Oct 07, 2022
By Kate Camerlin

How Space Reservation and Wayfinding Tools Can Help Ease Your Hybrid Work Transition

The data makes it clear: hybrid work is here to stay. In fact, an increasing number of organizations are looking to adopt a hybrid work approach in the near future. According to research done by Microsoft, the number of hybrid employees is up seven percentage points over last year (it is now at 38%), while “53% are likely to consider transitioning to hybrid in the year ahead.”

The way hybrid work is adopted in an organization varies by industry, business, and even department.

“More than a third (38%) of hybrid employees say their biggest challenge is knowing when and why to come into the office. Yet few companies (just 28%) have established team agreements to clearly define the new norms…. Making the office work for all employees will take radical intentionality.” –Microsoft Work Trend Index 2022

Due to the lack of established norms and precedents, there is a wide range of policies. Some organizations require employees to come into the office on set days of the week, and some have a more open-ended strategy, in which individuals and teams decide when to gather in person. These policies are influenced by many factors, including business priorities, space needs, employee preferences, and leadership goals.

However, even though the models can vary significantly between organizations, there are tools and solutions that can help ease any organization’s hybrid work transition.

Two of the most important are space reservation and wayfinding capabilities.

Space Reservations

Reservation functionality directly supports hybrid working scenarios, as users can reserve workspaces ahead of time, so they know they’ll have the equipment and desks they need before they arrive at the office. They can see which rooms, desks, or equipment are reserved, and then book what they need in order to get their job done.

Effective space reservation solutions are also mobile-friendly, so users can do this right from their phones or tablets. Plus, with tech that integrates directly with other existing applications like Outlook, you know rooms aren’t accidentally getting double booked. These solutions can often also remember user preferences so they can easily reserve the same workspace with fewer clicks.

Other helpful reservation features include the ability to release a room if no one checks into a space after a certain amount of time. That frees up the location and maximizes the use it gets.

Plus, if your space management solution connects directly to your maintenance management processes (such as your asset management tools), you can directly submit work orders to clean or reset spaces after they’ve been used.

Incorporating Desk Hoteling

Reservation solutions also support the practice of hoteling, which allows multiple people to use the same workstation at different times using a space-booking system.

Hoteling adds flexibility and convenience, as instead of having designated spots for each employee, users choose where to sit on the days they’re in the office. Hoteling can help organizations repurpose space and reduce costs, as it optimizes the number of desks and individual working spaces, while still accommodating the varying work arrangements of employees.

Plus, with the right space management software, you can track how employees use these hoteling spaces. If you see that desks are consistently fully booked, you can think about adding more. And if you see that certain collaboration spaces are often in use, you can plan ways to reconfigure your buildings to accommodate this need, as well.


Wayfinding is the process of helping users navigate to a specific location. It refers to all the information systems that point people through a physical space.

Digital wayfinding tools are especially critical for employers planning their hybrid workplace strategies, as they can help employees who aren’t often in the office find their way to conference rooms, kitchen areas, and newly modified seating arrangements.

Updating Maps Instantly

With effective space management and wayfinding software, teams can ensure their maps are always up to date. This includes being able to modify and publish floor plan changes, so they’re instantly available to all users. Some tools even allow for bi-directional syncing with design software like AutoCAD, so you don’t have to spend time making changes in two tools. Instead, updates are incorporated seamlessly between the platforms.

This comes in handy if you find you need to change your layouts (for example, to accommodate an increased number of collaboration spaces). You can plan your redesigns, implement the changes in the physical space, and then push your floor map changes out to users—all from the same platform. Employees always have the most up-to-date floor plans and seating arrangements, and they can easily locate the spaces they’re looking for.

Teams should also look for mobile-friendly solutions, so their users can see floor plans right from their fingertips and get push notifications about important updates.

Additionally, if your wayfinding solution integrates with your facilities management and work order platform, your maintenance teams can use updated maps to easily navigate to the asset, room, or equipment that needs repairs. If the work order provides the exact location of the asset, teams spend less time trying to track down problem equipment and can spend more time addressing issues.

Implementing Wayfinding Kiosks and Digital Signage

One other advantage to digital wayfinding solutions is the ability to instantaneously update kiosks, which can provide valuable information like staff directories, conference room names, and floor plans. This is especially helpful in newly redesigned spaces.

Plus, you can easily convey information that changes regularly (such as the specifics for a large team event) without having to manually update each sign.

A Connected Solution

It’s important to give your employees the tools they need to work seamlessly when they’re in the office. If they’re not able to find productive working spaces, they might wonder why they didn’t just stay home.

These tools include software solutions with space reservation features, so employees know that they’ll have exactly what they need before arriving at work, as well as those with wayfinding capabilities, which enable users to find their way around buildings.

Nuvolo Connected Workplace provides this functionality and much more. It’s one solution that manages all the processes, places, and people in your business. When you track all assets, work orders, maintenance procedures, space planning initiatives, and business data in one place, you have unprecedented insight into how your organization is operating. You can make strategic real estate decisions, and you can provide your employees with a single, user-friendly interface so they can get their work done faster and more efficiently.

Interested in learning more? Check out Nuvolo Connected Workplace.