Since companies began planning to come back to the workplace, several options have now been funneling down to a relatively common solution. The companies that this applies to typically:
- are corporate offices with administrative space
- do NOT have extensive hoteling
- use typical 1:1 assigned seating environment
- do not want to change to unassigned seating (yet, at least)
Companies plan to return to work by offering their employees the ability to essentially “reserve” their own assigned workspace for a given day. They are placing a limited number of available reservations on a per-floor basis, restricting the capacity of each floor in a phased approach. These are starting with a capacity number of approximately 25%-50% depending on the types of workspaces available on each floor (hard-wall offices, socially-distant cubicles, desking, etc.). This differs from traditional “hoteling” in that employees are essentially reserving their attendance rather than an available hoteling seat and typically for the entire day, not a time range.
“Reserve My Seat” Workflow by AMS CAD +CAFM Solutions
Using an Integrated Workplace Management System (IWMS) to Safely Return to Work
To enable this, there needs to be a way for employees to make these “reservation” requests and get confirmation to work in the building on a given day. Companies are also taking this opportunity to add health screening questions to determine eligibility as well. During the request, COVID-19 questions are being asked as a due-diligence step to make sure the person is “fit-for-work”. The result is a reservation authorization that is shown to security upon entering the building.
Technology then comes into play since employees need an easy, web-based tool and/or mobile app to manage floor capacities, facilitate employee request forms, enable authorization emails, and visualize & report on occupied spaces for a given day. Traditional hoteling or room scheduling software systems do not typically support this type of on-site, “reserve my attendance” strategy. However, they can be useful in supplementing for when an employee is not able to make a reservation due to their workstation being unavailable because another person next to them has already reserved the adjacent space. They can potentially then look for a reservable space that is open elsewhere, whether it be a vacant space, hoteling space, small conference room, or other huddle/focus room.
The ideal tool for this is built off of an Integrated Workplace Management System (IWMS) that has the components included to support these forms, emails, mobility, floor plan views, and reports. The result is a comprehensive process to enable this planned strategy which allows for employees to come back to their familiar desk, making their experience a positive one.
Watch the recording of our webcast “Strategic Planning When Returning to the Workplace” to learn more about how to utilize IWMS technology to implement policies and procedures to help maintain a safe and healthy environment for your employees.
Written by: Dan Lorenz, President AMS CAD + CAFM Solutions
About AMS CAD + CAFM Solutions
AMS CAD + CAFM Solutions (AMS) is a leading Premier Certified Business Partner with FM:Systems of 18 years that specializes in consulting, design, and implementation of facilities management software and technology solutions. AMS is a full-service, goals-oriented CAFM/IWMS implementer that partners with customers to bring them best-in-class FM applications. Our innovative solutions combined with our industry experience have helped many of FM:Systems’ largest and most successful customers including corporate facilities, pharmaceutical/research companies, higher education campuses, and health care institutions.
For more information visit http://www.amscad.com