Introduction to Desk Booking Software: The 7 Most Common Mistakes and How to Avoid Them

Error 1: Inadequate Needs Analysis and Goal Setting

Without clear analysis and realistic goals, almost every project fails. Many companies underestimate the effort and plan away from the actual needs.

Common Problems:

• No measurement of current office occupancy

• Different team requirements are ignored

• Unclear decision: Hot Desking, Assigned Seating, or Hybrid?

• Overestimating potential savings

How to do it better:

• Conduct workplace observations over several weeks

• Survey employees on needs and preferences

• Define measurable goals (e.g., occupancy +20%, costs -15%)

• Incorporate hybrid work models and remote work

Error 2: Insufficient Stakeholder Engagement

When key stakeholders are involved too late, support and acceptance are lacking. Particularly the works council, data protection, and management are critical.

Common Problems:

• The works council or data protection are informed only at the end

• Managers do not exemplify the model

• Location-specific differences are ignored

• No clear communication of cultural change

How to do it better:

• Form an interdisciplinary project team (IT, HR, FM, works council, management)

• Regularly communicate goals and progress

• Conduct workshops & info sessions

• Use “Change Agents” as multipliers within teams

Error 3: Wrong Software Selection

The wrong solution is one of the most common reasons for frustration. Price alone is not a decision criterion – lack of integration or complex operation kills acceptance.

Common Problems:

• No mobile use for hybrid teams

• Missing interfaces (calendars, access systems)

• No scalability for multiple locations

• Weak data protection or missing GDPR compliance

How to do it better:

• Select an intuitive, mobile-optimized solution

• Ensure seamless integration with Microsoft 365 or Google Workspace

• Check scalability and adaptability

• Ensure the software is GDPR-compliant

Error 4: Neglecting Change Management

Technology alone is not enough – if employees are not engaged, they will stick to the old system.

Common Problems:

• Benefits and opportunities are not communicated

• Emotional aspects (loss of personal space) are ignored

• No Change Agents in use

• Privacy concerns remain unaddressed

How to do it better:

• Use a proven model like ADKAR for change processes

• Communicate openly and transparently – even about sensitive issues

• Provide training and support

• Establish feedback channels and respond promptly

Error 5: Incomplete Training and Lack of Support

One-time training is not enough. Different digital competencies require continuous training.

Common Problems:

• Functions are not understood

• Support is missing during the critical phase

• Different user groups (e.g., management vs. teams) are not considered

• No refresh leads to declining usage

How to do it better:

• Plan multi-level training for different target groups

• Provide easily accessible guides & FAQs

• Offer active support in the first few months

• Organize regular refresh sessions

Error 6: Missing Pilot Phase and Gradual Introduction

A big bang rollout carries a high risk. Without a test run, errors creep in that are difficult to correct later.

Common Problems:

• IT and support are overwhelmed

• Undiscovered conflicts and inefficiencies

• Rules do not fit practice

• Employees feel blindsided

How to do it better:

• Start with representative teams or locations

• Actively collect feedback and document lessons learned

• Adjust processes and rules before the rollout

• Share successes and optimizations with everyone

Error 7: No Success Measurement and Optimization

Without KPIs and continuous adjustment, the system lags behind its potential.

Common Problems:

• No user feedback after introduction

• No analysis of booking patterns and occupancy

• Office layouts are not adjusted

• Successes are not communicated

How to do it better:

• Define KPIs such as usage rate, occupancy, satisfaction

• Use analytics tools for regular evaluation

• Continuously collect feedback

• Share improvements visibly within the company