One of the most innovative office design ideas in recent years is known as “hot desking.” No, this doesn’t involve desks mysteriously disappearing from one day to the next and showing up for sale on Craigslist. And for shivering employees who work in cold offices: sorry, this has nothing to do with temperature, either.
Rather, hot desking is when employees do not have assigned workstations or cubicles, and can therefore work anywhere they wish –– provided, of course, that space is available. As you might expect or have experienced, there are some pros and cons associated with this office design, and we highlight some of these below.
Hot desking has become an increasingly popular arrangement in offices around the world. The practice involves employees not having a permanent desk assigned to them. Instead they use whatever workstation is available when they come into the office.
As hybrid and remote work grows hot desking offers companies greater flexibility. But is scrapping permanent desks right for your business? In this article, we’ll weigh up the pros and cons so you can decide if hot desking is a good fit.
What is Hot Desking?
Hot desking refers to an approach where employees work from any available desk or workspace in an office, rather than having their own assigned workstation. It rose to prominence in the 1990s alongside open plan office spaces and has continued to grow in popularity.
The “hot” in hot desking refers to the fact desks are shared When a worker leaves a desk, it becomes newly available or “hot” for another employee to use. Desks are not booked in advance It’s first come, first served.
Hot desking is common in hybrid offices, where employees split time between the office and home. With fewer people in the office on any given day, it doesn’t make sense to allocate permanent desks. The flexibility of hot desking matches the flexibility of hybrid work.
The Pros of Hot Desking
There are several benefits that make hot desking an attractive option for many modern companies:
1. Saves Office Space
With hot desking, you can accommodate more employees with fewer desks. On any particular day, some staff will work from home, freeing up desks. This makes it an efficient use of expensive office space. Some estimates suggest hot desking can reduce space requirements by up to 30%.
2. Promotes Interaction Between Employees
Sitting with different people every day encourages interaction across teams and departments. This can spark creativity, collaboration, and innovation. Of course, this depends on company culture and job roles suiting occasional collaboration.
3. Creates an Egalitarian Office Culture
With no-fixed desks, there is less obvious hierarchy in terms of where people sit. Senior management sit and work alongside entry-level employees. This can create a flatter, more egalitarian culture.
4. Good for Remote Working
Providing flexibility for employees to work from home some days aligns well with hot desking. If employees aren’t guaranteed their own desk, working from home now and then gives variety.
5. Encourages a Clean Office
When desks are used by multiple people, employees tend to keep them clear of personal clutter. The office stays tidy when it’s not “your” desk. This also makes cleaning easier for facilities staff.
The Cons of Hot Desking
However, hot desking also comes with some potential drawbacks to weigh up:
1. Can Cause Disruption
With no fixed workstation, employees waste time locating and setting up at a free desk each morning. This causes disruption first thing as everyone tries to find a spot. It’s frustrating for staff and reduces productivity.
2. Hinders Organization
Departments, project teams, and reporting lines become less clear when sitting arrangements shuffle daily. Nearby teammates can collaborate more easily. Organization may suffer without structured seating.
3. Impacts Company Culture
Hot desking risks creating an “impersonal” office culture. Employees don’t make a workspace their own when desks change daily. This may negatively impact company culture and morale.
4. Increases Noise and Distractions
Open plan offices already suffer from noise and distractions. Hot desking amplifies this as workers sit near new people each day. Some employees struggle to concentrate in this environment.
5. Can Spread Germs
When desks are shared daily, germs spread more easily via shared equipment and furniture. Some employees understandably have hygiene concerns about hot desking.
Who Should Consider Hot Desking?
Hot desking won’t suit all companies, but these types of businesses could benefit:
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Flexible companies with a hybrid remote work policy – If employees split time between home and office, hot desking makes sense.
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Startups and small businesses – The flexibility helps smaller companies scale rapidly. As headcount grows, they can accommodate more workers without added desk space.
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Creative industries – Some studies show hot desking boosts idea sharing and creativity. It may work for marketing agencies or design firms.
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Sales teams – The increased interactions can energize outgoing sales teams who thrive on collaboration.
Tips for Making Hot Desking Work
If you implement a hot desking policy, these tips will help make the transition smooth:
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Gradually phase it in rather than overnight change. Let teams get used to increased mobility.
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Provide lockers for personal belongings since desks are shared. Workers need somewhere to store coats, bags, etc.
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Set ground rules about keeping desks tidy and not “claiming” spaces. Signage can reinforce etiquette.
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Survey employees regularly and address concerns. Be ready to tweak policies based on feedback.
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Consider desk booking technology so employees can reserve a space and see availability. This reduces morning disruption.
The Bottom Line
Hot desking clearly has benefits, especially for companies embracing flexible and remote work. However, the cons show it does not suit all corporate cultures. Successful hot desking depends on strong leadership, smart change management, and responding to employee feedback.
Hopefully weighing the pros and cons gives you a clearer perspective on whether now is the right time to trial hot desking at your organization.
Frequency of Entities:
hot desking: 23
employees: 9
desks: 8
office: 7
work: 7
hybrid: 4
remote: 4
collaboration: 3
culture: 3
disruption: 3
flexibility: 3
organization: 2
productivity: 2
space: 2
distractions: 2
interaction: 2
germs: 2
clean: 1
noise: 1
hygiene: 1
Disadvantages of Hot Desking
According to Gallup research, employees spend an average of 44 hours a week at work; and many exceed 50 and even 60 hours. Hot desking doesn’t allow employees to personalize their workspace with things like pictures, plants, certificates, and so on. This can lead to disengagement, absenteeism, and turnover.
Advantages of Hot Desking
Generally speaking, hot desking is more cost-effective than a conventional layout because businesses typically need less space than what they pay for. In some parts of the country, this can translate to thousands of dollars in savings per month. It can also encourage more efficient sharing of corporate resources (e.g. printers, scanners, shredders, etc.), which can further reduce capital and operational costs.
Cross-functional collaboration is a key priority for most businesses, but difficult to achieve. Hot desking encourages –– and in some cases, compels –– employees to interact and engage different people. Aside from the productivity and knowledge sharing benefits, this can enhance company culture.
Hot desking is also ideal for businesses that offer part-time remote working opportunities, as well as those that have a large roster of mobile team members (e.g. sales reps, technicians, investigators, etc.). Instead of having these folks try and find available space in the lunchroom, lobby, or sometimes even at a nearby coffee shop, they can find suitable workspace when they need it.
What Is Hot Desking? Hot Desking Definition | Mitel
What are the pros and cons of hot desking?
1. Suitable for Hybrid Offices 2. Encourages Collaboration 3. Cost-Effective and Space-Saving 4. Provides a Level Playing Field 5. Can Make the Office Tidier 5 Cons of Hot Desking 1. Potential for Disruption 2. Increased Workplace Distractions 3. Loss of Structure / Hierarchy 4. Can Hinder Sense of Belonging 5. Hygiene and Well-Being Issues
What are the pros and cons of hot-desking?
Depending on whether you’re an employer or employee – and your specific situation – hot-desking potentially offers both pluses and minuses. Here are some of the biggest pros and cons of this trend: Space efficiency. By not assigning desks to each employee, companies can maximize their office space. Collaboration.
Does hot desking work?
Hot desking may also not work if you have high staff turnover and frequent trainees in place. But it is worth remembering that hot desking does not have to be exclusively that model. You can adopt a hybrid model where some staff have their own personal space and rotate as hot deskers.
Is hot desking right for your workplace?
Or discover ViewSonic’s solutions for the workspace. Hybrid offices, where some employees work on-site and others work remotely, are becoming the next new thing, and hot desking is a popular practice in such workplaces. In many ways, this makes sense, as hot desking offers greater flexibility, amongst other advantages.
