Office Space Booking for Hybrid Work Models

Learn how to effectively manage office space booking for hybrid work models. Find solutions to optimize space usage, prevent conflicts, and enhance productivity.

10 min read

Navigating the world of hybrid work models requires a smart approach to office space booking. Whether you’re an office manager or a business leader, understanding how to efficiently manage fluctuating office occupancy, prevent booking conflicts, and optimize space usage is crucial. Here’s a quick rundown:

  • Hybrid Work Models: Splitting time between home and office, with fixed or flexible schedules.
  • The Need for Office Space Booking: Challenges include fluctuating occupancy, booking conflicts, and inefficient space usage.
  • Solutions: Automated booking systems like Ofisly offer optimized space usage, improved productivity, enhanced collaboration, powerful analytics, and reduced administration.
  • Implementing a Booking System: Assess your needs, choose the right technology, customize your system, integrate with other tools, and train your team.
  • Best Practices: Utilize data analytics, adopt flexible spaces and policies, and address common challenges to ensure smooth operation.

This guide aims to equip you with the knowledge to implement an effective office space booking system that supports both in-office and remote work, ensuring a productive and harmonious work environment.

What Are Hybrid Work Models?

Hybrid work models let people split their work time between their home and the office. There are two kinds:

  • Fixed hybrid schedules – People work from home on certain days and in the office on others. For example, they might work from home on Mondays and Fridays and come to the office the rest of the week.
  • Flexible hybrid schedules – People can choose when they work from home and when they go to the office, changing their schedule as needed.

The main idea is that employees work some days at the office and other days from somewhere else, like home. This model tries to mix the best parts of both: being able to focus and work together in the office, and having the freedom and balance of working from home.

The Rise of Hybrid Work

Hybrid work has become more popular lately:

  • A 2022 study found that most companies want to offer more options for working from home after the pandemic.
  • A 2021 survey showed that about 45% of full-time workers in the U.S. were already on a hybrid schedule.

Here’s why it’s catching on:

  • Positive employee experience – Most people like having the option to work from home. It makes them happier with their jobs. Companies that offer hybrid work are more likely to keep their employees and attract new ones.
  • Productivity benefits – Letting people work where they feel most productive, whether that’s at home or in the office, can make the whole team work better.
  • Cost savings – With not everyone needing to be in the office every day, companies can save money on office space and other costs by sharing desks and making the office smaller.

Because of hybrid work, there’s less need for everyone to have their own desk all the time. Companies are coming up with new ways to use office space, like sharing desks, booking desks ahead of time, and creating more areas for teamwork. They’re also using technology to help people find where to work and who they need to work with, making the office a better place for everyone, whether they’re working from home or the office.

The Importance of Office Space Booking in Hybrid Models

Challenges of Office Space Management

Hybrid work models bring up a few big problems when it comes to using office space well:

  • Fluctuating occupancy levels – Since employees work some days from home and other days in the office, the number of people in the office changes a lot. This makes it hard to figure out who sits where and to make the best use of the space.
  • Booking conflicts – With people coming and going, it’s easy for employees to accidentally book the same desks or meeting rooms. Old-school booking methods don’t always keep track of everything well.
  • Inefficient usage – Because it’s hard to predict how many people will be in the office, companies might pay for space they don’t use or not have enough room when everyone decides to come in. This means they’re not using their space or meeting rooms as well as they could.
  • Administrative burdens – Keeping an eye on who’s in the office, managing bookings, and dealing with desk assignments is a lot of extra work for the people running the office. This takes time away from other important jobs.

In short, the mix of employees working from different places and the lack of a good booking system can lead to wasted space, extra costs, and a lot of hassle.

Benefits of an Automated Booking System

Using an automated system like Ofisly to book desks and meeting rooms makes things a lot better:

  • Optimized space usage – By keeping track of who’s coming in and what’s being booked, you can use your office space more wisely. This can save a lot of money.
  • Improved productivity – When employees can easily find and book the space they need, there’s less messing around. Over time, you can also use data to make your office layout even better.
  • Enhanced collaboration – Knowing when your teammates will be in the office makes it easier to work together in person.
  • Powerful analytics – Reports and data help you see how your office space is being used, so you can make smart changes.
  • Reduced administration – An automated system takes care of the repetitive stuff like tracking who’s in the office and avoiding double bookings. This means the office managers can focus on more important things.

In short, an automated system for managing office space helps keep everything running smoothly, saves money, and makes the office a better place to work, whether people are there every day or just sometimes.

Step-by-Step Guide to Implementing an Office Space Booking System

Setting up a booking system for your office can make managing space much easier, especially in a hybrid work environment. Here’s a simple guide to help you get started:

Step 1: Assess Your Space and Needs

  • First, take a good look at your office. How many desks and rooms do you have? What are their sizes and where are they?
  • Think about how many people come into the office each day and if this might change.
  • What are your rules for who comes in and when? Do you let people choose or do you have set days?
  • Figure out if you need to connect this system with other tools you use, like calendars or messaging apps.

Step 2: Choose the Right Technology

When selecting an office booking system for your company, it’s important to consider your specific needs. Make sure to evaluate the following features:

  • Mobile App
  • Analytics & Reporting
  • Floor Plan Customization
  • Ease of Use

Additionally, ensure that the booking system offers a free trial period to determine if it’s the right fit for your office.

Step 3: Customize Your Booking System

  • Upload a map of your office and mark where everything is.
  • Decide who can book what and set up the rules.
  • Turn on any special features you need, like limits on how many people can book or getting reports.
  • Make sure it looks and feels like it’s part of your company.

Step 4: Integrate with Other Tools

  • Connect it to your calendar systems like Google or Office 365.
  • Link it with chat apps like Slack or MS Teams for easy booking.
  • Set up single sign-on with your company’s system.

Step 5: Train Your Team

  • Make guides, FAQs, and video tutorials.
  • Show everyone how to use it with live demos.
  • Always ask for feedback to make it better.

With a good booking system, your team can easily find and book the space they need to work well in the office.


Best Practices for Office Space Booking

Usage Data and Analytics

Using data and analytics is a smart way to make the most of your office space when you have a mix of people working from home and in the office. Here are some simple ways to do this:

  • Keep an eye on how full the office gets. Watch how desk and room bookings change over time. This can help you figure out how many desks you really need.
  • Find out when the office is busiest. Knowing when most bookings happen can help you set rules so that everyone gets a chance to book what they need.
  • See which spaces people like best. This can help you decide where to put more desks or meeting areas in the future.
  • Connect office use with work results. Try to see if teams do better when they work together in the office. This can help you show why having an office is worth the cost.
  • Ask people what they think. Regularly check in with your team to find out which spaces they like and what else they might need to work better or enjoy their time in the office more.

Flexible Spaces and Policies

To make the most of spaces in a hybrid office:

  • Change up where people sit. Encourage everyone to try different desks or areas. This helps make sure no spot is left empty and can help people focus better.
  • Let people book for different times. Allow bookings for half a day, a full day, or longer to meet different needs and stop people from holding onto desks they’re not using. Set rules to automatically free up a desk if plans change.
  • Have rules for canceling. Ask for a heads-up if someone can’t make it, like a day or two in advance. This helps make sure others can use the space.
  • Use a waitlist. If a desk or room is really popular, having a waitlist lets people sign up for the next available spot. This shows you what you might need more of.
  • Shake things up now and then. Every six months, look at what spaces are being used and which aren’t. You might need to add more meeting areas or change how many desks you have based on what people are actually using.

Keeping things flexible but fair helps everyone get the most out of the office. Always looking at what people are using and asking for feedback helps you keep improving.

Addressing Common Challenges

When we start using a new system for booking office space, there might be some bumps along the way. But if we tackle these issues head-on, we can make things a lot smoother for everyone.

Encouraging Technology Adoption

It’s really important that everyone feels comfortable using the new booking system. Here are some ways to help make that happen:

  • Gather feedback regularly. It’s good to ask people what they think about the system – what works for them and what doesn’t. We can use this info to make the system better.
  • Offer training resources. We can make videos, quick guides, and FAQs to help everyone understand how to use the system. Maybe even set aside some time for people to come and ask questions.
  • Highlight benefits. Let’s show how this system can make life easier, like saving time, helping people work together better, and making sure we use our office space wisely. Sharing stories of how it’s helped can encourage others to try it out.
  • Customize experiences. Let people set up the system the way they like, with notifications they want and themes that suit them. It’s nice when you can make something your own.

Optimizing Software Workflows

We also need to make sure the booking system is easy to use every day. Look for features like:

  • Mobile access – Being able to book a space from your phone means you can do it anywhere, anytime. This way, you won’t miss out on getting the spot you want.
  • Notifications and reminders – Getting a quick reminder can help stop mix-ups and forgotten bookings. It should be easy to say yes or no to a booking with just a click.
  • Calendar integrations – It’s handy when your bookings show up in your calendar, like Outlook or Google Calendar. This helps keep everything in one place and makes planning easier.
  • Sufficient training – Besides online help, we should show people how to use the system with live demos and easy-to-follow guides. And there should always be a way to get help if you’re stuck.

Taking care of these things means more people will use the system happily, and it’ll do a better job of helping us work together and use our office space in smart ways.


Putting in a system to book office spaces is super important for companies that have a mix of working from home and the office. We’ve talked about how these systems can help a lot:

  • They make sure we use our office space wisely, which can save money.
  • They help everyone get more work done and work better together.
  • They give us useful info to make smart choices.
  • They cut down on the extra work of managing who sits where.

We also shared tips on picking the right software, setting it up, teaching people how to use it, and making it work smoothly.

Here are the key points to remember:

  • Always check how the office space is being used.
  • Make it easy for people to book spaces when they need them and change plans if needed.
  • Help everyone get on board with the new system by making it fit their needs and showing them how to use it.
  • Make sure the system is easy to use on phones, sends reminders, works with calendars, and has help available when needed.

By doing these things, companies can handle the tricky parts of managing office spaces better. A smart booking system is a must-have in today’s work world. It helps create a place where everyone can do their best work, whether they’re in the office or working from home.

Related posts

Try Ofisly for free for 14 days

No commitment. On trial. With all the features we offer and no limit on the number of users. No credit card details.