Once the broader economy resumes “back to normal” operations, it’s unlikely that we’ll see “business as usual” at our workplaces. Office hotelling, HotDesking, Cubicle sharing, Social distancing, deep cleaning and other pandemic-era protocols will prevail, changing how employees, management and visitors use our workplaces – planned, scheduled and carefully orchestrated. Without the help of highly intelligent asset scheduling and event management software, efficient workplace reopening might not happen.

Workplace Scheduling Safety 

It’s reasonable to say that, until such time as the current heightened emphasis on workplace safety completely diminishes, employers should exhibit greater than usual level of care before scheduling workers back to work. That’s where a high-quality scheduling software can play a critical role by:

– Coordinating when workers may return to the workplace, and how many workers that space might safely accommodate simultaneously

– Allowing workers to return to designated workspaces only

– Keeping workplace interruptions to the minimum, by scheduling cleaning crews to work on disinfecting desks, cubicles and meeting rooms only when not scheduled for use 

In conjunction with full-featured event management software, workspace scheduling tools are a key weapon in the armory of office space administrators. They can be used to ensure the planned and organized reopening of most workspaces, and the safe use of shared assets, such as desks, chairs and seating and cubicles, without compromising the health and safety of staff, managers, visitors and guests.

Managing Workplace Event safety

A busy office might have multiple events taking place simultaneously. These may include team meetings, working sessions, client consultations, presentations and product demos – just to name a few.  Given the current level of focus on the safety of official events, workspace administrators may not be able to seamlessly plan, schedule and manage these events manually. The need for event management software grows by the day. 

Many workplaces are transforming the way they use available space. HotDesking and office hotelling are gaining in popularity. At the same time, whether it’s hoteling guests, infrequent HotDesk users, or regularly scheduled employees – office managers are under pressure to ensure events and “business as usual” continue without impacting the health and safety of employees and visitors. Using state-of-the-art scheduling software, in tandem with other event management tools can accomplish those objectives.

The Cost Imperative

There’s a cost incentive to automating workspace scheduling and event management. First and foremost, flawless scheduling pays-off in dramatically reducing health and safety related incident costs – medical bills, fines and penalties, and even negligence lawsuits. It also ensures mortgage, rent and utility payments are rationalized by strategic Hotelling and HotDesking arrangements with other organizations looking for office space. 

More importantly, tools such as event management software help office managers reduce cost impacts by maximizing use of available space. If there’s unused space available, hoteling guests may safely be slotted to use it. If short-duration visitors require office space, planning tools can spot and offer HotDesking of office facilities not currently in use. 

More importantly, these tools allow integration with corporate planning and communication systems, such as Exchange Server and Email servers. This enables resources, such as car parking spaces, office equipment and other shared assets, to be managed remotely, from home or while on the road. This means that the assets are economically utilized, while reducing staff unproductive time – a wasted trip to the office – only to find no parking space or desk available!