Hot Desking and Desk Booking Systems: Empowering the Hybrid Workplace with Flexibility

As the work landscape continues to evolve, Australian businesses are embracing a new norm where employees split their time between home and the office. With the rise of hybrid working, office managers and directors face the challenge of optimising office space, enhancing employee satisfaction, and maintaining productivity. Traditional office layouts no longer suffice. This is where hot desking and desk booking systems come into play—revolutionising how employees utilise office space and improving the overall workplace experience.

The Rise of Hybrid Work and the Need for Flexibility

The hybrid model has become a staple in organisations across Australia, with over 60% of employees expecting flexibility in where and when they work. This shift requires office spaces to support fluctuating occupancy while ensuring collaboration and productivity.

Hot desking—where employees reserve desks as needed instead of having fixed workstations—offers a practical solution. Desk booking systems elevate this further by providing a user-friendly platform to reserve workspaces in advance, ensuring employees have the flexibility they need without compromising on comfort or productivity.

How Desk Booking Systems Work for Hybrid Teams

Desk booking systems seamlessly integrate into office environments, allowing employees to book desks or meeting rooms via web or mobile apps. They also provide office managers with real-time visibility into space usage, offering valuable insights for smarter decision-making.

For Office Managers, the Benefits Are Clear:

• Space Optimisation: Identify underutilised areas and make data-driven adjustments to layouts.
• Employee Satisfaction: Allow employees to select desks based on preferences, such as proximity to teams or ergonomic setups.
• Cost Efficiency: Reduce overhead costs by optimising office space, utilities, and maintenance.
• Improved Collaboration: Support spontaneous team interactions and creative brainstorming with flexible seating arrangements.
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Top Desk Booking Systems for Modern Australian Workplaces

To meet the diverse needs of hybrid workplaces, several desk booking systems have emerged, each offering unique features. Here’s a look at some top solutions:

1. MS Places

Microsoft’s MS Places integrates with Office 365 and Teams, enabling employees to book desks, meeting rooms, and collaborative spaces. Its user-friendly design and workflow integration make it a favourite among Microsoft-centric organisations.

• Best for: Companies using Microsoft 365.
• Key Features: Calendar integration, space management, hybrid meeting support.
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2. Appspace
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Appspace combines desk booking with workplace signage and collaboration tools. It's simple interface allows employees to reserve workstations and meeting rooms, while managers get real-time occupancy insights.

• Best for: Organisations seeking a scalable, multi-purpose solution.
• Key Features: Desk booking, employee engagement tools, integration with digital signage.
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3. Condeco
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Condeco is a robust solution for large organisations with complex workspace needs. It offers advanced desk booking, meeting room scheduling, and space utilisation reporting.

• Best for: Enterprises with multi-location offices.
• Key Features: Mobile app booking, real-time analytics, visitor management.

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4. Logitech View
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Logitech View is an interactive, digital mapping solution that simplifies workplace navigation. It allows employees to quickly find and book available desks and meeting rooms, enhancing the desk booking experience.

• Best for: Organisations seeking to enhance desk booking with intuitive, real-time office mapping.
• Key Features: Interactive maps, real-time availability, seamless integration with existing desk booking systems.
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5. Crestron
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Crestron offers a sophisticated suite of workplace solutions, including desk booking, room scheduling, and advanced AV management. Crestron Flex seamlessly integrates with existing collaboration tools and custom office setups.

• Best for: Businesses requiring high-tech customisation and AV integration.
• Key Features: Desk booking, meeting room control, enterprise-grade AV solutions.

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6. Biamp [Evoko] Workplace
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Biamp’s Evoko Workplace provides intuitive desk and room booking systems designed to streamline space bookings and improve resource utilisation.

• Best for: Organisations seeking user-friendly desk and room booking solutions.
• Key Features: Desk and room booking, workspace analytics, seamless integration with existing office systems.

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7. Calven
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Calven is a workplace tech platform that powers the future of work by fusing employee experience and workplace operations. It enables organisations to design, implement, manage, and measure future work policies and processes.

• Best for: Organisations aiming to optimise hybrid work environments and enhance employee experience.
• Key Features: Hybrid work tools, employee engagement features, office management solutions.

Choosing the Right Solution for Your Workplace
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With so many solutions available, the right choice depends on your organisation’s needs. Office managers and directors should focus on:

• Integration with existing tools (e.g., Microsoft Teams, Zoom, Cisco Webex, Logitech devices).
• Scalability for growing teams and flexible office configurations.
• User-friendly design for employees and administrators.
• Real-time data insights to optimise office space effectively.

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Conclusion
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The hybrid work model is here to stay, and hot desking solutions are at the forefront of enabling modern, flexible workplaces in Australia. With advanced systems like MS Places, Appspace, Condeco, Logitech View, Crestron, Biamp [Evoko] Workplace, and Calven, businesses can create smarter, AV-enabled environments that optimise space and support employee collaboration.

By adopting the right desk booking system, Australian workplaces can drive employee satisfaction, reduce costs, and enhance productivity—paving the way for a future-proof, dynamic hybrid office.

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