Office Hoteling: Where Work Meets Wanderlust

In the era of remote work and flexibility, the traditional office setup is getting a facelift with the rise of hoteling office spaces. This comprehensive guide will delve into the intricacies of office hoteling, exploring its benefits, drawbacks, best practices, and considerations to help you determine if it’s the right fit for your business.

Just as its name applies, the concept of office hoteling replicates the experience of booking a hotel room for a short stay, but for office space. The tourist is the employee, the bed is the desk and other holiday makers are colleagues. It’s opening up a new world of work, where coworking and flex-office providers are debuting exciting ‘all-inclusive’ experiences for office workers. Just like in many hotels, our own coworking spaces at Mindspace offer a range of luxurious amenities and services such as a 24/7 reception, yoga, on-site gyms, rooftops, cocktail hours and other treats.

Hoteling Office Space in a Nutshell

Office hoteling is like the Airbnb of workspaces. Employees can choose from a range of flexible workspaces, allowing them to reserve workstations, desks, meeting rooms and even entire private offices as needed, rather than having assigned seating or rooms. Just like when making a hotel reservation, the company or employee can choose specific dates to reserve the required office space for.

Office Hoteling vs Hot Desking

Hot desking presents a dynamic seating setup, offering employees the ability to secure a desk on a daily basis. This arrangement is typically short-term and operates on an on-demand basis, with reservations commonly made on the same day or a day in advance. In contrast, office hoteling introduces an alternative flexible seating arrangement, enabling employees to reserve desks for extended periods. These reservations tend to be more long-term, spanning days, weeks, or even months. Think of it like a ‘day trip’ versus a ‘proper holiday’.

Benefits of Office Hoteling

Efficient Use of Workspace

It’s like Marie Kondo came to your office – office hoteling encourages a streamlined, clutter-free space. With employees only using desks when necessary, organizations can optimize their office layout, potentially reducing the overall square footage required for operations.

Cost Savings on Office Square Footage

By maximizing space utilization, businesses can save on the cost of maintaining large office spaces. This is particularly advantageous for companies looking to cut overheads without compromising on productivity. You pay for what you need, when you need it, creating significant long-term cost savings.

Flexibility for Employees

For days when employees need to come into the office, they get to pick their own work adventure – whether it’s a quiet corner for focused work or a communal table for collaboration. Research shows that this flexibility can enhance job satisfaction and work-life balance, contributing to a positive organizational culture.

Improved Productivity and Collaboration

The fluid nature of office hoteling fosters collaboration and spontaneous interactions among employees. Removing the physical barriers of assigned seating can lead to increased communication and idea-sharing, ultimately boosting overall productivity. With office hoteling, you’re also guaranteed a diverse and ever evolving professional community to mix with.

More Office Resources for Remote Employees

For the road warriors and remote workers, office hoteling is like having an office passport. One simple booking provides them with all their office and professional needs, as well as additional spaces for meetings and wellness activities. At Mindspace our membership includes the use of all our global coworking spaces – so you can enjoy our services across the globe, easily booking office space with our member app.

Agile Workforce

Without the need to commit to a traditional office, office hoteling provides an instant and flexible solution for growing companies. As most companies operate some form of hybrid work model, this also cuts out the need for unnecessary office overheads, allowing workers to ‘pop into the office’ on an as-per-need basis.

Smoother Visitor Management

For businesses with frequent visitors, such as clients or partners, office hoteling offers a structured way to accommodate guests. Reserved workspaces make it easier to manage visitor access and provide a professional environment for meetings. At Mindspace, we’re mindful of the dynamic needs of our members and enable them to choose from a range of meeting room spaces – whether hosting an event for hundreds of people or just an intimate board meeting, we have a space for every need.

Consistency Across Satellite Offices

Office hoteling brings a universal work culture to wherever your team are based around the world. Whether based abroad permanently or just traveling for work, employees have on-demand office desks, meeting rooms and a vibrant professional community – all on a ‘pay-as-you-go’ basis. This creates a physical space for your global team, without the overheads of an expensive traditional satellite office. As you scale and hire talent across the globe, office hoteling is an ideal solution from both an employee wellbeing and cost effectiveness perspective. 

Disadvantages of Office Hoteling

Lack of Personalization

One of the drawbacks of office hoteling is the potential lack of personalization in workspaces. Employees can find it challenging to create a personalized and comfortable work environment when they don’t have a fixed desk. However, it’s a good way to dip your toes into the world of coworking and if it works for you and you want a more permanent, personalized office solution, you can upgrade to a monthly rental flex office agreement for the best of both worlds.

Not Always Suitable for Last-Minute Situations

While office hoteling promotes flexibility, it may not be ideal for last-minute situations. Employees who need immediate access to specific tools or resources may face challenges in a hoteling setup, where reservations are typically made in advance.

Disruption and Confusion

Constantly changing workspaces can lead to confusion and disrupt employees’ routines. Some individuals may find it challenging to adapt to a dynamic work environment, impacting their concentration and overall job satisfaction. There is also an opposite side to this argument – that a change of scenery can lead to a spur in creativity for employees.

Less Personal

The absence of personal desks in office hoteling setups may lead to a less personal atmosphere. Employees may miss the sense of ownership and identity that comes with having a dedicated workspace. However, the opportunity to mingle with a wider community often offsets this.

Office Hoteling Best Practices

Hoteling Desk Reservation Software

It’s like booking a flight, but for your desk. Most operators invest in top-notch desk reservation software that makes the booking process instant and hassle-free.

Varied and Efficient Workspaces

At Mindspace we take office design seriously. From our cozy nooks to collaborative corners, we offer a range of workspaces to suit everyone’s needs and tastes. Just as in a hotel, you can choose from the ‘Penthouse’ office equivalent with panoramic views from the balcony, or a more basic ‘single room’ for a small team meeting.

Cleaning and Sanitization Procedures

Obviously, a shared space calls for a cleaning regimen. It’s like making sure the Airbnb is spotless before the next guest arrives. For many coworking operators (including Mindspace) – this is handled by their own maintenance teams.

Personalized Storage Space

Although employees may not have assigned desks, providing personalized storage space can help maintain a sense of ownership. Lockers or storage units allow individuals to keep their belongings secure and easily accessible when needed.

Strong Wi-Fi

A day without Wi-Fi is like a vacation without sun. It’s also a sure fast way to get a negative customer review. A robust and reliable Wi-Fi infrastructure is an absolute essential in a hoteling office space. With employees constantly moving around, a strong internet connection ensures seamless communication and access to online resources.

Cloud Storage

Think of it as your work backpack. Embrace cloud storage for easy access to documents from any coworking space. It’s like having your work essentials in a digital suitcase – lightweight and accessible.

Communicating Guidelines and Etiquette Ahead

It’s imperative to set the ground rules – just like every hotel or Airbnb has its own house rules for guests. These guidelines and etiquette for a harmonious work environment should be clearly communicated to members – regarding things such as reserving workspaces, cleanliness expectations, and respectful behavior in shared environments.

How Do You Know If Office Hoteling is Right for Your Business?

There are a few things to consider before opting for office hoteling:

Evaluate Employee Preferences and Tasks

Understand the nature of your employees’ tasks and their preferences for work environments. If your workforce values flexibility and the ability to choose their workspace, then office hoteling may align with their needs.

Assess Technology Readiness

Ensure that your organization offers the technology infrastructure to support office hoteling. This includes reliable reservation systems, strong internet connectivity, and cloud-based tools for seamless collaboration.

Consider the Organizational Culture

Evaluate your company’s culture and whether it aligns with the principles of office hoteling. If your organization values collaboration, innovation, and adaptability, a hoteling setup may complement these cultural elements.

Analyze Cost Implications

While office hoteling can lead to cost savings in terms of reduced office space requirements, it’s essential to weigh these benefits against the potential costs of implementing new technology, training employees, and managing the transition.

Seek Employee Feedback

Engage with your employees to gather their feedback on the concept of office hoteling. Address any concerns they may have and involve them in the decision-making process. Employee buy-in is crucial for the successful adoption of a hoteling model. In our own experience, this is the ideal arrangement for hybrid workplaces and remote workers.

Pilot Program

Additionally, consider implementing a pilot program before fully transitioning to office hoteling. This allows you to test the waters, identify challenges, and make adjustments based on real-world feedback before committing to a full-scale rollout.

Conclusion

In the grand scheme of the modern workplace, office hoteling is basically like the cool, trendy hotel that everyone wants to stay in. It’s an adventure, a change of scenery, and a chance to redefine how we work. It’s great for employee wellbeing and productivity, an ideal solution for hybrid work, and flexible and economical for growing companies. So, whether you’re a seasoned traveler or a first-time tourist in the world of office setups, embrace the quirks, enjoy the perks, and get ready to check in for an office experience that can rival a holiday at the Hilton.

For more information about office hoteling options at our stunning worldwide Mindspace locations, from our coworking space Miami to the office space in Brooklyn, please explore our options here.