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Can I book Shared Desks in Outlook?

  • Post published:2024-01-15
  • Post category:OnTime

Creating a hybrid workplace

With many companies downscaling their office capacity post Covid to accommodate the increased amount of people working remotely, flexibility and adaptability of the existing workplace has become central.

Whether it’s office week, home (office) week, a mix of the two with only certain days in person at the company or something else, there are a few key questions that one should look at to create a good hybrid work environment. Some of them include the following:

  • What ways are there to organize and manage desk- or room sharing?
  • Can I simplify the process, ensuring it’s always up to date and available to those who need to access it?
  • Is there a way to have a certain desk “semi-permanently”, for example every Tuesday at specific times?
  • Can I book these desks via my calendar or do I need an external solution?

Safe, secure, adaptable

Hybrid work environments allow people the flexibility and adaptability of choosing their preferred times at the office – benefiting from everything the workplace has to offer as well as helping hands and minds from colleagues, or at home in their own private safe space where they can get the job done at their own pace and at their own time. Having the possibility to find a desk to work at, or even work with other people, with just the push of a button or two is oftentimes not as easy as one would like.

Outlook only has the option to book rooms – shared desks are not an option, despite functionally being “one-person-rooms”. This also won’t allow you to look for those via search option.

Reality shows that a lot of companies remain archaic in terms of planning – printed tables and hand-written sign-ins on a sheet of paper stuck to an office wall make it complicated at best and inextricable at worst to figuring out times, dates and places. This doesn’t even cover the fact that changes in that will make it even more of an issue.

Those who have started using more digital solutions, like Teams channels or group chats are a step ahead of this with the only caveat being that once a certain threshold of people is in said channel or chat, it will become impossible to keep a proper overview once again.

The other solution is, as so often, to get an external third-party solution that works on its own but isn’t deeply integrated with the calendars of the users. This means an extra app, extra administration and extra processes. And how many people will really cancel a booking if it’s that many extra steps?

The solution that would be needed is a planner of sorts that can show all desks at all times, which people book them, either way ahead of time or more spontaneously, and have this data available both in the (home) office and on the road and that keeps canceling as simple as booking.

The all-in-one solution

Link to the OnTime Shared Desk landing page

OnTime Shared Desks enables every employee to get a quick and easy overview over all available desks and to book one with just a few clicks.

An example of what the room and desk search looks like in the OnTime Calendar, allowing one to search desks in specified buildings, floors and with an overview over which desks are available at the chosen time.

Try our online demo now.

You get an overview of all available rooms and desks in all available buildings. Choose where you want to work as well as when and with whom. OnTime Shared Desks updated reliably and keeps you informed on any changes and is the perfect addition to organize and manage your shared office space, no matter where you are.

OnTime Shared Desk is part of the core license and always included.

Organize your workplace to be as efficient, safe, and welcoming as possible.

Create the perfect hybrid work environment to foster collaboration!

OnTime group calendar works effectively in Exchange OnPrem or Exchange Online, as well as in any combination. OnTime overcomes the limits of IT systems for you!

If you have any questions or would like a demonstration, please feel free to contact us at any time.

Would you like to find out how OnTime Group Calendar could benefit you and your organization?

Book a meeting to discuss your used case!

If you’re curious to find out more, check out our website to get additional information, pricing and more!

Seely Schmidt

Customer Success Manager

Don't hesitate to contact me and ask anything about the product or book a meeting with me directly.