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How to choose desk booking software for the hybrid workplace

by on May 12, 2022 in Business

With the advent of cloud-based technology, the traditional idea of a desk in an office is being replaced with more collaborative ways of working. As such, the use of desk booking software becomes more prevalent and popular. As a result, organisations are quickly adopting this technology to good effect. Desk booking software allows organisations to manage their space utilization and workflow more effectively. They also help in improving business processes, enhancing the working environment, optimising workspaces and providing better services by giving organisations greater visibility of the people occupying their space.

Desk booking software is useful for any organisation that is involved in providing space to their employees or customers. Managing the availabilities of desks, meeting rooms, and other spaces within an organisation can be very complex. Such tools help to make the process simpler. They also take into account the changing dynamics in business today by catering to a variety of needs. Using desk booking software one can schedule meetings, approve room bookings and allocate resources across different time zones easily and efficiently.

How does desk booking software work? Key features to look for:

There are many desk booking softwares available in the market. However, it is difficult to know the best software for any organisation. To help you make your choice, here are a few points that you should consider when choosing the best desk booking software for your organisation. Understand what type of business processes and services you need from the desk booking software. There are various types of processes that a typical organisation can perform using different desk booking softwares. The right one for you is the one that matches your present processes and future requirements.

Desk booking softwares are available in two user types – web based or mobile. Web-based desk booking softwares are usually browser based and run from a web server. On the other hand mobile desk booking softwares are more suitable for mobile devices such as smartphones, tablets, etc. Desktop desk booking softwares are generally web based. They can be installed in the server and require a web browser to use. The desktop version of desk booking software allows users to schedule meetings, approve room bookings and allocate resources across different time zones.

Can you add desk booking to your existing scheduling software?

Desk booking software is not only used to manage a single department’s services or physical assets. It also works well when integrated with other applications such as CRM, Human Resources, Project Management, Migration and Analytics. Integrating desk booking softwares with your existing scheduling tools will enable you to schedule meetings and manage resources through one platform.

What are the strengths of desk booking software?

There are various strengths of desk booking software. The most important one being that it is very useful for managing a large number of users in an organisation. It also allows users to log in under a single account. Then there is the fact that desk booking software reduces the workload on receptionists and makes it easier for people to schedule meetings and book rooms without having to go through different departments. Another strength is that you can use your own branding and adjust the layout according to your preferences.

There are other strengths of desk booking softwares that should be looked into if you have not already started using it. For example, desktop desk booking software allows users to view their available schedules and book rooms instantly. The feature is helpful in case of emergency as users can check whether a room is available or not and book it immediately without having to wait for someone else to finish what they are doing.

What are the weaknesses of desk booking software?

There are various weaknesses of desk booking softwares as well. One of the most important ones is that desktop desk booking softwares can only be used by a single user at a time. Another weakness is that desktop desk booking softwares are generally easier to use than web and mobile desk booking softwares. The reason being that a lot more work is done through desktop desk booking softwares. This includes organising meeting rooms, scheduling and assigning resources to different tasks, etc. It is important that desk booking softwares have a good response time to be able to be effective. It will also help if the software is easy to learn and use.


Desk Booking software are a useful tool for managing the availabilities of desks, meeting rooms and other spaces. They allow organisations to schedule meetings, approve room bookings and allocate resources across different time zones. Choosing a desk booking software is difficult as you will have to weigh various features against your requirements. However, if you take the time to choose based on what works best for your organisation you will be able to reap many benefits from it.

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