I Need to Create a Shared/Hoteling Station
As more workers return on-site Divisions may be planning to utilize their work spaces differently. Shared/ hoteling stations may become more prevalent.
Here are suggested definitions to help distinguish the difference between shared vs hoteling stations:
Shared station=Division/Area specific designated stations for use by a set group of employees. Shared stations are not accessible via a reservation system. It is recommended that shared stations are limited to four or less employees. EHS Ergo Team recommends shared stations for most workers who do not have individually assigned stations.
Hoteling station=Division/Area specific designated stations used by a wide variety of employees who do not have a designated/shared station. Hoteling stations can be accessible via a self-serve reservation system.
EHS Ergo Team recommends hoteling stations for workers who are limitedly on-site (i.e. full time teleworkers or hybrid workers who occasionally come on-site)
Recommended items for hoteling stations
Note: No computer system will be provided. Workers must bring their own laptops, power cord, keyboard, mouse and headset.
Items that should be included at each hoteling station:
Optimally, equipment and accessories should be standardized for ease of use and continuity.
Note: EHS Ergo Team recommend single surface vs bi-level sit/stand desks if Divisions are purchasing for hoteling stations due to ease of use.
Height adjustable monitor
Docking stations for both Mac and PC
Note: EHS Ergo Team recommends if Divisions are purchasing Steelcase Leap is a very versatile chair that is recommended for hoteling stations
Phone (or let them know where to find one in their area).
Webcam (or monitor integrated camera).
Ethernet cable (optional)
Laptop stand (optional) to allow laptop to be propped up as a secondary monitor and use the laptops integrated webcam for Zoom calls
Planning for safe and comfortable shared/hoteling stations
Some workers may have specific ergonomic needs, i.e. discomfort, particular equipment/set up, use of speech recognition, work accommodations, etc. so it will be important to decide how to address these needs ie. it may be best to provide these employees with individual/designated stations.
Obtain estimates of how many shared/ hoteling stations are needed to support your group(s) and if additional equipment/furniture is needed. Also, existing furniture may need to be moved as part of this process.
Have places for employees to put their items ie. a drawer or cabinet so they do not need to transport the items each time they come on-site.
Create etiquette rules for making the space your own while you are there and 'leave no trace' when you are finished.
Here is a document you can customize and place on the shared/hoteling stations to help 'welcome' employees to their new station
Specific considerations for hoteling stations
Establish a clear process for how to reserve and access a hoteling station.
Include details about what equipment is available and what equipment the employee will need to bring with them. For example: employees should bring their laptop, power cable, keyboard, mouse, and headset when using a hoteling station. Click on section above 'Recommended items for hoteling stations' for details.
Tip: an example of what is included in the type of space and standard equipment can be found at: Reserving Operations Workspaces Website
Consider how employees will store items, transport or and pick them up at the beginning of shift.
Divisions may want to make storage lockers, drawers, cabinets or laptop bags/ backpacks available for employees using hoteling stations.
Plan on employees forgetting to bring their accessories.
Divisions may want to have a ‘stash’ of keyboards/ mice just in case
Hoteling ‘etiquette’ rules should be established and communicated. May want to include details where phone/video conferencing meetings can occur, noise levels, ‘leave no trace’ i.e. do not take equipment that is supposed to stay at the station, but remove everything you brought.
Set the safety culture expectation that employees should take the time to set up the station optimally ‘make it mine every time’ to avoid potential ergonomic injuries associated with working directly on laptops.
Standardize the equipment for all hoteling stations
Create deterrents so equipment that is supposed to stay at the hoteling station does not ‘disappear’ by securing and labeling items that should not be removed from the station via zip ties, straps, labeling and earthquake tape, etc....