Workspace sharing has become a significant challenge in the wake of the pandemic as hybrid work models reshape how people work. Companies are implementing new policies on remote work, setting guidelines for when to come to the office, and establishing ways to structure the workday. Initially, most companies attempted to manage shared workspaces manually. However, for teams larger than 10, handling shared spaces with spreadsheets quickly becomes difficult and time-consuming. Here are the most common challenges companies face when managing shared workspaces manually.
When a company adopts a hybrid work model, the responsibility for overseeing and managing workspace sharing typically falls on one individual. This person must handle desk booking and meeting room reservations, track all requests and availability, and manage a constant stream of changing information. The task becomes especially challenging when numerous requests or questions come in simultaneously. Often, companies rely on in-house tools such as Excel, Google Sheets, calendars, or even paper sheets to manage these processes.
A simple change or last-minute adjustment can throw off the system, leading to delays and stress. Employees might struggle with constantly communicating changes to the assigned administrator, leading to missed bookings and a lack of accountability. Ultimately, the lack of a centralised, automated platform that updates in real-time adds to the administrative burden, reducing employee and manager productivity.
Manual desk sharing and meeting room booking management require at least one person to take time from their daily tasks and ensure everything is in order. Sometimes it even leads to hiring a new employee just to manage, which usually costs more than an automated tool. Not to mention poor visibility on the workspace usage, which can lead to unfit office management and loss of office cost. If the workspace is managed using automated tools, there is a possibility to analyse workplace usage and reduce office costs by changing the office layout or reducing the space.
Additionally, manual management doesn’t allow companies to adjust to changing demands effectively. For instance, employees might find it difficult to secure the workspace they need during peak periods, while in quieter times, valuable office space remains underutilised. Automated tools can help companies identify usage patterns and make data-informed decisions on reducing unnecessary expenses, such as downsizing or restructuring office layouts.
Companies who use a hybrid work model understand the need for flexibility and work and life balance. And employees appreciate that. Though when one person is responsible for the management and all the requests must go through that person, flexibility is non-existent. Also, employees lose the ability to manage their workday, leading to frustration.
For many employees, autonomy is one of the biggest advantages of hybrid work. Manual processes limit their control over how and where they work. Automated systems, on the other hand, allow employees to book spaces directly, choose the location best suited for their tasks, and make changes on the go. This flexibility of workspace sharing can lead to higher satisfaction, greater engagement, and a more positive office culture.
Whenever a task is done manually, there is a greater possibility of human error – humans make mistakes, especially when they’re feeling stressed and rushing to get the task out of the way. The biggest challenge may arise when that person gets sick unexpectedly, and somebody else has to take over the tasks.
With manual data entry, errors can lead to double bookings, incorrect space assignments, and lost information, frustrating both employees and managers. Relying on a single administrator can also create dependency and bottlenecks, especially if a backup plan is not in place. Automated systems can minimise such risks by handling booking tasks automatically, reducing the likelihood of errors and ensuring smooth operation regardless of staff availability.
Usually, when employees don’t have workspace reservation management in their own hands, the rule “First come, first serve” applies. The first employees to arrive for work take up preferred desks, while those who arrive a little bit later have fewer options. Such occurrences frequently lead to dissatisfaction, workplace conflicts, and stress among your team members, which can significantly reduce productivity.
In a hybrid model, where employees have varied schedules, creating a fair booking system is essential. Automated tools can enable equitable access to resources by allowing employees to reserve desks in advance, ensuring everyone has a fair chance. This can help mitigate “office politics” and make the workspace more inclusive and stress-free for everyone.
While managing workspace sharing manually and gathering lots of data, most manual tools don’t have what it takes for in-depth analysis. Therefore it becomes more challenging to optimise the office – to analyse which office space is most used, what day or time is most favourable, and how your company can reduce office costs by utilising the space. The lack of predictive analytics for the future demand of desks makes it challenging to accommodate enough desks for all employees as the company grows.
Having access to robust data can also reveal insights into team dynamics, collaboration patterns, and individual preferences, enabling better decision-making and fostering a more supportive work environment. Automated tools equipped with workplace analytics can provide critical information on which types of spaces (e.g., quiet areas, collaboration zones) are most valued, allowing companies to tailor the workspace to meet evolving needs. This data can be instrumental in planning for growth, enabling the company to scale effectively.
Management problems could arise if your company operates globally and you have more than one office. For companies with offices in different countries and many business trips between them, it is more complicated to manage the workspace and meeting room bookings through different administrators among those locations. It takes more time to organise the trip properly, thus efficiency drops.
Implementing a unified, automated workspace management system across all locations simplifies this process, providing employees with a seamless experience regardless of location. Such a system can integrate different time zones, languages, and cultural considerations, offering the same level of convenience and efficiency in all offices. It also supports consistency in workplace standards, fostering a unified company culture across borders.
Improved Productivity
Automated booking tools free up time for employees and administrators, allowing them to focus on higher-value tasks. Employees can easily see available spaces, check real-time updates, and make reservations from their devices, simplifying their workday.
Cost Efficiency
Workspace sharing automation can reveal unused spaces or patterns of underutilisation. With the right data, companies can make adjustments that reduce the office footprint, potentially resulting in substantial cost savings on rent, utilities, and maintenance.
Enhanced Employee Experience
A well-organised office environment, with fair access to workspaces and minimised conflicts, leads to higher employee satisfaction. The ability to reserve workspaces ahead of time, access different workspace types, and choose locations suited to different tasks contributes to a positive work experience.
Scalability and Future Growth
For companies expecting rapid growth, automated systems provide the flexibility to scale workspace management effortlessly. As teams expand, additional booking rules, locations, and features can be easily integrated without overwhelming the administrative staff.
Enhanced Collaboration and Team Dynamics
Automated workspace management systems allow employees to easily see their teammates’ locations or choose collaborative spaces, facilitating teamwork. This flexibility is particularly useful in hybrid environments, where teams occasionally meet in person.
Better Space Utilisation Insights
Advanced workspace management platforms provide data on space usage trends, enabling companies to reconfigure layouts, move desks, or add/remove work zones as needed to match usage patterns. Over time, these insights can inform broader real estate strategies, helping companies decide when and where to expand, downsize, or invest in new locations based on actual demand.
Environmental and Sustainability Impact
By optimising space utilisation, companies can reduce energy usage in underutilised areas by adjusting lighting, heating, and air conditioning based on occupancy. Automated workspace sharing systems can contribute to sustainability goals by encouraging fewer trips to the office (when employees can see occupancy rates in real-time) and supporting remote work, reducing the need for extensive commuting.
Improved Visitor Experience
Automated systems often include visitor management capabilities, making it easy for guests to check in, navigate the office, and find their meeting rooms. This enhances the visitor experience and reflects positively on the company. A streamlined, tech-forward workspace management solution reflects a modern, innovative brand image, appealing to both employees and customers.
While manually managing the workspace sharing seems like a good idea at first, companies quickly realise they are losing more than they gain. Hybrid work models are here to stay, and as the workforce becomes more dynamic, the need for efficient and adaptable workspace management solutions will only increase. Automation offers a sustainable way forward, ensuring that companies can support employee autonomy, streamline operations, and reduce costs, all while creating a flexible, efficient workplace that meets the needs of both the business and its people.
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