Setting up a fully functional phone system takes mere minutes. This is especially useful for those companies that maintain a call center, which always requires careful planning where the routing of calls is concerned. But once that’s all done the employee just needs to sit at their designated desk, activate the phone, and takes calls – as simple as that.
However, there is a method called hot desking that not only shakes things up a bit, but also results in reduced costs, greater business efficiency, and a better working atmosphere, therefore making a call center that is easier to handle and always performs to its best.
The Concept and Advantages of Hot Desking
You know the drill: the employee enters the office, finds their designated desk, sits down, and starts to work. For many people this solution – having their own personal space – is more than enough, however there are others who think that being figuratively chained to the same spot 40 hours a week is pure torture. Besides this, an approach of having each employee maintain the same desk every day will no doubt lead to empty desks with varying shifts, as a result creating a depressing work environment and ultimately taking up unnecessary space within the office – and wasted space isn’t exactly cost effective.
This is where hot desking can really benefit a business. By applying this method employees are entitled to sit at any desk in the office that isn’t already occupied, and so eliminating the need for designated spaces. In addition to that, hot desking has many other advantages:
- It gives employees full autonomy in finding the place that suits them, meaning they can maximize their work productivity and comfort. The options could include anything from an open office with lots of people around you, a calm corner by a window, or even your own home.
- It reinforces social interaction and helps employees get to know each other better, which ultimately leads to creating better collaboration opportunities and a friendlier work environment.
- It keeps desks clean. No kidding: since employees have to move around each day, there is no opportunity for desks to collect clutter from personal objects, unless those belongings are fully portable.
- It’s economical: since a hot desking business adapts to the needs and individual schedules of workers they can maintain an office space that is only as big as it needs to be and, therefore, is more affordable.
How Hot Desking Fits Into VoIP
Although hot desking is a nice concept, when it was created in the 80s it didn’t take into consideration call centers where each employee either has a designated extension or the system has to be set up in a way that it automatically reroutes calls to employees who aren’t occupied at that moment.
With a cloud phone system this situation can easily be avoided since once the extensions have been created – which takes only a matter of minutes – employees can simply log into their respective extensions from wherever they want. The only issue that may arise is that the settings of most desk phones cannot easily be modified once they are configured, meaning that the employee will be stuck with the extension of someone else. However, there are many VoIP-ready phone models – like those manufactured by Polycom – that can work as shared desk phones, meaning that workers only need to perform a quick login on the device in order to be able to work from any desk that they like.
Additionally, most VoIP service providers come with softphones as well, which not only turn any device that connects to the internet into a virtual extension of the phone system but also eliminate the need for shared desk phones altogether. These softphones are always part of VoIP mobile apps that are provided by cloud phone systems, meaning that you only need to perform one login and then bring the extension in your pocket wherever you please or to whichever desk is assigned to you.
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