What is hot desking & how can it boost workplace productivity?

As the name suggests, this is a flexible workspace arrangement where employees share desks instead of everybody having their own. This is one of the modern workplace trends that forward-looking organisations have implemented to stay ahead of the talent crunch and ensure efficient resource utilisation.

Different types of hot desking setups

• Traditional hot desking: This setup allows employees to select any available desk in a shared workspace. Traditional hot desking is suitable for dynamic teams and hybrid work environments.
• Zoned hot desking: Working spaces are divided into specific zones; for instance, you can have quiet zones for focused work and communal areas for group projects. The main goal is often to balance privacy and collaboration, which makes this setup ideal for large offices that house diverse teams with varied needs.
• Coworking hot desking: Unlike the two setups above, this type is mainly found in coworking hubs. It allows freelancers, startups, and remote workers to rent desks daily, weekly, or monthly. These spaces typically have professional facilities like high-speed internet, meeting rooms, and networking events, which offer a resourceful environment for independent professionals and small businesses.

These three hot desking setups redefine the workspace by prioritising office productivity, adaptability, comfort, and efficiency.

Why companies are embracing hot desking

As many businesses navigate post-pandemic challenges and evolving work dynamics, hot desking has become one of the indispensable tools.

Below are a few reasons to consider hot desking:

Cost-savings

With office rents skyrocketing, hot desking offers cost-saving office solutions by significantly reducing the need for large office spaces. Companies can adopt a smaller and more efficient footprint, which cuts down on rent, utilities, and maintenance expenses.

Most shared workspaces also include internet and utilities, which can be bundled into a single affordable fee. You can then reinvest these collective savings in growth/ technology or employee benefits.

Enhanced team collaboration

Hot desking eliminates fixed seating, which means employees naturally interact with colleagues from different teams. This sparks innovation and idea-sharing. Even so, caution has to be exercised since open seating can sometimes disrupt productivity if employees struggle with noise or constant disruption.

To address this challenge, businesses must establish clear zoning strategies, with specific areas designated for quiet work and others for active collaboration. If managed effectively, hot desking fosters dynamic teamwork and ensures that individual and business productivity is not compromised.

Better utilisation of office space

Hot desking addresses the inefficiency of underutilised office spaces by transforming every desk into a shared resource. Any business with hybrid or remote workers benefits the most since fewer desks are needed to accommodate fluctuating attendance.

This helps reduce waste and also allows for flexible layouts that adapt to changing team needs. You can improve the effectiveness of this workspace arrangement by integrating desk booking systems to prevent overcrowding and align workspace design with employee preferences.

As many companies embrace hot desks, it is important to understand how you can adopt it and its impact on workplace productivity. Here are a few reasons you should consider it:

Employees feel more empowered, and mobile

Hot desking offers employees the freedom to choose where they work, whether a quiet zone for concentration or a collaborative area for brainstorming. This autonomy increases engagement and satisfaction as individuals feel more in control of their work environment.

It encourages collaboration among departments

One of the benefits of hot desking is that it breaks down physical barriers, which encourages team members from different departments to interact and share ideas. These spontaneous collaborations can lead to innovative solutions and stronger interdepartmental relationships.

Challenges with lack of personal space

In the absence of dedicated desks, hot desks may cause discomfort for some employees. This is especially true for those who value personal space in office setup.

A solution to this problem is to have dedicated spaces and desks for deep work and separate ones for collaborative work.

Psychological impacts: stress or freedom of choice?

A well-implemented hot desking system reduces stress by offering flexibility, but poorly managed setups can overwhelm employees. Companies can fix workplace psychology issues by providing clear guidelines and fostering a culture that values individual preferences.

Not sure what office type fit your need? Check this out: Serviced vs managed vs leased offices: which one suits your business best?

Whether or not you should get hot desks for your office comes down to your specific office needs. These are a few things you need to consider:

Assess the size and nature of your workforce

Do you have a mix of remote, hybrid, or in-office staff? If your workforce is this diverse, you may consider hot desking for a change.

Analyse desk usage and space efficiency

The fact that your workforce is diverse doesn’t necessarily mean you should implement hot desking. First, check for some underused desks, which could indicate a need to optimise the current layouts.

Align with company culture

Another question to consider is whether your culture supports flexibility and adaptability. If yes, hot desking can thrive in your office.

Industry suitability

While hot desks are a key trend to watch, they are definitely not for everyone. Some companies will benefit from them, and others not that much. So, always check if your company or business really needs them before making plans to implement them.

Adopting hot desking

For most organisations, moving away from the traditional office layout may seem like a lot of work. And it is, but it is a worthwhile investment if it suits your industry. Here are the steps you can follow:

• Set clear policies: Define rules for desk usage to ensure smooth operations.
• Invest in desk booking software: use desk reservation software to streamline desk usage and avoid confusion amongst your employees.
• Design welcoming spaces: Add comfortable and ergonomic furniture to the office space.
• Provide storage solutions: Use lockers and storage units to ensure employees have secure areas to keep their items.
• Prioritise health and hygiene: Put measures in place to ensure the workplace is tidy and conducive.

Key takeaways

• Hot desking improves office productivity and boosts collaboration.
• This is a cost-effective solution, perfect for flexible workspaces.
• The success of hot desking depends on proper implementation and employee comfort.