Hoteling is the orderly sharing of a desk or workspace by workers who are not "in" the office every day of the week. When you hotel, you reserve a desk for only the days when you'll be in the office, just like booking a hotel room when you're on travel. Instead of 100 employees needing 100 desks, one for each person, you might have only 50 desks to support the 50 people (out of 100 total) who will be there to work on any given day.

If you look around the office in any sizable organization, you'll discover around 50% of the desks are vacant on any given day due to worker mobility. People are working from home, they are traveling to another site, they are out sick or working elsewhere outside the office. With the average cost at $10,000 per year per desk, it's easy to imagine how much these vacant desks cost the organization, waste valuable resources and contribute to carbon footprint.

  • Eliminates desk vacancy
  • Facilitates reduction in real estate and energy costs
  • Increases sustainability and business resiliency
  • Is a central element in a network of space and mobile worker benefits

Hoteling reduces the number of desks you need and therefore reduces the amount of real estate necessary to contain all those desks. As a component of alternative workplace strategy or a flexible workplace, hoteling provides significant cost reductions and a corresponding decrease in carbon footprint.

Hoteling is also an important complement to telework. When you telework a few days a week, you don't want your desk at the office to go vacant and contribute to unnecessary cost and waste. Hoteling extends the value of teleworking to also reduce the real estate and energy necessary to operate the office.

The measurable results from a successful hoteling program are often

  • Change from 1:1 worker-to-workspace ratio to 4:1 or even higher
  • Change from 240 sq ft per person to less than 100 sq ft per person
  • Eight buildings in a single campus to five smaller buildings or floors spread across three campuses in the metro area
  • Consolidation of several facilities from lower-cost areas to one facility in prestigious, client- and talent-attracting location... with no increase in cost.

Results as large-scale and as dramatic as this are not simple, but they are achievable within any organization. Critical elements needed for successfully deploying hoteling within a workplace program are

  • Online reservation management system to guarantee workers a place to work when they are in the office
  • Training for both managers and workers in how to work in the new mobile workplace
  • Robust change management and continuous communication plan
  • Expert, experienced advice and support

Since 1993 when AgilQuest was founded, hoteling has been a key central component of our value to commercial and government organizations. Successful hoteling needs reliable technology and comprehensive training, so AgilQuest has developed:

  • OnBoard - the most-comprehensive enterprise scale reservation technology for workspaces and conference rooms
  • Commander BI - the only consistent, continuous, systematic presence detection platform
  • AgilWork - training to educates users on the technology and workers and managers on how to work in the new workplace

Hoteling is possible with handwritten notebooks or simplistic tools like Outlook, but these fail when scaled beyond a few desks and in the face of staff pushback. Convenient, online tools are required for success and a single, centralized system is critical for large organizations. At the same time, large organizations demand systems that accommodate their culture, procedures and local policies. AgilQuest's hoteling technologies were built specifically to address these unique needs and put us far ahead of the competition.