AgilQuest's Work-A-Pedia is an online reference or source for definitions of workplace program related terms and methods. Here you will find quick, helpful definitions for phrases and concepts such as hoteling, actual use of space, presence detection, and so forth.
Neighborhoods are a technique used by organizations with advance hoteling programs to maintain strong team cohesion and collaboration even when many of them are rarely in the office on the same day.
Fundamentally, blocks of desks are set aside as a neighborhood and managers are allowed to reserve the entire block to seat their whole team on the one day a week or a month that they bring in the entire team. When neighborhoods are not booked for a given day, the individual desks are put back into the general hoteling pool for general use.
Auto-bump is an automated process which cancels your desk or meeting room reservation if you hav enot checked in within a set grace period. That means if you've reserved a desk for 9-5 on Thursday, but you don't check in to that desk within, say, 30 minutes after 9 am that day, your reservation is cancelled and that desk is now available for other mobile workers to reserve.
Auto-bump is a key feature for driving high utilization and is a best practice for advanced hoteling. When combined with the proper training and automated reminders and warning notices, it can be highly effective for both the organization and the workers who need a place to work today.
Hoteling is a workplace strategy which reduces office space costs by increasing the number of workers supported by each desk or workspace. Hoteling eliminates the high rate of vacancy most offices suffer when many of their people are working from home, from the road or from another site on any given day and therefore leave their permanently-assigned desk empty for the day. Hoteling (sometimes misspelled as hotelling) is reservation-based unassigned seating.
Conference room reservation is a technique or method for scheduling the use of meeting rooms or conference rooms or other kinds of collaboration space within an office so multiple sets of people can utilize these resources over the course of the day without conflicting with one another. When implemented well, a single conference room can be shared amongst many people or teams, across different times of the day and days of the week, so everyone has use of that conference room when they need it without unduely limiting its use by others.
Room booking is a workplace management technique or method which allows a limited amount of desks or conference rooms to be shared, on-demand, as a larger number of workers needs them. One worker plans to work from home three days this week and only two days in the office, so they would book or reserve a desk or meeting room at the office for just the two days they would be there. Room booking allows today's mobile workforce to need a much smaller number of workspace and meeting room resources while maintaining a constant high level of productivity.
In an advanced workplace strategy, the tracking and measurement of desks or workspaces assigned to people who are always in the office is known as permanently-assigned space. This differs from space temporarily assigned to mobile workers who are often working outside the office. The latter is known as hoteling. The measurement and management of permanently-assigned space and temporarily-assigned or hoteling space provides almost the highest levels of efficiency and sustainability. Using reverse hoteling to utilize permanently-assigned space on the few days when those workers are not in the office maximizes efficiency, cost reduction and sustainability.
The definition of telework is an arrangement whereby an employer allows employees to work or to perform official duties at home or in a location other than the standard office or workplace. Instead of commuting to the office to do work, the employee stays at home or goes to a nearby location and performs work from there.
Reverse hoteling is an advanced workplace management strategy or practice where permanently-assigned space is temporarily offered for use to other workers when the normally-assigned worker is not in the office on a given day or during a set number of hours. When a permanently-assigned space is reverse-hoteled for a few hours or days while its normal occupant is out, the space is added to the pool of hoteling resources for use by mobile workers, thereby increasing the available resources and, most likely, the resulting utilization rate for that location.
Hot Desking is a technique for accomodating the needs of workers who are actually present in the office today with a workspace in which to perform work. Since only 50% of workers on average are actually at their primary work location each day, a much smaller number of desks can support the entire workforce. Hot desking is similar to hoteling, but hot desking typically refers to the use of available space without a reservation system while hoteling offers the benefits of reservations. Hot desking has the same disadvantages as Free Address due to the lack of an arbitrator such as a reservation system with business rules and policies.
Hot Desk is another way of saying hot desking: technique for accomodating the needs of workers who are actually present in the office today with a workspace in which to perform work from a pool of fewer desks than workers. Hot desk suffers from the same disadvantages as Free Address and most organizations seeking worker-to-workspace ratios of better than 1:1 use hoteling instead.
Free Address is a less-structured method for managing unassigned space. Without using a reservation system, people who come to the office on any given day choose from the empty or available desks to work from that day. Free address takes less setup and planning, and cost since it does not require a reservation system, but it only works in environments where space is plentiful and cost reduction is not a goal. Free address in space-constrained environments leads to conflict since there is no arbitrator and it perpetuates the high cost of vacant space. Measured Free Address overcomes these disadvantages and turns Free Address into a viable, productive workplace management method.