Integrating Desk Sharing Software into your tech stack

Desk Sharing Software can help companies manage workplaces more efficiently and transparently. But before this can happen, you need to first find the right software. Once you do, how can it be implemented correctly? What needs to be considered before and after the integration of such a tool?

Summary

• Before implementing a desk sharing tool, companies should ensure that they are aligned internally on their own requirements. What is most important? What is simply a nice to have?
• In the search, keep the focus clear: if desk booking is your most important use case, then the software you choose should have desk booking at its core, rather than as a relatively underdeveloped additional feature
• The technical requirements of a desk sharing tool is also important. How will the tool fit into your existing stack? Is it compliant with your internal policies? Is it cloud? SaaS?
• Beyond the technical aspects, desk sharing tools should only be implemented as part of a change management process – particularly if you are working for a larger company. Employees need to be involved from the very beginning

Prior to integration: choosing the right desk sharing software

First and foremost, companies should consider what requirements the desk sharing software should fulfill. There are many different desk sharing softwares on the market. Some are designed specifically for small companies, while others are best suited for enterprises. Others fit somewhere in between. But most desk sharing share a common set of core features that include:

• Desk & area booking
• Meeting room booking
• Integrations with calendar and email systems
• Analytics and usage management
• Data security & privacy standards

Once the core requirements are clear, you can start looking for a suitable solution. There are various possibilities: An existing software can be adapted to the needs of the company, or an internal solution can be developed.

Find the right desk sharing software

Implementing desk sharing software can seem complex at first, but with the right steps and good planning, it can be done successfully. There are several options to consider here.

Requirements

During the search, you should make sure that the software you find meets all the core requirementsyou defined in advance. This could be, for example, the possibility to book workplaces online, to see free places or to receive notifications.

Costs

Another important criterion when looking for suitable software is the price. Here you should make sure that you find a solution that is within the company's budget.When budgeting, it should always be taken into account that such software can reduce office costs in the long run.

Support

It is also advisable to choose software that offers good support from the manufacturer.This could be, for example, training materials, technical support or regularupdates.

Flexibility

Flexible software that can be adapted to the changing needs of the business is an advantage.

Finding the right desk sharing software can take time and effort, but with thorough research and a clear definition of requirements, it is possible to find a solution that meets the needs of the business. It is important that the software both meets the requirements and fits into the budget and offers the support of the manufacturer. Flexibility of the software is an added bonus.

Technical integration of a desk sharing tool

An important phase in implementing a booking software is the technical integration. This involves integrating the software into the company's existingIT infrastructure.

Check compatibility: The first step should be to check whether the software you have chosen is compatible with the company's existing systems. This can refer, for example, to compatibility with operating systems, databases or other applications.

Set up the integration:I f the software is compatible, the integration can be set up. This involves configuring the software so that it can communicate with other systems in the company.

Data migration: If necessary, the data from existing systems must also be migrated to the new software. This may involve transferring user data or booking data, for example.

Determine access rights: Now it is time to start setting up the software. This involves configuring the software so that it meets the company's requirements.

Testing the integration: Once the integration is complete, the software should be thoroughly tested. This should ensure that all functions work properly and that there are no conflicts with other systems.

Go live: Once the tests have been successfully completed, the software can be put into operation. It is advisable to have a test phase before making the software available to all users.

After implementation: Start the change management process

Once the technical set-up is complete, the change management process in the company begins. This can take many different forms. It is important to actively communicate the changes within the company. What are the goals of hybrid workin general? Why is the model being introduced? And how does the desk sharing software contribute to it? What does it mean for everyday work? 

Companies need to formulate the goals and strategies clearly. Open, transparent communication is the key to success here. Training should also be offered so that employees can also cope well with the desk sharing tool in everyday work.Training videos or step-by-step guides on the intranet, for example, can be a suitable means.   

Finally, the functioning of the software should be checked regularly and adjustments made if necessary.

Implement Seatti as a desk sharing tool quickly & easily

In order to introduce hybrid working quickly and intuitively, the implementation of a desk sharing tool should be technically uncomplicated. That's why Seatti can be fully integrated into the Microsoft 365 ecosystem.  

This means that existing user groups and rights can be quickly adopted. This makes the technical integration particularly easy. But Seatti is also particularly intuitive for employees. Our tool has been designed in such a way that users can find their way around in their familiar environment and therefore do not need any further training.