the office workplace must be flexible enough to be able to quickly and easily adapt to change. These are important features of an agile workplace. It must be versatile and able to support individual ways of working. It’s a place that must be able to provide the opportunity for employees to do work wherever and whenever, so long as it meets the needs of the organization.

According to an article in RFP Magazine, “An agile working environment – where some or all staff are enabled to work from any where, are not assigned to specific desks and are frequently not required to ‘check in’ to any office at particular hours but are judged instead by performance – is a popular choice amongst multinationals in today’s cost conscious and volatile environment.”

New Focus

An agile workplace is one that has moved away from traditional method of work into one that seeks to accommodate workers individual needs and focusing on productivity instead of time in the office. Some people are more productive at night while others thrive working a standard eight hours. With four generations in the workplace, much of it is generational preferences. Rather than worry about being late for work or not following office rules, the emphasis is on completing the assigned tasks and measuring employees by their productivity. Many offices who have done this report very positive results. Workers are happier, enjoy their work more, work longer hours and are more productive. Success with projects increases.

Goals

Before a company initiates an agile workplace, they need to make certain it will meet with their goals. If the everyone actually needs to be in the office, workers will have to be willing to accept a certain level of work scheduling. An office hoteling reservation system can be put in place to assure all employees have a place to work when they are in the office. The goal is to provide as much freedom for workers as possible as long as the needs of the business are met.

Technology

The only way most agile workplaces are successful is with the proper utilization of technology. Mobile and many wireless devices make it possible for people to work at any location. Technology increase communication options. It provides a way for employees to perform in whatever environment where they’re most comfortable; whether it is the office, home or any other 3rd party location.

Want to know more? We can help your workplace become an agile one, please Contact us and we will get you started in learning about creating an Agile Workplace and then showing you how it might work for your company.

New Realities Impacting Office Space Workplaces

Maybe this is not a big surprise: The office space workplace has changed. People no longer want to work in cubicles or, for that matter, traditional private offices. This is the new workspace reality and it is impacting the workplace. To be able to recruit and retain the best and the brightest, businesses need to leverage their office space by aligning the physical workspace with updated workplace strategies and transform their business to allow their employees to be more satisfied and productive.  Recent studies show that only about 30% of the workforce is engaged in their jobs. Make sure your workplace is not a part of that statistic.

Of course, there are employees, like reception and support staff, who still need traditional office space style workspaces and need to spend most of their work week at their desks or in the office due to the nature of their duties. A lot of this is generational. With 4 generations now in the workforces, multiple styles of work need to be accommodated. Most employees today, however, don’t need to spend nearly as much time seated behind desktop computers in the traditional office space workplace. Often, the best workplace for them is where they happen to be at the moment. For these employees, office hoteling is a good option for a company to implement. The office hoteling process allows the employee to log and reserve an office, work station or conference rooms as needed. A good broker, like the ones we have at OfficeFinder, will guide you to workplace strategists who will study your workspace, it’s density patterns and employee work habits before recommending a comprehensive strategy that will probably include ea  number of hoteling workspaces.

There are still cases where some office space can be used most effectively using bench seating, cubicles or even the traditional private office. Many younger workers today actually are most productive, tend to collaborate and share ideas more in an open work area. Reducing  distractions by having focus rooms is important to some workers while others can easily ignore interoffice sounds and want the easy communication and collaboration fostered in an open work area. If you have been reading my past posts, you will know that one of my favorite sayings is “Headphones are the new office walls;” a means to privacy.

On-demand work areas that can be used for a few minutes such as stand up workstations where an employee simply has a space to power or charge their laptop while doing a few minor tasks or making phone calls and picking up messages or snail mail will help enhance the efficiency of your office space. This type of work area requires very little square footage, leveraging your leased office space costs to the minimum you effectively use.

Choose office space that reflects the type of business you operate. Some companies, like legal firms and architectural organizations, need to hold a lot of meetings with clients in formal meeting area. These firms needs ample meeting spaces of various sizes but during periods that no meetings are scheduled, these areas can provide impromptu work areas that can be scheduled for use. These types of rooms also provide quiet space for those who need time to focus on tasks that office noise can prove distracting

If you are interesting in more information on office hoteling workplace strategies, please Contact us. We can help get you started finding out about creating an Agile Workplace and how it might work for your company.

Best of the Agile Workplace

An agile workplace is one that is constantly changing, adjusting and responding to organizational needs. Agility requires a dynamic relationship between employees, management, work and the workplace as well how work productivity gets measured. Many companies are now finding that in order to attract and retain the best and the brightest, they need to rethink the workplace and how work gets done. one of the side effects of this is that office space requirements are usually reduced from 30% to 50% of the traditional workplace model with the implementation of an agile workplace strategy and technologies.Below are some of our posts on the Agile workplace.

4 Laws of the Agile Workplace

A decade ago, the buzz word in business was telecommuting–today, it’s a phrase: the agile workplace! According to a recent study published by the MIT School of Architecture and Planning, “(The study) found that agility – the ability of the workplace to adapt to change – has emerged as the single highest priority in the […]

Re-Imaging the Office Workplace Into the Agile Workplace

Here is a great video on the changing office space workplace and the re-imaging of the office workplace that is in process. You will find it is 9 minutes well spent and is entertaining in addition to educational. It is a great overview of the emergence of the Agile Workplace and the changes that are […]

Rethinking Productivity in the Agile Workplace

Many business owners are changing the way they think about productivity in the workplace by creating agile, non-traditional offices. Using telecommuting, third place workspaces, office hoteling, and other fresh techniques, they are creating workplaces that retain the best and brightest employees, increasing productivity, employee satisfaction and increase their profits, too. Changing an office work style […]

Creating a Happy Workforce in Today’s Workplaces Part 1

Hiring and retaining cream of the crop employees is, to say the least, challenging in today’s competitive marketplace. Creating a happy and productive workforce is not an easy task, Workplaces have up to 4 generations in the workplace with different values and this presents some big challenges. Employees that are happy and satisfied with their jobs […]

Creating a Happy Workforce in Today’s Workplaces Part 2

Last week, in Part 1, we started this two part series discussing the hiring and retaining cream of the crop employees. We said that it is, to say the least, very challenging in today’s competitive marketplace. Creating a happy and productive workforce is not an easy task, Workplaces have up to 4 generations in the workplace […]

Changes in the work patterns that today’s workforce employs to excel are evolving at an amazing pace and leading to the creation of agile workplaces. It is an employee driven phenomenon, courtesy of the new generation of knowledge workers, that can benefit all generations in the workforce. It seems that there is one article or […]

Ways to Maximize the Benefits of Office Hoteling

A growing practice in the business world is that of office hoteling. Office hoteling involves providing work space to employees on an “as needed” or “first come first serve” reservation basis rather than assigning permanent office space for each person to work in. It can be very effective in businesses where employees frequently work from […]

5 Tips for Achieving a Smooth Office Hoteling System Set-Up

Are you interested in finding out how to create an Agile Workplace and how to set-up an office hoteling or desk sharing reservation system ? Are you concerned about how to make it all work? If so, you may want to read our five tips for putting an office hoteling system in place: #1: Company-wide […]

A Downside to Downsizing Employee’s Office Space Allocation

We have all been reading for quite a while how many companies are downsizing their office space by making it more efficient; allocating office space to as low as 100 sf per person. The past recession made it very popular and was supported by employees… to help save their jobs. Now that the recession is […]

Current Trends in Office Space Planning

So, you are out looking for new office space rental or maybe you are renegotiating your office lease and want to make sure your space is as productive as possible. Here are a few of the current trends in office space planning: High panel cubicles are out. Benches or open work areas are in. Headphones […]

Even More Posts

How the GSA Saved Millions on its Office Space Requirements

Solving Management’s Top Concerns About Moving to Remote / Flexible Workforces

Of Aetna’s 35,000 employees, 14,500 do not have a desk

Trends in Office Space Planning

When it comes to choosing office space the space, size and configuration are serious considerations. As technology and ways of doing business have changed so has the needs of an office. Trends seem to be emerging. Offices are becoming more flexible with an emphasis on shared space. There is also an increased desire for amenities.

According to an article in CIRE Magazine, “Eventually the shell of a building and its infrastructure will link together. The walls will have technology that talks to the furniture, which talks to the post and beam system and the floor…the walls will be personal property that define private areas but can be taken down and moved.”

Work Community

Office spTeamace configuration now needs to be designed to accommodate how people interact. Work teams are becoming popular work strategy. Offices are being replaced by work stations and they should be close enough to one another so that they can create an enclave to promote teamwork and the sharing of ideas. The conference room at the end of the hall is now in the middle of the work station enclaves. Doors can be provided for when privacy is necessary.

Touchdown Space

There are many employees who spend a great deal of time outside the office. When they are in the office, these employees need a functional space that’s set up for their individual needs. This is referred to as touchdown space. It doesn’t need to have all of the furnishings of an office space that is used daily. Office hoteling software can be used for scheduling use. The purpose for it is to be used effectively on the few regular occasions when a particular employee is in the office. This helps reduce the amount of office space needed.

Embrace Technology

Office space now and in the future must be prepared to accommodate the need for the latest technology. Effective integration of technology must be considered when designing any modern office space. Work is shifting from a place to an activity. Performance is measured on  productivity, not hours in the office. Everything from computer tablet docking stations around the office to large screen monitors designed to handle remote work, Skype calls and more are now essential.

If you would like to know more about the trends in modern office space planning we can help. Contact us today and learn more from one of our local tenant representatives.

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