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Fostering Hybrid Team Collaboration: Why Modern Workplace Planning Is Key to Business Success

Mai Steffen — Thu, 23 Jul 2026 07:42:34 +0000

Hybrid Work Is Here to Stay

Hybrid work has evolved from a temporary solution into a permanent way of working for organizations around the world. Employees now divide their time between the office, home, and other remote locations, giving them greater flexibility while enabling companies to attract and retain top talent.

However, this flexibility also creates new challenges. One of the most significant is maintaining strong collaboration, communication, and team cohesion when employees are no longer in the same place every day.

According to the Microsoft Work Trend Index 2024, employees continue to value workplace flexibility, while business leaders emphasize the importance of in-person collaboration for innovation, knowledge sharing, and building relationships. The report highlights that organizations need technology and workplace strategies that support both flexibility and meaningful face-to-face interactions.

The question for organizations is therefore no longer whether to embrace hybrid work, but how to create an environment where hybrid teams can collaborate effectively.

Why Collaboration Has Become More Challenging

In traditional office environments, collaboration often happened naturally. Employees could easily ask questions, exchange ideas during coffee breaks, or solve problems through spontaneous conversations.

Hybrid work changes these dynamics.

Today, organizations frequently experience challenges such as:

Team members working in the office on different days.
Fewer spontaneous conversations between colleagues.
Knowledge sharing becoming more structured instead of organic.
Longer onboarding periods for new employees.
Reduced opportunities for informal networking.
More complex coordination across departments.

Without intentional workplace planning, hybrid work can gradually weaken collaboration and reduce employees’ sense of belonging.

Research published in Gallup’s State of the Global Workplace consistently shows that highly engaged teams are more productive, more innovative, and achieve stronger business outcomes. Creating opportunities for meaningful collaboration is therefore essential for maintaining employee engagement in hybrid workplaces.

The Office Has a New Purpose

The role of the office has fundamentally changed.

Instead of serving primarily as a place for individual work, today’s office increasingly functions as a destination for collaboration.

Employees are now more likely to visit the office for activities such as:

Team meetings
Workshops
Brainstorming sessions
Customer meetings
Cross-functional projects
Training sessions
Onboarding new colleagues
Networking and relationship building

Focused individual work often takes place remotely, while office days are used to strengthen collaboration and company culture.

According to the JLL Global Future of Work Survey, organizations continue to invest in collaborative office spaces, flexible workplace concepts, and technology that enhances the employee experience. The office is increasingly viewed as a strategic collaboration hub rather than simply a collection of desks.

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Desk Booking Is About More Than Reserving a Desk

Many people still associate desk booking with one simple task: reserving a workstation.

Modern workplace management platforms offer much more.

An intelligent desk booking solution enables organizations to:

Coordinate team office days.
Help colleagues work together in the same area.
Improve office utilization.
Increase workplace flexibility.
Support hybrid work policies.
Enhance the overall employee experience.

Instead of arriving at the office and hoping colleagues are present, employees can see who plans to be on-site and schedule their office visits accordingly.

This transforms workplace reservations into a tool for collaboration rather than simple administration.

Collaboration Starts Before Employees Arrive at the Office

Successful hybrid collaboration begins during workplace planning.

A modern desk booking platform allows employees to answer questions such as:

Which colleagues will be in the office?
Where is my project team sitting?
Which collaborative workspaces are available?
Are meeting rooms available nearby?
Which floor offers the best environment for today’s work?

Having this information beforehand enables employees to organize productive office days centered around teamwork instead of spending valuable time coordinating logistics after arrival.

This visibility is especially valuable for organizations with multiple offices or distributed teams.

Flexible Workspaces Encourage Spontaneous Collaboration

Flexible workplace management also creates opportunities for spontaneous interaction.

Project teams can reserve desks in the same neighborhood, allowing them to:

Solve problems faster.
Exchange knowledge more naturally.
Conduct workshops more efficiently.
Make quicker decisions.
Build stronger interpersonal relationships.

Research published by the Harvard Business Review emphasizes that face-to-face interactions continue to play an important role in building trust, encouraging creativity, and supporting innovation, even in organizations with mature hybrid work models

Technology should therefore make in-person collaboration easier, not replace it.

Workplace Analytics Create Better Collaboration

Modern workplace management extends far beyond reservations.

Organizations increasingly rely on workplace analytics to better understand how employees actually use office space.

Analytics can answer questions such as:

Which teams frequently collaborate in person?
Which office areas are most popular?
Which weekdays have the highest occupancy?
Where are collaboration spaces fully utilized?
Which meeting rooms are underused?

These insights help workplace managers continuously improve office layouts, optimize collaboration zones, and adapt workplace strategies to employee behavior.

Reliable workplace data also supports long-term real estate planning and operational efficiency.

How LIZ Smart Office Supports Hybrid Team Collaboration

LIZ Smart Office provides organizations with a comprehensive workplace management platform designed specifically for hybrid work.

Rather than simply enabling desk reservations, the platform supports intelligent workplace planning through features such as:

Digital desk booking
Meeting room reservations
Flexible desk sharing
Real-time workplace availability
Team visibility
Workplace analytics
Office occupancy insights
Data-driven workplace management

These capabilities allow organizations to create office environments that actively encourage collaboration while making the best possible use of available space.

The result is a workplace that supports employees, improves operational efficiency, and strengthens company culture.

Best Practices for Successful Hybrid Collaboration

Technology is only one part of an effective hybrid workplace strategy.

Organizations should also establish clear processes that encourage collaboration.

Recommended best practices include:

Designate regular team collaboration days.
Use desk booking to coordinate employee attendance.
Create dedicated collaboration zones.
Encourage managers to lead by example.
Use workplace analytics to continuously improve office planning.
Involve employees in workplace decisions.
Regularly review office utilization and employee feedback.

Combining technology with thoughtful workplace policies creates an environment where hybrid collaboration can thrive.

Conclusion

Hybrid work has fundamentally changed how organizations collaborate.

The office is no longer simply a place where employees complete individual tasks. Instead, it has become a destination for teamwork, innovation, learning, and relationship building.

Organizations that invest in intelligent workplace management can strengthen collaboration while improving employee satisfaction and making more efficient use of office space.

LIZ Smart Office enables businesses to move beyond basic desk reservations by combining desk booking, workplace analytics, and smart workplace management into one integrated solution.

By helping employees coordinate office days, collaborate more effectively, and access reliable workplace information, LIZ Smart Office creates a connected, productive, and future-ready hybrid workplace.

Discover hybrid working with LIZ

FAQ
Frequently Asked Questions

Why is hybrid team collaboration important?

Hybrid team collaboration helps employees work effectively across different locations while maintaining strong communication, innovation, and company culture.

How does desk booking improve collaboration?

Desk booking allows employees to coordinate office attendance, reserve desks near colleagues, and organize productive in-person collaboration.

What are workplace analytics?

Workplace analytics provide insights into office occupancy, workspace utilization, collaboration patterns, and employee behavior, helping organizations make data-driven workplace decisions.

How does LIZ Smart Office support hybrid workplaces?

LIZ Smart Office combines desk booking, meeting room reservations, workplace analytics, occupancy insights, and flexible workplace management into one platform, helping organizations optimize both collaboration and office utilization.

Der Beitrag Fostering Hybrid Team Collaboration: Why Modern Workplace Planning Is Key to Business Success erschien zuerst auf #1 Desk sharing App | Hybrides Arbeiten leicht gemacht | LIZ Smart Office.

Avoiding Ghost Bookings: How Companies Can Improve Workplace Utilization

Mai Steffen — Tue, 14 Jul 2026 14:02:51 +0000

As hybrid work becomes the standard operating model for many organizations, managing office space efficiently has become increasingly complex. Employees split their time between the office, home, and client locations, making flexible workplace reservation systems an essential part of the modern office.

However, this flexibility has introduced a new challenge: ghost bookings.

A ghost booking occurs when an employee reserves a desk but never actually uses it and forgets to cancel the reservation. As a result, desks appear occupied in the booking system while remaining physically empty.

This seemingly minor issue can significantly affect office utilization, employee experience, workplace planning, and operational costs.

According to the Microsoft Work Trend Index, hybrid work continues to reshape how organizations use office space, requiring companies to rethink workplace management and occupancy planning.

What Are Ghost Bookings?

Ghost bookings refer to workplace reservations where a desk has been booked but is never occupied.

Common examples include:

An employee decides to work from home instead.
A client meeting replaces the planned office visit.
A business trip is extended.
The reservation is simply forgotten.
Multiple desks are booked “just in case.”

Although the desk remains empty, the booking system still marks it as unavailable.

In organizations that operate with desk sharing or flexible seating, this creates a significant mismatch between reserved occupancy and actual occupancy.

Why Ghost Bookings Are Becoming More Common

Hybrid work has fundamentally changed how employees use office space.

Instead of working at a fixed desk every day, employees now choose their workplace based on meetings, collaboration needs, commuting preferences, or personal schedules.

Consequently, daily plans frequently change because of:

Remote work
Customer visits
Business travel
Sick leave
Team meetings
Project work at different locations

If reservations are not updated accordingly, ghost bookings become inevitable.

According to JLL’s Global Future of Work Survey 2024, organizations increasingly rely on workplace technology and utilization data to manage hybrid offices more efficiently, while improving workplace efficiency remains one of the highest priorities for corporate real estate leaders. More than 60% of organizations expect workplace utilization to increase over the next five years, making accurate occupancy data more important than ever.

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The Business Impact of Ghost Bookings

1. Inaccurate Workplace Utilization Data

One of the biggest challenges is the gap between reserved desks and desks that are actually occupied.

For example:

Booking system: 90% occupied
Reality: Only 65% of desks are actually in use

Without reliable utilization data, workplace decisions become increasingly difficult.

Organizations may overestimate demand and maintain more office space than necessary.

2. Poor Employee Experience

Imagine an employee who wants to come into the office on short notice.

The booking system shows no desks available.

After arriving, they discover that dozens of desks remain empty.

Experiences like this reduce employee trust in workplace reservation systems and discourage office attendance.

Employee experience has become a strategic priority for organizations adopting hybrid work, according to Microsoft’s Work Trend Index. Providing reliable workplace technology is essential for creating productive and engaging office environments.

3. Higher Operational Costs

Every unused desk still generates costs, including:

Rent
Electricity
Cleaning
HVAC
IT infrastructure
Facility management

When office utilization data is inaccurate, organizations often continue paying for underutilized space.

JLL reports that organizations continue investing in office space while simultaneously focusing on operational efficiency and smarter real estate decisions.

4. Poor Strategic Decision-Making

Many workplace decisions depend on occupancy analytics, including:

Office expansion
Floor planning
Cleaning schedules
Energy management
Workplace investments

Ghost bookings distort these analytics, leading to poor long-term decisions.

Reliable workplace data has therefore become a cornerstone of modern Corporate Real Estate (CRE) strategy.

Why Traditional Booking Systems Cannot Solve the Problem

Many booking systems answer only one question:

“Who reserved a desk?”

What they fail to answer is:

“Who actually showed up?”

The difference between reservations and actual occupancy creates the ghost booking problem.

Modern workplace management requires occupancy validation rather than simple reservation management.

How Modern Desk Booking Software Prevents Ghost Bookings

Modern workplace platforms bridge the gap between reservation and actual desk usage through intelligent automation.

Employee Check-In

Employees confirm their arrival via mobile app, QR code, or workplace kiosk.

If no check-in occurs within a predefined period, the reservation expires automatically.

This immediately makes the desk available for another colleague.

Automatic Desk Release

Instead of keeping unused desks blocked all day, the system automatically releases them after a configurable period (for example, 30 or 60 minutes).

This significantly improves real workplace availability.

Smart Notifications

Automated reminders encourage employees to:

Confirm attendance
Cancel reservations they no longer need
Update workplace plans

Simple reminders alone can dramatically reduce forgotten reservations.

Real-Time Workplace Analytics

Facility managers receive live insights into:

Reserved desks
Occupied desks
Available workspaces
Utilization rates
Workplace trends

Benefits of Eliminating Ghost Bookings

Organizations that reduce ghost bookings gain several strategic advantages.

Higher Workplace Utilization

Every available desk can actually be used.

This allows organizations to maximize existing office space before investing in additional capacity.

Better Employee Experience

Employees can trust workplace availability.

Reliable booking systems reduce frustration and encourage office attendance.

Data-Driven Workplace Decisions

Accurate workplace analytics support:

Portfolio optimization
Space planning
Workplace strategy
Facility management
Sustainability initiatives

Lower Operating Costs

Improved utilization enables organizations to:

Optimize office footprints
Reduce unnecessary facility expenses
Improve cleaning efficiency
Lower energy consumption

While savings vary depending on company size and workplace strategy, organizations increasingly use occupancy data to improve real estate efficiency and reduce operational waste.

How LIZ Smart Office Helps Prevent Ghost Bookings

LIZ Smart Office goes beyond simple desk reservations by providing intelligent workplace management tools designed for hybrid organizations.

Key capabilities include:

Digital desk booking
Flexible desk sharing
Real-time workplace availability
Workplace analytics
Occupancy transparency
Data-driven office management

This enables organizations to manage offices based on actual workplace usage, not assumptions.

Best Practices for Reducing Ghost Bookings

Companies can further minimize ghost bookings by implementing clear workplace policies:

Require employee check-ins.
Send automated booking reminders.
Make cancellations quick and easy.
Automatically release unused reservations.
Regularly review workplace analytics.
Educate employees about responsible booking behavior.
Continuously optimize booking rules based on occupancy data.

Conclusion

Ghost bookings are one of the most overlooked challenges of hybrid work.

Although they may appear harmless, they reduce workplace efficiency, create inaccurate occupancy data, frustrate employees, and increase operational costs.

By implementing an intelligent desk booking solution with check-ins, automated desk release, and real-time workplace analytics, organizations can dramatically improve office utilization while delivering a better employee experience.

LIZ Smart Office helps organizations transform workplace data into actionable insights, enabling smarter office management and a more efficient hybrid workplace.

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FAQ
Frequently Asked Questions

What is a ghost booking?

A ghost booking is a workplace reservation where an employee books a desk but never uses it and does not cancel the reservation.

Why are ghost bookings a problem?

They reduce workplace efficiency, distort occupancy data, block available desks, and may increase operational costs.

How can companies prevent ghost bookings?

Organizations can implement employee check-ins, automatic reservation release, reminder notifications, and real-time workplace analytics.

Why is accurate workplace utilization important?

Reliable occupancy data supports better workplace planning, improves employee experience, and helps organizations optimize office space and operational costs.

Der Beitrag Avoiding Ghost Bookings: How Companies Can Improve Workplace Utilization erschien zuerst auf #1 Desk sharing App | Hybrides Arbeiten leicht gemacht | LIZ Smart Office.

Finding a fair solution to the shortage of car park spaces at work

Mai Steffen — Tue, 07 Jul 2026 12:36:58 +0000

A new approach to car park management: Why companies should manage their car parks digitally.

For many commuters, finding a parking space is one of the biggest sources of stress in their daily working lives. Conflicts arise regularly, particularly in companies with limited parking spaces: Who is allowed to park today? Who will be late and end up without a space? Are there designated parking spaces, or does the ‘first come, first served’ principle apply?

With the increasing prevalence of hybrid working models, this problem is becoming even more acute. Whilst on some days numerous parking spaces remain unused, on other days there are simply not enough spaces to go round.

Intelligent car park management creates transparency, fairness and optimal utilisation of available resources. Modern solutions such as LIZ Smart Office automate the allocation of company parking spaces and make the entire process significantly easier for both companies and employees.

Why Today’s Parking Shortage Is More Than Just a Convenience Issue

In many companies, the way parking spaces are allocated has remained virtually unchanged for years. The following are still common:

permanently reserved parking spaces
Excel spreadsheet
Outlook calendars
paper lists at reception
email enquiries to office management

However, this approach is becoming increasingly ineffective.
Particularly with hybrid working models, the actual demand for parking spaces changes on a daily basis.

Typical challenges include:

significantly more staff than there are available parking spaces
unused reserved parking spaces
daily enquiries to office management or reception
discussions about preferential
treatment for individual staff members
unnecessary time wasted searching for a parking space
late starts to the working day

The result is unnecessary frustration, even before the working day has properly begun.

How Hybrid Work Exacerbates the Parking Problem

Previously, employees came into the office almost every day, making permanent spot assignments viable. Today, office and work-from-home days alternate dynamically.

This leads to dramatic swings in occupancy:

Monday	Tuesday	Wednesday	Thursday	Friday
95 % Occupancy Rate	40 % Occupancy Rate	100 % Occupancy Rate	70 % Occupancy Rate	55 % Occupancy Rate

Companies often realize too late that they actually have enough total spaces—they are simply not being used efficiently.

A digital parking management system solves precisely this problem.

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What Is an Intelligent Parking Booking System?

A parking booking system allows employees to reserve open parking spots in advance of their office days. The allocation happens automatically based on defined organizational rules.

Depending on company policy, these parameters can include:

First-come, first-served logic
Priority for field sales teams
Priority for employees with disabilities
Executive reservations
Visitor parking
Fleet/pool vehicles
EV charging stations
Rotating department quotas
Waitlists
Automatic release of unused spots

All stakeholders have full transparency at all times regarding:

Available spaces
Active reservations
Cancelled bookings
Last-minute openings

This virtually eliminates manual administration.

Key Benefits of Digital Parking Management

1. Fair Allocation for All Employees

Nothing breeds discontent faster than the perception of unfair treatment. A digital booking system establishes clear, traceable rules. Every booking is transparent, so employees understand why they received a spot, why none are currently available, or when they will advance on the waitlist. This dramatically improves acceptance.

2. Higher Utilization of Existing Spaces

In many organizations, parking spots remain empty daily, not because they aren’t needed, but because assigned users pivot to working from home or attending offsite meetings. Intelligent parking software automatically releases these spots back into the pool, significantly increasing actual space utilization.

3. Reduced Administrative Burden

Office managers and HR spend an astonishing amount of time answering questions like:

“Is there still a spot available?”
“Can I reserve one for tomorrow?”
“I won’t be coming in today, can my colleague take my spot?”

With a digital solution, employees handle these processes self-sufficiently, drastically reducing administrative overhead.

4. Enhanced Employee Experience

The workday starts on the commute. Arriving with the peace of mind that a parking spot is secured makes for a far less stressful morning. This enhances the overall employee experience before work even begins, a predictability that is increasingly valued in hybrid environments.

5. Sustainable Space Efficiency

Corporate real estate is expensive, and parking spaces are no exception. Intelligent parking management ensures existing infrastructure is fully optimized, allowing organizations to:

Avoid leasing or building additional spaces
Cut rental and construction costs
Better manage on-site traffic flow

Key Features to Look For in Modern Parking Software

A professional system should do far more than just reserve spots. Crucial features include:

Digital parking reservations
Mobile booking via app
Desktop access
Calendar integration
Integration with desk booking
Automated waitlists
Prioritization rule engines
Visitor parking management
EV charging station booking
Real-time availability tracking
Automatic cancellation policies
Utilization analytics
Role and permission management

The more closely parking management is integrated with desk booking and attendance planning, the more efficiently your entire workplace footprint can be managed.

Why Parking Booking and Desk Booking Belong Together

Many companies start by digitizing desk bookings while ignoring the commute. Yet, a seamless office day begins with the journey to the office.

A fully digital office experience encompasses:

Selecting the office day
Booking a desk
Reserving a parking spot
Booking a meeting room
Checking co-worker presence
Registering visitors

When these workflows reside on an integrated platform, context-switching is minimized and user experience is dramatically improved.

Real-World Example: Parking Management in a Hybrid Workplace

A company scenario:

320 employees
140 office desks
85 parking spaces

Before Digitalization:

Fixed spot allocations
Numerous empty spaces daily
Constant emails to Office Management
Complaints about unfair allocation

After Implementing a Digital Parking Booking System:

Automated reservations
Waitlist functionality
Automatic release of unused spots
Transparent booking process for everyone
Higher overall parking utilization
Noticeably reduced workload for Office Management

The Result: Reduced administrative overhead, maximized resource efficiency, and a smoother start to the workday for everyone.

Conclusion: Digital Parking Management Delivers Fairness and Efficiency

Parking shortages cannot always be solved by adding more spaces, often, smarter utilization of existing real estate is all it takes. Particularly in hybrid work environments, a digital parking booking system ensures open spots are allocated efficiently, vacancies are eliminated, and employees are treated fairly.

With LIZ Smart Office, organizations can consolidate parking booking, desk management, and other workplace processes into a single centralized platform. This streamlines administration, improves planning reliability, and creates a stress-free start to the workday, for employees, Office Management, and HR alike

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FAQ
Frequently Asked Questions

How does digital parking booking work?

Employees reserve their parking space ahead of time using a mobile or web app. The system displays available spots in real time and automatically applies company-defined allocation rules.

Can priorities be set for specific employees?

Yes. Organizations can configure custom rules for executives, field staff, employees with disabilities, visitors, or EV drivers.

What happens when all parking spaces are full?

Modern systems manage automated waitlists. If a reservation is cancelled, the spot is automatically reallocated to the next eligible person in line.

Can parking booking be combined with desk booking?

Yes. An integrated solution where desk, parking, and room bookings are managed centrally within one platform provides maximum efficiency.

What are the main benefits of digital parking management?

Companies benefit from higher space utilization, lower administrative workload, fair allocation, an improved employee experience, and overall optimization of their facilities.

Der Beitrag Finding a fair solution to the shortage of car park spaces at work erschien zuerst auf #1 Desk sharing App | Hybrides Arbeiten leicht gemacht | LIZ Smart Office.

Change Management in Desk-Sharing Implementation: How to Make Workplace Transformation a Success

Mai Steffen — Tue, 23 Jun 2026 13:54:07 +0000

Why Change Management Determines the Success or Failure of Desk Sharing

Desk sharing has become one of the most important workplace strategies in modern office environments. Organizations are looking to optimize office space, support hybrid work models, and foster collaboration across teams. However, implementing a desk-sharing concept is far more than an operational adjustment; it is a cultural transformation.

Many companies initially focus on technical aspects such as desk booking, workplace management, or office space planning. Yet the real challenge lies with people. Employees are often asked to give up familiar routines, dedicated workspaces, and, in some cases, a sense of ownership and belonging within the workplace. This is where professional change management becomes a critical success factor.

Organizations that actively manage the transition achieve higher employee acceptance, fewer resistance issues, and significantly better long-term workplace utilization.

Why Companies Are Adopting Desk Sharing

The workplace has fundamentally changed as hybrid work has become the norm. Employees now divide their time between the office, home, and other remote locations.

As a result, traditional assigned desks often remain unused for large portions of the week.

Research shows that organizations can reduce office space requirements by up to 30% through desk-sharing initiatives, significantly lowering real estate, energy, and operational costs. At the same time, companies report improved space utilization and greater workplace flexibility.

A study analyzing more than one million desk bookings found that organizations implementing digital desk-sharing solutions experienced an average 32% increase in office attendance compared to the previous year.

The business case for desk sharing is clear:

Improved workplace utilization
Reduced real estate costs
Greater flexibility for hybrid work
Increased cross-functional collaboration
Enhanced employee experience
Better data for workplace decision-making

Despite these benefits, many initiatives struggle because organizations underestimate the human side of change.

Why Employees Resist Desk Sharing

Change naturally creates uncertainty, especially when it affects daily work routines.

Studies indicate that approximately one-third of employees view the loss of a dedicated desk negatively. Around the same proportion find the daily search for a workspace stressful, while more than 20% worry about not finding a suitable desk when they come to the office.

These concerns are understandable.

A personal workstation often provides:

Stability and routine
A sense of belonging
Identification with the organization
Control over the work environment

Ignoring these emotional and practical needs can lead to significant resistance.

Common employee concerns include:

“I’m losing my workspace.”
“I’ll waste time looking for a desk.”
“It will be harder to focus.”
“The company is only trying to save money.”
“Our team culture will suffer.”

Successful change management directly addresses these concerns through communication, involvement, and support.

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The Five Stages of Successful Change Management for Desk Sharing

1. Create Understanding Through Transparent Communication

One of the most common causes of resistance is a lack of transparency.
Employees are more likely to support workplace changes when they understand the reasons behind them.
Rather than focusing solely on cost savings, organizations should communicate employee-centered benefits such as:

Greater workplace flexibility
Better collaboration opportunities
Modern work environments
Improved support for hybrid work
Enhanced workplace experience

Clear communication about goals, expectations, timelines, and impacts is essential from the beginning.

2. Involve Employees Early in the Process

People are far more likely to support changes they helped shape.

Organizations should actively involve employees through:

Workplace surveys
Workshops
Focus groups
Pilot programs
Change ambassadors from different departments

Employee participation not only increases acceptance but also provides valuable insights into workplace needs and potential challenges.

3. Launch Pilot Programs Before Full Rollout

Desk sharing should never be implemented through a “big bang” approach.

Pilot projects allow organizations to test assumptions, gather feedback, and optimize processes before scaling.

Key questions can be answered during pilot phases:

Are there enough workstations?
Does the booking process work smoothly?
What types of spaces are most frequently used?
Where do bottlenecks occur?

Pilot programs reduce risk and build employee confidence in the new workplace model.

4. Ensure Leadership Leads by Example

Leaders play a critical role in shaping employee perceptions of change.

If managers continue using assigned offices while employees are expected to embrace desk sharing, the initiative immediately loses credibility.

Successful organizations encourage leaders to:

Use shared workspaces themselves
Demonstrate new workplace behaviors
Communicate openly about the change
Gather and respond to employee feedback

Visible leadership helps reinforce trust and commitment throughout the organization.

5. Continuously Optimize After Go-Live

The change process does not end on launch day.

Organizations should continuously monitor and improve their workplace strategy using data-driven insights.

Important metrics include:

Workspace utilization
Office attendance rates
Desk booking activity
Employee satisfaction
Space efficiency
Collaboration patterns

Modern workplace management platforms provide real-time analytics that support ongoing workplace optimization and informed decision-making.

The Role of Technology in Workplace Transformation

Technology cannot replace change management, but it can significantly support it.

An intuitive desk-booking solution removes many common frustrations associated with desk sharing, including:

Finding available workstations
Booking conflicts
Uncertainty about workspace availability
Coordinating team office days

Employees gain visibility, flexibility, and confidence when planning their office attendance.

The most successful workplace platforms typically combine:

Desk booking
Team scheduling
Attendance management
Meeting room booking
Visitor management
Workplace analytics

By simplifying daily workplace interactions, technology helps make organizational change more sustainable.

What Successful Organizations Do Differently

Researches shows that nearly 60% of employees are generally satisfied with desk sharing when specific conditions are met.

The most important success factors include:

Ergonomic workstations
Reliable technology
Adequate availability of desks
Quiet areas for focused work
Spaces designed for collaboration
Personal storage options
Clear booking processes

Organizations that prioritize employee needs alongside operational efficiency typically achieve significantly higher levels of acceptance and engagement.

The success of desk sharing depends less on the concept itself and more on how effectively it is implemented.

Common Mistakes During Desk-Sharing Implementation

Mistake 1: Insufficient Communication

Employees receive too little information or are informed too late.

Mistake 2: Focusing Exclusively on Cost Savings

If desk sharing is presented only as a cost-cutting initiative, employee acceptance declines significantly.

Mistake 3: Failing to Involve Employees

Workplace changes are imposed rather than developed collaboratively.

Mistake 4: Lack of Supporting Technology

Without a digital booking system, employees often experience uncertainty and frustration.

Mistake 5: No Measurement of Success

Organizations miss opportunities to optimize their workplace strategy through data and feedback.

Conclusion: Desk Sharing Is Primarily a Change Management Initiative

Desk sharing is not simply a workplace management project. It fundamentally changes employee behaviors, workplace culture, and organizational routines.

Companies that strategically manage this transition achieve higher employee acceptance, better workplace experiences, and more efficient use of office space.

The key takeaway is simple:

Employees do not embrace workplace transformation merely because it is technically possible. They embrace it when they understand the benefits, feel involved in the process, and experience meaningful improvements in their daily work lives.

That is why change management should be a core component of every desk-sharing strategy from day one.

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FAQ
Häufig gestellte fragen

Why do desk-sharing projects fail?

Most desk-sharing projects fail not because of technology, but because of a lack of employee acceptance. In many cases, organizations communicate changes too late or focus solely on cost savings. This often creates the perception that employees are simply being asked to give up their personal workspace.

Other common reasons for failure include:

Lack of change management
Insufficient communication of goals and benefits
Failure to involve employees in the planning process
Too few workstations or poorly designed office layouts
Absence of desk-booking software
No ongoing measurement of success after implementation

Successful organizations, therefore treat desk sharing as a cultural and organizational transformation rather than just a workspace optimization initiative.

How can companies convince employees to embrace desk sharing?

Employees are more likely to support desk sharing when they clearly understand the personal benefits. Instead of focusing on cost reductions, organizations should emphasize how the concept improves the employee experience.

Key benefits include:

Greater flexibility in choosing where to work
Improved collaboration across teams
Modern and ergonomic work environments
Better support for hybrid work models
Increased transparency through digital desk booking

Early employee involvement is particularly important. Workshops, surveys, and pilot programs help address concerns and allow employees to contribute to the design of the new workplace. The more employees participate in the change process, the higher the acceptance rate tends to be.

What role does change management play in hybrid work models?

Change management is the foundation of successful hybrid work implementation. While technology enables new ways of working, change management ensures that employees adopt and sustain those new behaviors over the long term.

Key responsibilities include:

Developing a clear change strategy
Communicating objectives and expectations transparently
Training employees and managers
Supporting cultural transformation
Establishing continuous feedback mechanisms

Hybrid work models fundamentally change work routines, communication patterns, and team dynamics. Effective change management helps reduce uncertainty and creates a positive employee experience throughout the transition.

Which KPIs should companies track when implementing desk sharing?

Measuring success is a critical part of any desk-sharing strategy. Data-driven insights help organizations determine whether office space is being used efficiently and whether employees are adapting positively to the new workplace model.

Important KPIs include:

Workspace Utilization Rate

Measures how many desks are actually being used and helps optimize office capacity.

Office Attendance Rate

Tracks how often employees come into the office compared to working remotely.

Desk Booking Rate

Analyzes adoption of the desk-booking platform and identifies potential engagement issues.

Employee Satisfaction

Measures employee perception of the desk-sharing model through surveys and feedback programs.

Space Efficiency

Evaluates how much office space is required per actively used workstation.

Team Collaboration Rate

Assesses how frequently teams coordinate office attendance and collaborate in person.

Cost per Workstation

Provides insights into cost savings and the overall return on investment of the workplace strategy.

Modern workplace management platforms such as LIZ Smart Office provide these metrics automatically, enabling organizations to make informed, data-driven decisions.

What software supports the implementation of desk sharing?

Professional desk-sharing software significantly simplifies the transition to flexible workspaces. It increases transparency, reduces administrative effort, and improves the overall employee experience.

Key features of a modern workplace platform include:

Real-time desk booking
Interactive office floor plans
Team and attendance planning
Meeting room booking
Visitor management
Workplace analytics and reporting
Mobile app access
Integration with Microsoft 365 and Outlook

An all-in-one platform such as LIZ Smart Office enables organizations to manage desk sharing, hybrid work, and workplace operations from a single solution. At the same time, integrated analytics provide valuable data to support change management and continuous workplace optimization.

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Return-to-office strategies: What really works

Mai Steffen — Fri, 19 Jun 2026 12:57:40 +0000

The debate surrounding the return to the office (RTO) is dividing companies worldwide. Whilst some organisations want to bring staff back to the office full-time, others are committing to hybrid models in the long term. But which return-to-office strategies actually work?

Reality shows that rigid office requirements alone rarely lead to higher productivity or better collaboration. Successful companies instead combine flexibility, data-driven decision-making and an attractive employee experience.

In this article, you will learn:

Why companies want to bring staff back to the office
Which RTO strategies fail
Which measures really work
Which figures and studies support current developments
How companies can make hybrid working a sustainable success

What does ‘Return to Office’ (RTO) mean?

“Return-to-office” refers to strategies and measures that companies are using to bring staff back into the office more frequently following the widespread period of working from home.

There are various models for this:

a full return to the office
hybrid working models
flexible attendance policies
team-based office quotas
activity-based working

Since 2024 in particular, many companies have been tightening their attendance requirements once again.

According to data from the World Economic Forum,the proportion of companies with mandatory office policies rose from 63% at the start of 2023 to 75% by the end of 2024.

Why Companies Are Increasing Office Attendance Requirements

The most common reasons include:

Better collaboration
Stronger company culture
Faster innovation
Higher productivity
Improved onboarding of new employees

Many executives believe that face-to-face collaboration is more creative and efficient.

For example, an MIT study found that a 25% reduction in in-person interactions can lead to an 8% decline in patent citations.

Microsoft research has also shown that fully remote teams tend to operate in more isolated silos and experience fewer opportunities for spontaneous collaboration.

The Problem with Many Return-to-Office Strategies

Despite these intentions, many RTO initiatives fail.

Why?

Because organizations often focus solely on enforcing attendance without redefining the actual value of the office.

According to McKinsey:

“Success is determined not by where people work, but by the quality of the work environment.”

Many organizations underestimate factors such as:

Employee needs
Demand for flexibility
Commuting times
Digital workflows
Cultural transformation

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What Employees Really Want

Flexible work is no longer considered a perk—it has become an expectation.

According to a study by the Pew Research Center, 46% of employees would actively look for a new job if remote work options were completely eliminated.

Research from Germany’s ifo Institut also shows that:

24.4% of employees in Germany still work remotely at least part of the time
This figure has remained largely stable since 2022
Younger and fast-growing companies continue to rely heavily on flexible work arrangements

The reality is clear: Hybrid work is here to stay.

Why Strict Office Mandates Often Fail

Many organizations implement fixed attendance requirements, such as three to five office days per week. However, studies increasingly reveal negative consequences.

Higher Employee Turnover

Researchers analyzed workforce data from major technology companies, including Microsoft, Apple, and SpaceX.

The findings showed that:

RTO mandates reduced employee retention
Experienced employees were particularly likely to leave for more flexible employers

Top talent often has attractive alternatives in today’s labor market.

Lower Satisfaction and Motivation

According to BetterUp data, employees subjected to mandatory office returns report higher levels of:

Stress
Burnout
Reduced productivity
Lower trust in their employer
Decreased sense of belonging

Gartner research confirms that poorly managed RTO initiatives can significantly reduce productivity.

At the same time, the study found that:

Effective leadership can increase the likelihood of high productivity by 3.2 times
Under strong management, 70% of employees are considered highly productive

Return-to-Office Strategies That Actually Work

1. Hybrid Models Instead of Full-Time Office Attendance

The most successful organizations today rely on hybrid work models.

Particularly effective approaches include:

Two to three designated office days per week
Flexible team-based arrangements
A combination of focused work at home and collaboration in the office

A recent study involving more than one million employees identified approximately two remote workdays per week as the optimal balance between:

Employee retention
Productivity
Career development

2. The Office Must Provide Real Value

Employees do not return to the office simply because they are required to.

They return when the office offers meaningful advantages.

Successful organizations therefore invest in:

Attractive social and collaboration spaces
Modern meeting rooms
Creative collaboration zones
Quiet focus areas
Better workplace technology
Stronger social interaction opportunities

As a result, the office evolves from a mandatory workplace into a true collaboration hub.

3. Use Data-Driven Workplace Strategies

Many organizations lack visibility into:

When employees come to the office
Which spaces are being used
Which teams collaborate most frequently
Which rooms are overutilized or underutilized

This is where smart office solutions create value.

Using workplace analytics, organizations can:

Measure office utilization
Optimize desk sharing
Coordinate employee attendance
Reduce real estate costs
Improve hybrid collaboration

Data-driven decisions consistently outperform rigid attendance mandates.

4. Train Leaders for Hybrid Work

Hybrid teams require a different leadership approach.

Successful RTO strategies focus on:
Clear communication guidelines
Regular team coordination
Transparent objectives
Performance outcomes rather than attendance monitoring

McKinsey emphasizes that successful organizations focus less on mandates and more on effective work practices.

5. Integrate New Employees Intentionally

Studies indicate that fully remote onboarding can weaken long-term employee retention.

An Ericsson analysis found that:

Employees with shorter tenure were more likely to leave after being onboarded entirely remotely
Hybrid onboarding models that included mentoring and social integration delivered significantly better outcomes

For new employees in particular, in-person collaboration remains highly valuable.

The Future of Return-to-Office

Most organizations are not returning to the traditional five-day office workweek.

Instead, a new balance is emerging:

Hybrid work
Flexible attendance
Data-driven workplace management
Intelligent office spaces
Employee-centric work models

The ifo Institut explicitly states:

“There is no observable trend back toward full-time office attendance.”

Conclusion: Successful Return-to-Office Strategies Prioritize Flexibility Over Mandates

The evidence is becoming increasingly clear:

Attendance requirements alone do not sustainably improve productivity or company culture.

Successful return-to-office strategies are built on:

Hybrid work models
Engaging office experiences
Data-driven decision-making
Modern leadership
Clear communication
Flexible collaboration

Organizations that provide employees with genuine value create long-term benefits, including:

Higher employee satisfaction
Stronger retention
More efficient space utilization
Better collaboration
Higher productivity

Smart office solutions such as desk booking, workplace analytics, and intelligent space management help organizations successfully implement modern return-to-office strategies.

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What is Smart Office? The future of hybrid working explained simply

Mai Steffen — Fri, 19 Jun 2026 09:02:01 +0000

The modern world of work is changing rapidly. Hybrid working, flexible workspaces, and digital collaboration tools are now the norm in many companies. In this context, the term smart office is being used more and more frequently. But what exactly does it mean? What technologies are behind it? And why are more and more companies investing in smart office solutions?

In this article, you will learn:

What a smart office is
What benefits it offers
What technologies are used
Why smart offices are crucial for hybrid working
How companies can improve productivity, staff satisfaction and space efficiency

Definition: What is a smart office?

It is a digitally connected office that uses technology, data, and automation to make workspaces more efficient, flexible, and user-friendly.

This involves linking various systems together, for example:

Desk booking systems
Room booking
Sensor technology & IoT technologies
Access control
Workspace analytics
Climate control & lighting
Collaboration software
Visitor management

A smart office aims to dynamically adapt working environments to the needs of employees and organisations.

In particular, it supports:

Hybrid working
Flexible workplace models
More efficient use of space
Data-driven decision-making
A better employee experience

Why are smart offices becoming increasingly important?

The world of work has changed permanently since the pandemic. Many companies are now adopting hybrid working models on a permanent basis.

According to a recent Gallup study, 52% of employees who are able to work remotely are already working in a hybrid arrangement, whilst only 21% work entirely from the office.

Furthermore, the data shows that:

76% of hybrid employees report a better work-life balance
Hybrid teams are often more engaged than teams working exclusively in-office
Teams with clearly defined hybrid working processes are 66 % more engaged and 29 % less likely to suffer from Burnout.

These developments are increasing the pressure on companies to design offices more flexibly and intelligently.

The key components of a smart office

1. Desk Booking & Flexible Workspaces

In a smart office, employees often no longer have a fixed desk. Instead, workspaces are booked flexibly via software.

Advantages:

Better utilisation of space
Fewer vacant spaces
Support for hybrid teams
Transparent workspace availability

This reduces unnecessary office space and operating costs, particularly in the context of hybrid working.

2. Meeting Room Booking

Smart meeting room systems enable:

Digital room bookings
Automatic release of unused rooms
Integration with Outlook or Google Calendar
Real-time occupancy displays

This helps to reduce inefficient meetings and the use of unused rooms.

3. Sensors & IoT Technologies

Smart offices often use IoT (Internet of Things) sensors to collect data on office utilisation.

The data collected includes, for example:

Workstation occupancy
Room temperature
Air quality
Movement patterns
Energy consumption

This data helps companies to optimise office space in a data-driven way.

4. Workplace Analytics

Modern offices are increasingly based on data analysis.

Companies gain insights into:

Actual office utilisation
Preferred workspaces
Peak times
Meeting patterns
Space efficiency

This means that decisions can no longer be made purely ‘on a hunch’, but are instead data-driven.

5. Automation & Energy Efficiency

Smart systems automatically control:

Lighting
Heating
Air conditioning
Access control systems
This reduces energy consumption and operating costs.

The global smart office market is therefore growing rapidly: according to Grand View Research the market volume was already around USD 53.9 billion in 2024 and is set to rise to USD 113.8 billion by 2030.

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Benefits of a smart office

1. Higher employee satisfaction

Flexible working arrangements are now among the most important factors in employee retention.
According to Gallup, 9 out of 10 employees who can work remotely now prefer to do so at least part of the time.
Companies with modern workplace concepts benefit from:

greater employer appeal
a better employee experience
lower staff turnover
higher motivation

2. Higher productivity

Hybrid working can boost productivity, provided that processes and technologies are implemented correctly.

Studies show:

74% of hybrid workers feel more productive
76% feel more motivated
75% report lower levels of stress and burnout

Smart offices provide the technological foundation for this.

3. Optimised office space & lower costs

Many companies no longer make full use of their office space.

With smart office solutions, companies can:

Reduce vacancy rates
Plan space more efficiently
Cut rental costs
Scale workspaces to meet demand

There is enormous potential for savings, particularly with desk sharing and hybrid working.

4. Better collaboration in hybrid teams

Smart offices combine physical and digital collaboration.

These include:

Video conferencing systems
Collaboration platforms
Smart meeting rooms
Digital whiteboards

This ensures that teams remain efficiently connected, even across different locations.

Challenges of a smart office

Despite its many advantages, there are also challenges:

1. Data Protection & Security

As smart offices collect a great deal of usage data, GDPR-compliant processes are essential.

Companies must communicate transparently:

What data is collected
Why it is collected
How it is protected

2. Change Management

A smart office often entails cultural change.

Employees must adapt to:

Flexible workspaces
Hybrid processes
Digital tools
New ways of working

A successful roll-out therefore requires clear communication and training.

3. Technology Integration

Many companies use different systems. A smart office platform should therefore be as easy as possible to integrate with:

Microsoft Teams
Outlook
HR systems
access solutions
calendar software

What does the future of the smart office look like?

The trend is clearly moving towards:

data-driven workplaces
AI-supported space planning
personalised workplace experiences
sustainable office buildings
fully hybrid working models

Smart offices are increasingly becoming the norm for modern businesses.

In the future, the key question will no longer be:

‘Do we need a smart office?’

But rather:

‘How smart and flexible is our workplace already?’

Conclusion: Smart offices form the basis of modern working environments

A smart office combines technology, flexibility, and data to make modern workplaces more efficient and attractive.

Companies benefit from:

higher staff satisfaction
better use of space
lower costs
optimised collaboration
data-driven decisions

Particularly in the age of hybrid working, the smart office is becoming a key competitive factor.

With intelligent workplace solutions such as desk booking, room management, and workplace analytics, LIZ Smart Office supports companies in successfully implementing modern working environments.

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Measuring office utilisation: The key KPIs for modern workplaces

Mai Steffen — Thu, 18 Jun 2026 11:53:08 +0000

Hybrid working has fundamentally changed the demands placed on office space. Companies today face the challenge of planning their workspaces efficiently and optimising costs, whilst at the same time creating an attractive working environment for staff – and this is precisely where measuring office utilisation comes into play.

By understanding the right key performance indicators and analysing them on an ongoing basis, organisations can make better use of space, reduce vacancy rates and make data-driven decisions. Modern workplace management solutions such as LIZ Smart Office help companies to manage office space intelligently and evaluate utilisation rates transparently.

Why measuring office utilisation is becoming increasingly important

The traditional one-to-one allocation of staff to fixed workstations is becoming increasingly less important. According to a recent CBRE study, the average office occupancy rate worldwide now stands at 53 per cent. In 2024, it was just 38 per cent.

At the same time, many companies state that they are aiming for a target occupancy rate of more than

65%. Diese Differenz zeigt deutlich: Viele Büroflächen werden noch immer ineffizient genutzt.

Furthermore, the study study reveals that 69 per cent of companies already organise more than 40 per cent of their workstations using a desk-sharing model.

The result is that companies need robust KPIs to balance space requirements, the supply of workstations and actual usage.

The key KPIs for measuring office utilisation

1. Occupancy Rate

The occupancy rate describes the actual utilisation of a workstation or space over a specific period.

Formula:

Occupancy rate = occupied workstations ÷ available workstations × 100

Example:

Of 200 available workstations, an average of 120 are occupied.

Occupancy rate = 60 per cent

This KPI forms the basis of any space analysis. It enables companies to quickly identify:

Which areas are regularly overloaded
Where long-term vacancies arise
To what extent hybrid working models influence space utilisation

According to CBRE the average peak occupancy rate on particularly busy days now stands at 80 per cent.

This shows that whilst some days are almost fully utilised, on other days large sections of office space remain unused.

2. Peak Occupancy

Peak occupancy measures the maximum utilisation during peak times.

This metric is particularly important for:

Workplace planning
Meeting room management
Safety requirements
Capacity limits

Particularly in hybrid working models, there are often significant fluctuations between individual days of the week. Many companies observe particularly high attendance levels on Tuesdays and Wednesdays.

CBRE reports that global peak occupancy had already reached an average of 64 per cent by 2024. In the EMEA region, it rose to as high as 81 per cent.

3. Desk-Sharing Ratio

The desk-sharing ratio indicates how many employees share a workstation.

Formula:

Number of employees ÷ Number of workstations

Example:

300 employees use 180 workstations.

Desk-sharing ratio = 1.67

A higher ratio enables significant cost savings, but also carries risks if planning is poor.

Real-world examples show that companies can significantly reduce their office space through smart desk-sharing schemes. According to a case study, a company in Stuttgart saved around 72,000 euros per year in rent and operating costs through desk sharing and hybrid working.

4. Meeting room utilisation

It is not just workstations but also meeting rooms that should be analysed.

Key performance indicators include:

Booking rate
Actual usage
No-show rate
Average meeting duration

Many companies struggle with so-called ‘ghost bookings’. Rooms are reserved but not used.

Hybrid working models, in particular, are significantly increasing the demand for collaboration spaces. VergeSense reports that meeting rooms and collaboration spaces are now among the most intensively used types of space.

5. Utilization Rate

The utilisation rate goes beyond mere presence and measures the actual active use of space.

The following aspects are analysed:

How long workstations are used
Which areas are actively used
How long people stay in each area

According to VergeSense, there are still significant inefficiencies in many offices. Desks still account for more than half of office space, even though there is significantly greater demand for collaborative areas.

The conclusion is that companies need more data-driven space planning rather than one-size-fits-all spatial concepts.

6. Attendance rate by day of the week

One KPI that is often underestimated is the analysis of office utilisation on a day-by-day basis.

Many companies find that:

There is high utilisation on a few days
There is low utilisation on off-peak days
Teams are unevenly distributed
This results in either overcapacity or bottlenecks.

Analysing such patterns enables:

targeted management of office days
better team coordination
more efficient space planning

7. Cost per workstation

A particularly important KPI for facility management and senior management is cost analysis.

Formula:

Total office costs ÷ average number of workstations in use

The following are taken into account:

Rent
Energy
Cleaning
Fittings
Operating costs

If workstations remain permanently vacant, the cost per workstation actually in use rises significantly.

This is precisely why data-driven workplace management is becoming increasingly important.

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Which data sources should companies use?

Accurate measurement of office utilisation is based on various data sources:

Desk booking systems
Room booking systems
Access control systems
Sensors
Wi-Fi data
Staff surveys
Workplace analytics software

Modern solutions bring all this data together in a centralised system, enabling real-time analysis.

Why businesses should act now

The shift towards a hybrid working environment has long been a reality. According to recent analyses, 92 per cent of companies worldwide now operate using hybrid models.

At the same time, numerous studies show that many companies continue to use their office space inefficiently.

The consequences:

unnecessary rental costs
unused space
frustration amongst staff
lack of predictability

By contrast, companies that consistently measure their office utilisation achieve clear benefits:

better space efficiency
lower costs
higher staff satisfaction
data-driven decisions
more sustainable use of resources

Conclusion: Trust as a competitive advantage

Measuring office utilisation is now far more than just a facilities management issue. It is a key component of modern workplace strategies. By continuously analysing KPIs such as occupancy rate, peak occupancy, desk-sharing ratio and meeting room utilisation, organisations can optimally adapt office space to hybrid working models. The future of the office is not based on gut feeling, but on data. With intelligent workplace management solutions such as LIZ Smart Office, organisations gain the transparency they need to manage space efficiently, reduce costs and, at the same time, create a modern working environment.

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The Top 5 Workplace Management Tools for 2026

Mai Steffen — Wed, 17 Jun 2026 15:54:40 +0000

Hybrid working has long since become the norm. Offices are no longer statically allocated, but are used dynamically, depending on the team, project or day of the week. This is precisely where modern workplace management tools come in: they help companies to organise workstations, meeting rooms and car parks efficiently, whilst enabling them to make data-driven decisions.

But not all tools are the same. The differences lie primarily in their range of features, user-friendliness and strategic added value.

What makes a good workplace manager

Before we compare the providers, it’s worth taking a look at the key features, as these ultimately determine how well they perform in everyday use.

Desk Booking

The heart of every workplace solution.

Key features:

Interactive floor plans for visual booking
Filters by facilities or team membership
Bookings for individual days or on a recurring basis
Check-in function to prevent empty workstations

Objective: To enable staff to find the right workspace quickly and intuitively.

Meetingroom Booking

A common bottleneck in everyday office life.

Key features:

Real-time availability
Integration with Outlook, Microsoft Teams, Google Calendar and Google Meet
Display of equipment (e.g. screen, video conferencing equipment)
On-site booking via tablet or QR code

Objective: Efficient use of meeting rooms without idle time or double bookings

Parking Spot Booking

An often underestimated but crucial feature.

Key functions:

Booking of parking spaces
Prioritisation of specific user groups
Link to office attendance

Objective: Fair and transparent use of limited parking spaces

Analytics & Space Optimisation

The biggest difference between basic tools and genuine platforms.

Key features:

Occupancy analysis
Identification of peak times
Optimisation of office space

Objective: To reduce costs and manage office strategy based on data

Integrations & Usability

A tool will only be used if it is easy to use.

Key criteria:

Integration with existing systems
Mobile use
Intuitive user interface

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#1 LIZ Smart Office: The strategic all-in-one platform

LIZ Smart Office is a comprehensive platform for businesses seeking a holistic, data-driven approach to workplace management. LIZ combines workspace, meeting room and car park booking with powerful analytics in a single, centralised solution.

Strengths:

Complete all-in-one platform
Advanced workspace booking with visual floor plans
Seamless meeting room booking via Outlook & Teams
Integrated car park management
Comprehensive analytics for space optimisation

Weaknesses:

May be too comprehensive for very small businesses
Implementation requires structured change management

LIZ clearly stands out through its focus on strategic workplace management rather than mere booking.

#2 Deskbird: Maximum user-friendlinesS

Deskbird is particularly well known for its ease of use and high level of acceptance amongst staff. The focus is on making workplace booking as seamless as possible in day-to-day use.

Strengths

Very intuitive interface
Quick to implement
Good integrations

Weaknesses

Limited analytics
Car park booking less developed
Meeting room booking less deeply integrated

Deskbird is particularly suitable for companies that prioritise simplicity and adoption.

#3 Flexopus: The well-balanced all-rounder

Flexopus offers a solid mix of features without any clear specialisation. A classic tool for desk booking and resource management.

Strengths:

Good combination of workspace and meeting room booking
Solid car park management
Stable and scalable

Weaknesses:

Less in-depth analytics
UI is functional but not particularly modern

Flexopus is a reliable standard solution without any strong differentiating features.

#4 PULT: An easy introduction to hybrid working

PULT is aimed at companies that are just starting out with hybrid working models. The focus is on simple implementation and basic features.

Strengths:

Simple workspace booking
Quick to get started
Good basic features

Weaknesses:

Limited analytics
Fewer features for meeting rooms and car parks
Limited integrations

Ideal for companies that want to establish a structure first before scaling up.

#5 Robin: Strong focus on meeting rooms and office organisation

Robin is a well-established solution that is particularly impressive in the area of meeting room management. Robin was originally developed for organising meeting rooms and was later expanded to include desk booking.

Strengths:

Very robust meeting room booking
Good calendar integrations
Clear room planning

Weaknesses:

Workstation booking less flexible than with newer tools
Little focus on car park management
Less holistic approach

Robin is particularly suitable for companies where meeting rooms are the main bottleneck.

Conclusion: Trust as a competitive advantage

Choosing a workplace management tool is now much more than just a software decision; it directly influences how efficiently, flexibly and data-driven a company organises its office. In a hybrid working environment, it is no longer simply a matter of booking workstations or meeting rooms, but of the holistic management of office resources.

The key difference between solutions lies in the depth to which they integrate these functions. Whilst many tools cover basic features such as desk booking, meeting room booking or simple car park reservation, only a few offer a genuine integration of these areas with analytics, integrations and strategic space optimisation. However, it is precisely this combination that is becoming increasingly important, as companies need to use their office space efficiently whilst ensuring a good employee experience.

Another key factor is user-friendliness. Even high-performance systems offer no added value if they are not adopted in day-to-day use. That is why intuitive operation, mobile access and integrations with tools such as Outlook or Microsoft Teams are crucial to success.

There are also clear differences between the individual functional areas:

Workstation booking must be simple, quick and, ideally, supported by visual aids.
Meeting room booking is crucial for smooth collaboration in day-to-day office life.
Car park booking is often underestimated, but has a major impact on employees’ daily experience, particularly in cities.

Ultimately, it becomes clear that there is no single perfect tool for all organisations. The right choice depends on whether the focus is on ease of use, individual functions or a holistic, data-driven workplace strategy.

The future of workplace management clearly lies in the intelligent integration of all office resources, moving away from isolated booking systems towards integrated platforms that make office space measurable, controllable and optimisable.

Reduziere ungenutzte Büroflächen um bis zu 20 %

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Office Space Optimization: A Guide for Thriving, People-Centric Workspaces

Michael Zats — Mon, 24 Jun 2024 13:54:49 +0000

In today’s working world, making the best use of office space is important. It helps companies to work more efficiently and boost staff satisfaction. Recent studies show that only 11% of businesses fully utilize their office space, while nearly 45% use less than half. As hybrid work models become more prevalent, businesses must adapt their office layouts to meet new demands. This guide, inspired by insights from industry leaders like LIZ Smart Office, offers practical steps to create a flexible and efficient workspace for your teams.

Hybrid working models require flexible office designs. Employees work partly from home and partly in the office. Workstations and spaces must therefore be flexible in their use. Businesses must create spaces that accommodate varying attendance levels and diverse work styles to ensure seamless transitions and maintain productivity. A well-designed office space does more than just improve business processes. It also helps employees feel more comfortable and work with greater motivation.

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Understanding Office Space Optimization

Office space optimization involves designing and utilizing workplaces to maximize efficiency, reduce costs, and meet employee needs. By using data, companies can plan their office space more effectively. This helps to reduce unused space and boost productivity. Recent studies show that optimized office spaces can lead to a 20% increase in productivity and a 30% reduction in operational costs based on LIZ’s internal data.

Integrated Workplace Management Systems (IWMS), such as the LIZ Booker app, play a significant role in achieving these goals. These tools provide real-time data and analytics, helping businesses make informed decisions about space allocation and utilization. By using advanced technologies like IWMS, companies can create flexible, adaptable work environments that support hybrid work models and improve overall employee satisfaction.

Importance of Office Space Optimization

Adapting to New Work Styles: Modern workplaces must support various work modes, from deep focus to collaboration. A flexible office layout allows employees to choose environments that suit their tasks, boosting productivity and satisfaction. As mentioned before, research shows that companies with flexible work arrangements see a 20% increase in productivity .

Increasing Office Attendance: An optimized workspace that surpasses the comfort of home can improve on-site attendance. Incorporating ergonomic furniture, wellness areas, and aesthetic designs enhances the overall work environment, making it more appealing to employees. A study finds that employees are more likely to come to the office if it offers a comfortable and well-designed environment .

Reducing Costs: Identifying underutilized spaces and implementing flexible workspace strategies like hot-desking can significantly lower overhead costs. Embracing hybrid work models reduces the need for excess floor space, leading to savings on real estate and utilities. Businesses can reduce office space costs by up to 30% by adopting hybrid work strategies according to LIZ internal data.

Enhancing Employee Satisfaction: A well-optimized office supports physical, mental, and emotional well-being. Ergonomic setups, relaxation areas, and biophilic design elements, such as natural light and plants, contribute to a positive work experience. Studies show that access to natural light can improve employee well-being by 78%.

Steps to Optimize Office Space

1. Identify Current Challenges: Assess your office space to pinpoint underutilized or inefficient areas. Engage with employees to gather feedback on the current setup and how it affects their productivity and well-being.

2. Focus on ROI: Invest in high-quality furniture, advanced technology, and well-designed spaces to foster collaboration and well-being. Prioritize long-term benefits over short-term cost savings. For example, companies that invest in ergonomic furniture see a 50% reduction in work-related musculoskeletal disorders .

3. Make Data-Driven Decisions: Use sensors and analytics to gather continuous data on space usage from the providers such as Waldmann. This helps in making informed decisions and adapting the workspace to actual needs. Data-driven decisions can significantly improve space utilization. Especially by utilising the combined solutions of sensors providers as Waldmann and office optmisations softwares as LIZ Booker.

4. Calculate the Desk-Sharing Ratio: Determine the ideal desk-sharing ratio for your hybrid work environment using such calculators as from LIZ. Adjust the workspace based on attendance patterns to maintain flexibility without sacrificing accessibility.

5. Align Layout with Workforce Needs: Design flexible spaces that support both individual work and collaboration. Ensure easy transitions between different work modes to enhance productivity and reduce bottlenecks.

6. Utilize Space Optimization Tools: Implement tools like LIZ Workspace Manager to gain insights into space usage, plan capacity, and allocate resources effectively.

7. Communicate Changes: Engage with employees about planned changes, gather their input, and address concerns. Maintain transparency and provide regular updates to foster a supportive workplace culture.

LIZ Booker - Office Space Optimization Solution

A key element in successfully improving space optimisation is the use of effective workplace booking software. LIZ Smart Office offers such a tool in the form of LIZ Booker. It enables employees to book workstations quickly and easily and helps managers to manage workstation occupancy efficiently. With features such as real-time availability displays and simple booking processes, LIZ Booker makes workplace booking a child’s play. Not only that, but also integrations with different Sensors from Waldmann enables to analyse your office in the real time and drive a data-driven decision to save the costs.

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Conclusion

Optimizing office space is vital for modern businesses aiming to leverage their physical workplaces while cutting costs and boosting employee satisfaction. By adopting best practices and investing in advanced space management technologies like LIZ Booker, you can create an environment that meets the expectations of today’s workforce. Optimized office spaces lead to better utilization of resources, enhanced employee well-being, and significant cost savings.

Furthermore, a well-optimized workspace supports hybrid work models by providing flexible, adaptable environments that cater to various work styles and needs. This adaptability not only improves productivity but also attracts and retains top talent by offering a more appealing and supportive work environment. Request a demo of the LIZ Booker app to see how our digital solution can improve your employee experience and maximize the potential of your hybrid workspace.

Der Beitrag Office Space Optimization: A Guide for Thriving, People-Centric Workspaces erschien zuerst auf #1 Desk sharing App | Hybrides Arbeiten leicht gemacht | LIZ Smart Office.

Desk sharing at work: benefits & helpful tips

Michael Zats — Fri, 17 May 2024 11:15:38 +0000

What if we could transform your office workspace without the need for extra space or a significant budget? The concept of desk sharing might just be the innovative solution you need. This practice has evolved from a novel idea into a core strategy for modern office management, highlighting benefits beyond mere cost savings. It fosters adaptability and efficiency, particularly within hybrid teams.

As more companies adopt desk sharing, the traditional one-desk-per-employee model is becoming increasingly obsolete. This method offers numerous advantages, such as increased flexibility for employees and improved collaboration opportunities. For instance, companies like Google and many more have successfully implemented flexible workplace strategies that include desk sharing, reflecting significant improvements in collaboration and space utilization as stated by Mckinsey

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Implementing Desk Sharing with Ease

This article will guide you through the process of implementing desk sharing in your workplace, ensuring it adds value to all participants. We’ll also explore how technologies like LIZ Booker simplify the management of shared spaces. Whether you’re initiating this setup or refining an existing one, we’ll cover the essential components for success in your office.

Why Desk Sharing? The Hybrid Work Model

Desk sharing has surged in popularity due to the rise of hybrid work practices. As companies blend remote and in-office activities, the need for permanent desks diminishes. Employees can select workstations that suit their schedules, promoting a flexible and dynamic work environment.

This strategy not only makes the workplace more collaborative and versatile but also optimizes resource use and enhances employee satisfaction. The recent findings on hybrid work models highlights that companies adopting flexible working arrangements report up to 74% higher productivity and around 30% lower operational costs.

LIZ SMART OFFICE - A SOLUTION FOR WORKPLACE BOOKING

A key element in the successful implementation of workplace booking is the use of effective workplace booking software. LIZ Smart Office offers such a tool in the form of LIZ Booker. It enables employees to book workstations quickly and easily and helps managers to manage workstation occupancy efficiently. With features such as real-time availability displays and simple booking processes, LIZ Booker makes workplace booking a child’s play.

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Cost Savings and Employee Happiness

Implementing desk sharing can lead to significant cost reductions by optimizing the use of office space and reducing other overheads like utilities and equipment. For example, if a company with 100 employees typically requires 1,000 square meters according to our data, desk sharing could reduce this requirement by 300 square meters on days when only 70% of the staff are in the office.

This saving can translate into financial gains from renting out the excess space. Moreover, this practice boosts employee happiness by providing a break from the daily routine, supporting a better work-life balance. A study by Global Workplace Analytics (2020), found that flexible workplaces help increase employee satisfaction and engagement by as much as 86%.

A People-Centric Approach for Enhanced Productivity

Desk sharing tends to create a more people-centered work environment, leading to superior outcomes for both employees and the organization. It accommodates various working styles and fosters a culture of flexibility, allowing employees to choose their workspace based on their daily tasks, mood, or need for collaboration. Such personalization not only enhances job satisfaction but also encourages a sense of ownership and responsibility among employees, leading to a happier, more engaged, and productive team. According to research conducted at Walden University (2020), employee-centric workplaces significantly boost innovation and retention rates.

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Feedback and Communication: Key to Successful Implementation

Implementing desk sharing successfully requires understanding and addressing the unique needs and preferences of your staff. Begin by collecting feedback through surveys, meetings, or focus groups to gather insights on their concerns and suggestions. This inclusive approach helps ensure that the transition not only considers spatial and logistical aspects but also enhances employee well-being and productivity. Transparent communication about the benefits and logistical changes involved in moving to a shared desk layout will help ease the transition and foster acceptance.

Establishing Desk Sharing Etiquette and Security

It’s also essential to establish clear desk-sharing etiquette. Create guidelines that address cleanliness, personal space, and the booking process, and make these rules easily accessible through an intranet or a physical handbook. Additionally, consider the cybersecurity implications of a shared desk setup, particularly if implementing a Bring Your Own Device (BYOD) policy. Invest in robust digital security measures like protected Wi-Fi, strong encryption, and multi-factor authentication to safeguard data integrity and privacy.

Optimizing Physical Setup with Adjustable Furniture

Finally, the physical setup of your workspace should include adjustable furniture and equipment to cater to different physical needs and tasks. Investing in ergonomic solutions like standing desks and adjustable chairs can enhance comfort and productivity, demonstrating your commitment to employee well-being.

By integrating these strategies, desk sharing can transform your office into a more flexible, collaborative, and efficient space, ultimately benefiting both employees and the organization. We at LIZ believe that desk sharing policy has become crucial for the success of the enterprises and as a result, LIZ Booker could play a pivotal role in this transformation of your company as well, by offering an intuitive platform for managing shared desk bookings, hybrid working, time tracking and much more, ensuring a smooth transition and ongoing efficiency in your adapted workspace!

Der Beitrag Desk sharing at work: benefits & helpful tips erschien zuerst auf #1 Desk sharing App | Hybrides Arbeiten leicht gemacht | LIZ Smart Office.

#1 Desk sharing App | Hybrides Arbeiten leicht gemacht | LIZ Smart Office

Fostering Hybrid Team Collaboration: Why Modern Workplace Planning Is Key to Business Success

Hybrid Work Is Here to Stay

Why Collaboration Has Become More Challenging

The Office Has a New Purpose

LIZ INTEGRATIONS IN MS TEAMS AND MORE FOR YOUR BEST DESK-BOOKING

Desk Booking Is About More Than Reserving a Desk

Collaboration Starts Before Employees Arrive at the Office

Flexible Workspaces Encourage Spontaneous Collaboration

Workplace Analytics Create Better Collaboration

How LIZ Smart Office Supports Hybrid Team Collaboration

Best Practices for Successful Hybrid Collaboration

Conclusion

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FAQFrequently Asked Questions

Avoiding Ghost Bookings: How Companies Can Improve Workplace Utilization

What Are Ghost Bookings?

Why Ghost Bookings Are Becoming More Common

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The Business Impact of Ghost Bookings

1. Inaccurate Workplace Utilization Data

2. Poor Employee Experience

3. Higher Operational Costs

4. Poor Strategic Decision-Making

Why Traditional Booking Systems Cannot Solve the Problem

How Modern Desk Booking Software Prevents Ghost Bookings

Employee Check-In

Automatic Desk Release

Smart Notifications

Benefits of Eliminating Ghost Bookings

Higher Workplace Utilization

Better Employee Experience

Data-Driven Workplace Decisions

Lower Operating Costs

How LIZ Smart Office Helps Prevent Ghost Bookings

Best Practices for Reducing Ghost Bookings

Conclusion

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FAQFrequently Asked Questions

Finding a fair solution to the shortage of car park spaces at work

Why Today’s Parking Shortage Is More Than Just a Convenience Issue

How Hybrid Work Exacerbates the Parking Problem

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What Is an Intelligent Parking Booking System?

Key Benefits of Digital Parking Management

1. Fair Allocation for All Employees

2. Higher Utilization of Existing Spaces

3. Reduced Administrative Burden

4. Enhanced Employee Experience

5. Sustainable Space Efficiency

Key Features to Look For in Modern Parking Software

Why Parking Booking and Desk Booking Belong Together

Real-World Example: Parking Management in a Hybrid Workplace

Conclusion: Digital Parking Management Delivers Fairness and Efficiency

Reduziere ungenutzte Büroflächen um bis zu 20 %

FAQFrequently Asked Questions

Change Management in Desk-Sharing Implementation: How to Make Workplace Transformation a Success

Why Companies Are Adopting Desk Sharing

Why Employees Resist Desk Sharing

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The Five Stages of Successful Change Management for Desk Sharing

1. Create Understanding Through Transparent Communication

2. Involve Employees Early in the Process

3. Launch Pilot Programs Before Full Rollout

4. Ensure Leadership Leads by Example

5. Continuously Optimize After Go-Live

The Role of Technology in Workplace Transformation

What Successful Organizations Do Differently

Common Mistakes During Desk-Sharing Implementation

Mistake 1: Insufficient Communication

Mistake 2: Focusing Exclusively on Cost Savings

Mistake 3: Failing to Involve Employees

Mistake 4: Lack of Supporting Technology

Mistake 5: No Measurement of Success

Conclusion: Desk Sharing Is Primarily a Change Management Initiative

Reduziere ungenutzte Büroflächen um bis zu 20 %

FAQHäufig gestellte fragen

Return-to-office strategies: What really works

What does ‘Return to Office’ (RTO) mean?

Why Companies Are Increasing Office Attendance Requirements

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FOR YOUR BEST DESK-BOOKING

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FAQ
Frequently Asked Questions

FAQ
Frequently Asked Questions

LIZ INTEGRATIONENS IN MS TEAMS AND MORE
FOR YOUR BEST DESK-BOOKING

FAQ
Frequently Asked Questions

FAQ
Häufig gestellte fragen

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Definition: What is a smart office?

Why are smart offices becoming increasingly important?

Flexible working arrangements are now among the most important factors in employee retention.
According to Gallup, 9 out of 10 employees who can work remotely now prefer to do so at least part of the time.
Companies with modern workplace concepts benefit from:

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#1 LIZ Smart Office: The strategic all-in-one platform

#3 Flexopus: The well-balanced all-rounder