Office Wars: The Dark Side of Desk Booking
Welcome to another blog. In this, I dive into a pressing issue that many employees are facing in the workplace: the battle with desk booking systems. This problem has been highlighted by employees from various companies, and it's causing quite a stir.
The Law Firm Struggle
I start by sharing a story from a senior employee at a large law firm. The firm implemented a desk booking system to manage their hybrid work environment. However, the system has become a source of frustration. Employees either book desks far in advance, claiming them as their own, or they book random days to appear compliant without actually using the desks. This has led to a chaotic situation where desks are booked but remain empty, leaving those who need them without a place to work.
The Medical Company Dilemma
Next, I talk about a large medical company facing a similar issue. Their office is small with limited parking spaces, and the desk booking system has added to the chaos. Employees book desks and parking spaces without considering their actual needs, leading to a situation where spaces are reserved but unused. The company introduced a rule that if you don't sign in by 10:30 AM, you lose your booking. However, this rule has its own set of problems, especially for those with external meetings in the morning.
The Developer's Free-for-All
Finally, I share a story from a developer at a software company. In this company, there were no limits on desk bookings, leading to strategic bookings and the formation of cliques. People booked desks far in advance, often not showing up, which created a frustrating environment for those who needed to collaborate in the office.
“The office should be a place where employees can collaborate and be productive, not a battleground for desk bookings.”
The Root of the Problem
Communication. The importance of communication and understanding the purpose of the desk booking system. Sometimes I do question why these systems are in place and why employees are trying to break the rules. The goal should be to enable hybrid and remote work, allowing employees to collaborate effectively. However, the current systems seem to be creating more problems than they solve, or so it seems.
The Need for Flexibility
For me, the solution lies in identifying and solving the true challenge and then finding a software or system that has flexibility and easy communication to enable the office to be used as a tool for purpose. Instead of rigid rules, companies should focus on understanding the needs of their employees – their tasks and challenges – and create a system that works for everyone. This involves having open conversations, soliciting feedback, and making continuous improvements. In essence, putting people, or people’s challenges when in the office, first and not the space or the desk. This also means having the right person make the decision rather than just a tick-box exercise. To me, this has far deeper, wider implications for getting it wrong than just ‘another thing’ to do.
The Bigger Picture
I can’t help but touch on the broader implications of office culture and productivity. The office should be a place where employees can collaborate and be productive, not a battleground for desk bookings. By fostering a culture of communication and flexibility, companies can create a more positive and productive work environment. But this does mean transforming the mindset around why you have an office. How the office space can be used in different ways. And that is not easy; but the payback in culture and happy employees could be massive.
“By fostering a culture of communication and flexibility, companies can create a more positive and productive work environment.”
Conclusion
Any ‘battle’ or ‘war’ with desk booking systems highlights a deeper issue within office culture. It's not just about booking a desk; it's about creating an environment where employees can thrive. By focusing on communication, flexibility, and continuous improvement, companies can overcome these challenges and create a better workplace for everyone.
Jon Kent
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