What is Hot Desking? Everything you need to know about this workplace trend

The classic image of the well-decorated and "personalised" desk, with family photos, a small plant, a coat rack with forgotten jackets from other days, and drawings of children, nephews, nieces, or grandchildren stuck on the wall... is starting to be left behind in many companies. The change in work dynamics, with more people connecting from home and offices with alternating office hours, is also reflected in the layout of spaces.

Hot-desking is here to stay. After all, for companies it means space (and cost) savings, but also other advantages for the functioning of teams and work dynamics.

In essence, the term ‘hot desking’ defines a workspace renovation whose main characteristic is that the employee no longer has a fixed desk. This means they can occupy a different place daily instead of having a permanently assigned desk. The main objective of this practice is to create a more flexible and collaborative environment and to encourage more fluid communication between employees. This practice has become a trend in some companies, although not all may adopt it due to their peculiarities.

The hot-desking concept is becoming increasingly popular in modern workplaces, particularly as businesses adapt to dynamic and fluid work models. The idea is to break down traditional office barriers and create a more adaptable and engaging work environment

This trend has its origins in the US Navy. In the late 1980s and early 1990s, sailors shared bunks to rest in shifts, known as ‘hot racking’. In today's workplace context, hot desking allows employees to choose their workspace in the office.

Exploring hot-desking

One of the main advantages of hot desking is space optimization. By not having a fixed location and combining this model with teleworking, it allows for a better organisation of the office. This facilitates the provision of more meeting and collaboration spaces. Offices can be more versatile and adapt to the changing needs of employees and projects.

Hot desking also promotes smoother communication between employees. One of the curiosities of this method is that, in the same office, workers from different areas can coincide. This can improve interpersonal relationships and encourage greater collaboration between departments, which in turn can increase innovation and work efficiency.

To compensate for the absence of personal desks, lockers are installed where employees can leave their personal belongings. This ensures that employees have a safe and designated place for their belongings, maintaining order and organization in the workspace.

Despite its advantages, hot desking is not without its challenges. Successful implementation of this model depends largely on the nature of the business and how changes in work dynamics are handled. Some common concerns include the lack of a fixed personal workspace, which may affect some employees who prefer stability and customization of their work environment. In addition, managing space availability and cultural adaptation of employees are issues that require careful attention.

Benefits of hot-desking

1. Optimized Space Utilization: One of the primary advantages of hot-desking is its efficient use of office space. By eliminating the need for assigned desks, companies can reduce the amount of unused workspace, ultimately saving on real estate costs. This is particularly beneficial for organizations with a significant number of remote or part-time employees.

2. Enhanced Collaboration: Hot-desking encourages employees to sit in different areas of the office, fostering interactions with colleagues from various departments. This can lead to increased collaboration and idea-sharing, which can drive innovation and improve problem-solving.

3. Flexibility and Mobility: The hot-desking concept supports a flexible work culture, allowing employees to choose their work environment based on their tasks and preferences. This flexibility can enhance job satisfaction and productivity, as employees can work in settings that best suit their needs at any given time.

4. Cost Savings: By reducing the need for dedicated workstations, companies can lower their overhead costs related to office space, furniture, and maintenance. These savings can be redirected towards other strategic investments or employee benefits.

Challenges of hot-desking

1. Lack of Personalization: One of the main drawbacks of hot-desking is the lack of a personalized workspace. Employees may find it challenging to establish a sense of belonging and comfort without a designated desk where they can keep personal items and work materials.

2. Hygiene and Cleanliness: With multiple employees using the same workstation throughout the day, maintaining cleanliness can be a concern. Companies need to implement rigorous cleaning protocols to ensure that workspaces remain sanitary and safe.

3. Technological Issues: Reliable and seamless technology is crucial for the success of hot-desking. Employees need easy access to power outlets, Wi-Fi, and other necessary tools. Any disruptions in these resources can hinder productivity and create frustration.

4. Potential for Disruption: The dynamic nature of hot-desking can sometimes lead to disruptions. Employees may spend valuable time searching for available workstations or adjusting to new environments, which can impact their focus and efficiency.

The implications of hot-desking in modern workplaces are multifaceted. On one hand, it represents a shift towards more flexible, agile, and cost-effective work environments that cater to the evolving needs of the workforce.

On the other hand, companies must carefully consider the potential drawbacks and implement strategies to mitigate them. This includes investing in robust technology infrastructure, maintaining high standards of cleanliness, and providing solutions for employees who prefer a more personalized workspace. Additionally, clear policies and guidelines are essential to ensure that hot-desking operates smoothly and meets the needs of all employees.

Challenges of hot-desking

1. Do Provide Adequate Storage Solutions:

   • Ensure that employees have access to lockers or secure storage for their personal belongings. This helps maintain a clutter-free environment and allows employees to store items they might need throughout the day.

2. Do Invest in Reliable Technology:

   • Equip the office with robust Wi-Fi, collaboration tools, and desk booking systems. Technology should support the seamless transition between different workspaces and enable employees to stay connected and productive.

3. Do Create a Variety of Workspaces:

   • Design the office with diverse areas such as quiet zones, collaborative spaces, and informal meeting areas. This variety caters to different working styles and tasks, allowing employees to choose the best environment for their needs.

4. Do Encourage Flexibility and Adaptability:

   • Foster a culture that embraces change and flexibility. Encourage employees to try different workspaces and adapt to varying environments. This mindset can enhance the overall effectiveness of the hot-desking model.

5. Do Communicate Clearly and Frequently:

   • Keep employees informed about how the hot-desking system works, including how to book desks and use collaborative tools. Clear communication helps alleviate confusion and ensures everyone is on the same page.

6. Do Provide Support and Training:

   • Offer training sessions and resources to help employees adjust to the new system. Support can include tutorials on using desk booking apps or workshops on effective remote and flexible working practices.

7. Do Monitor and Adjust:

   • Regularly gather feedback from employees about their hot-desking experience and make necessary adjustments. Continuous improvement helps address any issues and enhances the overall system.

Dont´s

1. Don't Neglect Employee Preferences:

   • Avoid a one-size-fits-all approach. Consider different work styles and preferences when designing the hot-desking environment. Flexibility should accommodate a variety of needs.

2. Don't Overcrowd the Workspace:

   • Ensure there are enough desks and workstations available to meet demand. Overcrowding can lead to frustration and decreased productivity. Maintain an appropriate desk-to-employee ratio.

3. Don't Ignore Privacy Needs:

   • While promoting collaboration, also provide spaces where employees can work privately or focus on tasks without distractions. Balance is key to a successful hot-desking environment.

4. Don't Underestimate the Importance of Personalization:

   • Allow employees to personalize their temporary workspaces to some extent. Small personal touches can make a big difference in comfort and satisfaction.

5. Don't Overlook Health and Ergonomics:

   • Ensure that all workstations are ergonomically designed to promote good posture and reduce the risk of strain or injury. Provide adjustable chairs, desks, and monitors to accommodate different users.

6. Don't Implement Without Feedback:

   • Avoid rolling out hot-desking without consulting employees. Gather input during the planning phase to understand concerns and preferences. Involvement in the process can lead to greater acceptance and smoother implementation.

7. Don't Forget About Team Dynamics:

   • While promoting cross-departmental interaction, ensure that team cohesion is not disrupted. Facilitate regular team meetings and check-ins to maintain strong team dynamics.

Read also: Article: Developing a data-driven remote work strategy? Here are some places where HR leaders can start — People Matters Global