When a desk moves, update the map too
A colleague books desk 18 near their team. On arrival, the desk is at the other end of the floor. The reservation is correct, but the floor plan shows yesterday’s office. Small layout changes therefore need an agreement on who updates the drawing and the associated booking details.
MyDesk describes a solution where employees choose a desk on a digital floor plan, with MyDesk helping to draw, configure and maintain it. Send a consolidated change brief and agree the timing and checks so the physical layout matches the booking view.
Mark what actually changes
- Use the latest drawing and mark moved, new and removed desks separately.
- State the location, floor, area and affected desk numbers.
- State whether a desk keeps its identity or replaces another desk.
- Include changes to area names, equipment or access rules if they affect desk selection.
A photo can explain a detail, but should not be the only information supplied. For example, specify that desk 18 moves from the window to the team area while desk 24 is removed. That is clearer than saying the desks have been swapped around.
Clarify existing and future bookings
Check whether affected desks already have reservations after the change date. Agree how to handle these bookings and who will contact employees. A corrected map marker does not itself prove that a reservation has been moved or cancelled.
If an area cannot be used during refurbishment, clarify how your setup will handle it. Do not promise an available desk until both the physical desk and its booking details have been checked.
Test the map, desk and booking together
Appoint an on-site contact to compare the updated drawing with the office. Find a changed desk on the map, check the name and number at the desk, and try a booking through employees’ usual channel. Also check the date, area and any relevant restrictions.
Where applicable, review at least one moved desk, one new desk and one removed desk. A removed desk should no longer be selectable as a normal available workspace. Check the result with the person responsible for configuration rather than assuming every view updates at the same time.
Give colleagues a short message
Explain what changes, from which date and where employees can find the updated overview. Mention affected bookings and a contact for reporting errors. Save the approved drawing with its date and a short change list so the next update starts from the correct version.