Preparing the Office for Hoteling Job Aid


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.


  • 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.


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.


  • 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.


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.


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.


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.


Effectiveness of hoteling:

  • Compare equipment costs before and after hoteling.
  • Consider employee morale.
  • Monitor and report progress of hoteling.
  • Make adjustments as necessary.