Here’s how:

Empowering businesses for a greener future

An office booking system will:

• Provide greater energy efficiency through:
  • resource sharing: optimise energy use by using collaborative spaces.
  • live monitoring: manage your energy smarter by adjusting heating based on real-time occupancy.
• Reducing carbon emissions by enabling:
  • remote collaboration: minimise commuting and lower carbon emissions by enhancing remote collaboration.
  • flexible work arrangements: Matrix Booking’s hot desk booking software supports flexible work setups, reducing the need for daily commuting.
• No need for new construction with:
  • space optimisation: embrace desk booking software to provide efficient use of existing spaces, eliminating the need for new construction.
  • resource sharing: collaborative use of meeting rooms with partner organisations reduces your overall carbon footprint.

Let’s delve deeper.

Desk and meeting room booking software provides greater energy efficiency

More and more organisations are sharing their buildings with others to unlock the productivity, collaboration, wellbeing, and cost benefits this promises. Whatever sector you’re in, Matrix Booking enables you to efficiently operate shared buildings while safeguarding each organisation’s data. 

Over 100 public sector organisations already use Matrix Booking in shared buildings, including: 

• Government Property Agency (GPA) 
• HMRC
• Department for Health and Social Care
• Ministry of Justice
• Kent County Council
• NHS Kent and Medway

The sharing of workspaces that’s being pioneered by the Government Hubs Network is bringing new levels of efficiency to the public sector. Sharing workspaces is enabling government agencies, local authorities, and the NHS to improve employee productivity, collaboration, and wellbeing – all while reducing costs. This doesn’t have to be exclusive to the public sector.

Government Property Agency (GPA) are leading the way

During Public Sector Proptech 24, Allan Gardner, Head of Technology at the Government Property Agency, highlighted the agency’s pivotal role in implementing property technology across its office portfolio. By capturing, analysing, and reporting on occupancy levels, they’re realising significant efficiencies.

Through the systematic collection and aggregation of occupancy data, the GPA is enhancing its building management practices. This comprehensive insight into usage patterns allows for improved safety measures, heightened operational efficiency, and a reduced carbon footprint.

Furthermore, this data serves as a cornerstone for making well-informed strategic decisions by:

• informing portfolio planning
• facilitating estate rationalisation
• optimising building management processes
• aiding in budget allocation
• guiding decisions regarding tenancy structures, workplace optimisation, and space planning

Hot desking and flexible workspaces for energy-saving

Sensors, such as motion detectors or occupancy sensors, can be installed in various areas of the office, including individual workstations. These sensors can detect when desks are occupied or vacant in real-time. Integration with a hot desk booking system enables accurate tracking of real time desk availability and streamlines the reservation process.

Implementing hot desking and flexible workspace arrangements allows people to share workstations. This reduces the number of desks that need to be powered and maintained at any given time, leading to energy savings for:

• lighting
• heating
• powering of electronic equipment

Flexible working reduces the amount of desks required; it’s no longer one desk per employee. The amount of office space required and cuts down on carbon emissions by reducing daily commuting. According to a study by Cornell and Microsoft, remote workers can have a 54% lower carbon footprint compared with onsite workers and hybrid workers who work between two to four days at home can reduce greenhouse gas (GHG) emissions by 11 to 29%.

Integrating environmental sensors with desk booking software

Environmental sensors are devices designed to detect and measure various physical parameters and conditions in the surrounding environment. In this case, your offices. For example:

• temperature
• humidity
• air quality
• light intensity
• noise levels

By combining environmental sensor data with hot desk booking software, facilities and workplace managers can gain insights into space utilisation patterns. Occupancy data is used to identify underutilised or overcrowded areas within the office. Furthermore, environmental sensors can also measure environmental conditions. Integration with a desk booking system enables offices to adjust heating, cooling, and ventilation systems based on occupancy patterns. For example, if desks are unoccupied on a single floor, the Heating, Ventilation, and Air Conditioning (HVAC) system can be set to an energy-saver mode and lights can be turned off to conserve energy.

Transforming the workplace

In the ever-evolving landscape of work, modern organisations face the critical challenge of maintaining agility while embracing sustainability. A robust platform that not only addresses the dynamic needs of the employers and employees is indispensable. It should also place a strong emphasis on environmental responsibility alongside employee wellbeing and business productivity.

As a B-Corp certified company, Matrix Booking offers mature products and innovative services. Partnering with us means collaborating with a company whose values focus on making a positive difference for its customers, employees, society, and the world.