Why hot-desking is switching up the traditional office setup

Our working styles are always changing to suit our evolving needs. So why does the place we work from stay the same?

Some companies have clocked onto this and are switching up the traditional office space. One way of doing this: hot-desking. But what exactly is hot-desking and could it work for your organisation?

If you're looking to optimise your office space, boost collaboration and save some money in the process, read on to see how hot-desking can work for you.

What is hot-desking?

This allows staff to work from any available desk when they arrive at the office.

There are some key features of hot-desking:

• Unassigned seating: No permanent desks for individual employees
• Shared resources: Communal equipment and facilities
• Digital infrastructure: Cloud-based systems for seamless work transitions
• Booking systems: Optional desk reservation platforms

Hot-desking optimises office space by eliminating unused desks from employee absences, remote work or irregular schedules.

This is especially important for companies who have large teams and therefore, large office areas as they can reduce their working spaces and reduce costs in the process.

How does hot desking work?

Hot-desking works on a first-come, first-served basis, where employees choose their desks when they arrive in the office.

Here's how it typically works:

Hot-desking requires a shift in mindset from the traditional office setup.

Employees must adapt to a more flexible and mobile work environment, embracing the benefits of increased networking opportunities and a change to their normal way of working.

What's the difference between hot-desking and a dedicated desk?

Having a dedicated desk is the traditional office setup we're so used to seeing. One of the main differences between having that and hot-desking is the flexibility hot-desking offers.

Here is our comparison of the two styles.

As we've mentioned, hot-desking operates on a first-come, first-served basis, allowing employees to choose any available desk upon arrival.

This system promotes flexibility and efficient space utilisation.

Dedicated desks, on the other hand, provide employees with a permanent, assigned desk.

Cost-effectiveness is another key factor to consider. Hot-desking can reduce office space requirements which can lead to significant savings on rent and overhead costs.

Dedicated desks, while offering stability, require more space and resources per employee.

The way employees collaborate is also affected by the desk they work from. Hot-desking encourages more interaction, cross-collaboration and knowledge sharing and the team would be working next to a different person each day.

It means employees can get to know more of their colleagues from different departments, which leads to a more connected team.

Productivity comes into play when deciding between the two as well. On one hand, some employees may find that having the familiarity of their dedicated desk means they can complete more focused work, with fewer distractions.

On the other hand, others thrive in a more open environment and need a change of scenery for their creativity to flourish.

When it comes to privacy and data security, dedicated desks do provide a higher level of privacy and it is easier to implement data security measures.

Hot-desking needs robust digital security measures and clear guidelines for handling sensitive information, to make sure the company and its employees are safe.

Ultimately, the choice between hot-desking and dedicated desks depends on what works best for your company.

It comes down to things like your company culture, work styles and business objectives.

If you're not ready to commit to either just yet, a hybrid approach can be a good middle ground while you figure it out.

Benefits of hot-desking

We've already mentioned a few of the advantages of hot-desking but we're here to look at them in more detail, so you can make an informed decision about whether it is right for you and your company.

Improved space utilisation

Hot-desking optimises office space by eliminating assigned seating. This allows organisations to accommodate more employees in less space, reducing the need for large, underutilised areas.

By implementing a hot-desking system, companies can increase their workspace capacity by up to 30% [SOURCE].

Cost savings

Hot-desking significantly reduces overhead costs that come with office space (e.g. rent, utilities, maintenance).

By optimising the space you already have, you can decrease the cost and even rent out part of your office to another company to cover part of the costs.

Hot-desking also minimises the need for individual equipment and furniture, which saves the company even more money.

These savings can be reinvested in other areas of the business, such as technology upgrades, training or employee benefits which enhances employee satisfaction and reduces attrition rates.

Enhanced collaboration

We've touched on this before, but hot-desking brings teams together. It stops people from working in silos and encourages cross-departmental collaboration.

By removing assigned seating, employees from different teams and departments naturally mix.

This constant flux of interactions can lead to new project collaborations, mentoring opportunities and a more cohesive company.

Flexibility for hybrid work

Hot-desking provides the ideal infrastructure for hybrid working as it allows employees to seamlessly transition between remote and office work.

It means that desks aren't empty when people are working from home and that people can choose the best desk for them when they are.

It gives flexibility to employees to choose their specific desks when they are in the office.

For example, if someone needs a quiet area for focused work, they can choose an office desk that suits them.

On another day, they might prefer to be in a more collaborative environment and they can select a desk that allows them to do that.

This isn't achievable when using the same desk every day as employees have to make do with their space, regardless of the type of work they're doing.

Challenges of hot-desking

As with every working style, some challenges arise. You should consider these disadvantages before implementing a new way of working.

Lack of personalisation

Hot-desking limits an employee's ability to personalise their desk and workspace.

Without a permanent personal desk, they can't decorate with personal items or anything they need to be the most productive.

This can lead to a sense of detachment from work and leave the workforce unable to be productive because they don't feel comfortable.

With hot-desking, employees have to adjust their desk heights and chairs daily, so they struggle to maintain a consistent ergonomic setup.

Without being able to keep personal items at their desk, employees have to carry their laptops and other equipment as well, which can be frustrating.

Potential for conflicts

In every office, some desks and workspaces are better than others.

Maybe one desk is by the window, overlooking London, while another is by the toilets. When this happens, tensions can arise as colleagues compete for the better spots.

You might see disagreements happening over desk cleanliness as well if some people leave desks untidy when they finish work.

Employees can feel like they're wasting time having to search for available desks or settling disputes which can reduce productivity and impact the company culture.

Managers must create clear guidelines and conflict resolution strategies to ensure hot-desking can be successful.

Privacy concerns

Hot-desking works well in open-plan layouts, which can compromise privacy.

Colleagues and teams may find it difficult to have confidential conversations or handle sensitive information in a shared space.

Depending on how your office is laid out, there can be privacy concerns over personal items and company documents as well.

Open workspaces may increase the risk of visual data breaches, as screens are visible to passersby.

With some desks, people might feel like their screens are being constantly observed, which can be stressful and affect work performance.

Phone calls and discussions can be overheard by nearby colleagues which makes it difficult to have private conversations.

If a colleague is on constant calls, it can be very off-putting for people nearby.

We'd recommend having dedicated areas throughout the office to address these concerns and have soundproof booths for confidential calls and work.

Is hot-desking right for your organisation?

Factors to consider

Hot-desking works well for teams with varied schedules or frequent remote work.

Consider the nature of your business operations. Companies with client-facing roles or those handling sensitive information might run into more challenges with hot-desking.

It's one thing wanting to implement hot-desking but you need to make sure your office space and layout can accommodate it.

If your space is made up of lots of boxed-off offices, with no open area for multiple desks, hot-desking won't work. You need an open space, with areas for soundproof booths and desks for your team to use.

Look at your employees' current work patterns and preferences. Some staff might need a dedicated desk to complete their job requirements.

We'd recommend doing a trial initially before gathering feedback and implementing it fully.

Evaluating your workplace needs

Look at how your office space is currently being utilised. Track desk occupancy, and meeting and conference room usage to work out the utilisation rates.

This will help you to identify inefficiencies in your spaces. We'd recommend surveying your team as well to understand their preferences and pain points with your current setup.

Your technology infrastructure also needs to be able to support hot-desking.

Ensure you have full Wi-Fi coverage, cloud-based systems and adequate power outlets throughout the office. As we've mentioned, look at booking software for meeting rooms and booths.

For hot-desking to be successful, you should have quiet areas and collaboration spaces.

Evaluate your office and plan where you could put these. Factor in storage for personal items and work equipment as well.

Consider the health and safety aspects, including ergonomics and hygiene protocols to make sure you're complying with the latest workplace regulations.

How to implement hot-desking effectively

Establish clear policies

Create a comprehensive hot-desking policy that outlines rules and expectations. Include guidelines for desk reservations, time limits and clean desk practices.

Address noise levels and communication etiquette in shared spaces and implement a fair system for resolving conflicts or disputes over desk assignments.

Make sure to communicate the policy to all employees.

Regularly review and update the policy based on feedback and changing needs.

Consider incorporating flexitime or staggered hours to prevent rush hour congestion at desks. Have clearly defined consequences for policy violations to maintain order and fairness.

Invest in desk booking software

Choose user-friendly desk booking software with features like real-time availability, mobile accessibility and integration with calendar systems. Implement a solution that allows employees to reserve desks in quiet areas and soundproof booths in advance or on the spot.

The system should have check-in and check-out functionality to track actual usage.

Provide essential amenities

Equip hot-desking areas with adjustable chairs and desks to accommodate various ergonomic needs.

Install sufficient power outlets and USB charging ports at each workstation.

Set up lockers or secure storage spaces for personal belongings. Include communal areas with comfortable seating for informal meetings and breaks.

Have easy access to printers, scanners and other necessary office equipment that your team might need. This includes being stocked up on office supplies and stationery.

Ensure proper cleaning protocols

In your policy, outline the cleaning protocols for each desk.

This should include disinfecting desks after use, clearing all glasses, cups and rubbish and putting back any equipment that was used.

There should be air purifiers around the office as well as disinfectant wipes.

When these are followed, it can actually lead to an overall tidier workplace as employees are required to tidy up after themselves, instead of leaving their desks a mess at the end of the day.

Conclusion

Hot-desking switches up the traditional office space while boosting collaboration and saving the company money.

While it does have its challenges it also brings a whole host of benefits when implemented thoughtfully.

By carefully considering your organisation's needs, culture and infrastructure you can decide if hot-desking would work for you.

If you decide to adopt this system, clear policies, solid technology and attention to employee well-being will ensure its success.

With proper planning and execution, hot-desking can transform your traditional workplace and give it the refresh it needs.