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Rule #1: Physically label desks for workspace booking success

Does the workspace booking system you’re planning involve selecting an available desk from a list or an interactive floor plan?  If so, physically applying the corresponding numbers to your desks in the office is a vital part of the jigsaw.

You’d be surprised to know the number of projects we’ve encountered where this step was not ‘in the plan’.

“We only have a 30 hot desks and staff already know where they are”

“We’ll put a big print out of all the desks on the wall in reception”

“It will make our desks look untidy”

These are just some of the comments that we hear regularly.  But (sorry) they’re not valid excuses for failing to clearly and individually desks in a way that matches in with your desk booking system.

You only have to think about what happens when someone parks in ‘bay 9’ instead of ‘bay 6’ to understand what confusion and ‘world of pain’ can ensue as everyone has to work around the mistake of occupying the wrong space.

Returning to a ‘hybrid office’ space, with different desk layouts and new collaboration spaces can be daunting enough – even more so if you’re a ‘new start’.  The last thing you’ll want is an argument over whether you’re sitting at the right desk or not.

What’s the best way to physically number desks?

By all means, you can use individual desk devices that incorporate contactless booking and check-in functionality, a status indicator and the desk number in one neat package, but you don’t have to go to this expense.

Our low cost favourites include:

Engraved steel disks that can incorporate QR Codes for booking and check-in using a mobile phone.

Neat desk booking sign example incorporating QR code

Not only are they nice and neat, they don’t cost a lot at all and come with different fixings.  Our team can also help you generate a file of QR codes you can send to the nice folk that make them!

A card holder clip that sits nicely on top of workstations:

Low cost desk booking signage

These cost 5 pence each and all you need is some coloured cards and a printer!  What could be simpler?  You could also incorporate a QR code into the sign.

For more tips on how to go about numbering your hybrid workspaces in a way that’s both fool- and COVID-19-proof, check out our earlier blog.

Future Proof Your Return to Work Desk Numbering Scheme

Covid-secure workspace management

Read more about services to help your enterprise book, provision & manage your workplace for social distancing & beyond.

Example of desk booking sign incorporating QR code