Communicate
The reason for the change:
- Rapid growth in business and resultant staff expansion.
- Need to remain highly competitive.
- Lack of desirable real estate in appropriate area.
- Need to allocate office space more efficiently.
Advantages:
- Cell phones.
- Ergonomic chairs.
- Improved Internet access.
Need for staff involvement and commitment:
- Seek employee input on design.
- Express positive elements.
- Listen to and address concerns.
Provide
A work area which is comfortable and conducive to productivity:
- Well lit.
- Easily adjusted ergonomic chairs.
- Partitions between work areas to control noise levels.
- Ready access to shared office equipment such as fax machines and copiers.
- Basic equipment such as pens and staplers are stored nearby.
- Secure storage for personal items such as purses and coffee mugs.
- Computer locks to secure laptops to desk while employee is in the office so they can leave their desk.
- Readily available reference materials.
Recognition:
- Acknowledge that employee has given up a dedicated workspace for the good of the company.
- Appreciation for making reservations for workspace, keeping shared space neat and clean.
Train
Employees to use the new work space:
- Optimize use of office time.
- Maintain shared manuals and office equipment.
- Discuss security issues in and out of office:
- Security of equipment and personal items.
- Internet security when using computer outside of office.
Meet
Legal Standards:
- Requirements for employee health and safety.
- Review any potential union problems.
- Advise employees of potential impact on homeowner’s insurance and/or mortgage.
- Advise employee of potential tax impact.
Avoid
Potential pitfalls:
- Having too little space at times of peak demand.
- A lack of supplies at any desk.
- Little or no communication between co-workers, supervisors, and management.
- Poor access to technical help during normal working hours.
Inadequate equipment maintenance.
Evaluate
Effectiveness of hoteling:
- Compare equipment costs before and after hoteling.
- Consider employee morale.
- Monitor and report progress of hoteling.
- Make adjustments as necessary.