What Is Hot Desking: A Comprehensive Guide
Hot desking sounds a bit like a game or even something a bit risqué if you're really letting your imagination go wild. The origins of the term, however, trace back to a Navy idiom.
At any given time on a ship, someone has to be working. To use space more efficiently, sleeping quarters are shared, with sailors trading off a bunk as one went on duty and the other's shift ended. This was called "hot racking" as the rack mounted bunks would always remain hot from the last person who used it.
But enough with the history lesson, let's take a deeper look at an important trend for hybrid working arrangements and its impact on office culture.
What Is Hot Desking?
Hot desking, also known as desk sharing or flexible working, is a workspace arrangement where employees do not have assigned desks or workstations. Instead, they can choose any available desk or workspace on a first-come, first-served basis.
Modern hot desking relies on office space management tools to track and assign workspace availability, as well as collect metrics on space and resource usage.
The concept originated as a way to optimize office space and promote collaboration. As return to office and hybrid working schedules have become the norm, organizations are reducing office sizes and moving away from permanent desks to hot desking.
Now, bear with me here, because the terminology is about to become a bit confusing and a bit repetitive.
Hot desking vs free addressing
Typically, hot desking is done on a first come, first serve basis, but this process can also be altered using a hot desk booking software, a smart decision as you'll come to see. The term is often used as a synonym for free addressing, which is a bit inaccurate.
By eliminating fixed seating arrangements, hot desking aims to break down hierarchical barriers and foster a sense of equality among coworkers. Free addressing is quite similar in that it also eliminates assigned or fixed seating, but workers can monitor desk occupancy in real time courtesy of desk sensors connected to the Internet of Things and an office space management system.
Either set up promotes cross-team interactions, knowledge sharing, and innovation through spontaneous conversations and idea exchanges. This can be especially important when nurturing a hybrid workplace culture.
Hot desking vs hoteling
The difference between hoteling and hot-desking is the way employees can access desks in a workspace. Hot desking gives employees access to desks on a first-come-first-serve basis, while hoteling requires employees to reserve desks in advance. Sound familiar?
Hot desking and office hoteling also share some similarities. For instance, neither of them involves assigned seating common to a traditional workspace, and both rely on desk availability, so seating isn't guaranteed.
The philosophy behind hot desking
Hot desking as a philosophy encourages employees to use shared spaces, which fosters a culture of cleanliness and accountability.
Since no one "owns" a particular desk, employees are more likely to leave their workstations tidy at the end of the day, knowing someone else will use it next. In a post pandemic landscape, a culture of accountability is needed to ensure that this everyone is looking out for one another.
This practice reduces clutter and promotes regular cleaning, creating a safer workspace for everyone. Shared spaces are often equipped with sanitizing stations and cleaning supplies, further supporting hygiene in the office.
Think about how you might use a meeting room booking system for conference rooms and shared spaces. That's similar to how hot desking works—shared office resources are offered up first-come-first-serve.
The Advantages And Disadvantages Of Hot Desking
Advantages of hot desking
Organizations choose to implement hot desking for several reasons:
Optimized space utilization
Hot desking allows for more efficient use of office space by sharing desks among employees. This is especially the case for hybrid workforces in which employees are in the office on an ad hoc basis.
Cost savings
By reducing the need for individual workstations, hot desking can lead to reduced real estate costs for businesses.
An interesting data model for how much you might be able to save using a variety of different office designs comes in the form of CBRE's Math Behind the Hybrid Workplace report, which estimates that companies who go hybrid and rethink their spaces will experience between 10%-50% on space savings.
Flexibility and autonomy
Employees have the freedom to choose their workspace based on their needs and preferences, promoting flexibility and autonomy. There is no need for advanced booking, meaning they can even be flexible in their planning.
Enhanced collaboration
Unlike a neighborhood desk arrangement, where assigned seats are done away with, but specific teams are grouped together so people within the same business function still share a space, hot desking encourages interaction among employees from different teams and departments, fostering collaboration and knowledge sharing.
Increased creativity and productivity
Varying work environments can stimulate creativity and productivity among employees. Hot desking, however, still places employees in certain areas, whereas something like activity based working leads employees to find the right environment for the work they're doing at any given time.
"Thing about activity based design is it's all about choice and freedom," said Rebecca Swanner, Workplace Design Leader at HED on a recent episode of the People Managing People podcast. "Giving people freedom, whether it's freedom what days you come in or how much you come in or what spaces in the office you use when you are in, it's really a free benefit that you can give people that people really value.
"There's a lot of power when you give someone the option or you give them the power to decide how they can do their best work. So activity based design is really making sure that your space is not designed with just one type of work area."
Listen to the full episode while you read:
Promotion of sustainability
Sharing desks promotes a more sustainable approach to office design and resource allocation, thus reducing the organization's carbon footprint and at least coming closer to meeting some of those ESG goals that are often promised and go unfulfilled.
Ability to combine seating philosophies
Because it happens on a first come, first serve basis, hot desking can combine with other office space management philosophies, such as agile workspaces, which provide a variety of multipurpose shared spaces that allow employees to move around the office freely.
Potential Drawbacks of Hot Desking
While hot desking has numerous benefits, it’s always smart to consider potential drawbacks of an approach like this. Here are some to keep in mind.
- Difficulty in finding available space: During peak hours, workers may find it challenging to locate available desks, leading to frustration and decreased productivity.
- Loss of team cohesion: Constantly changing workspaces can hinder team cohesion and communication as employees may not always be in close proximity to their team members.
- Hygiene concerns: Shared desks may increase the risk of spreading germs and illnesses if proper cleaning protocols are not consistently followed.
- Security risks: Hot desking can pose security risks if confidential information is left exposed on shared desks or if unauthorized individuals gain access to sensitive areas.
- Management of personal belongings: Once upon a time, you'd show up to work, lock your personal items in your desk and go about your day. With hot desking, it's unlikely employees will be able to do that, requiring you to provide some kind of locker/storage system.
- Potential for distractions: Working in an open and shared environment may lead to more distractions, impacting concentration and focus. Make sure there are quiet zones available for booking to ease these concerns.
How To Implement Hot Desking In Your Organization
Transitioning to a hot desking model requires careful office space planning and communication. Here are some steps to follow:
- Evaluate and analyze your current office space utilization to identify areas where hot desking can be implemented.
- Provide training and support to employees on how to navigate the new workspace arrangement and use the office technology tools available.
- Communicate the reasons behind the change and the benefits that employees can expect from hot desking.
- Consider implementing new office tech such as a hot desk booking system or office management software to enable workers to check availability and reserve workspaces in advance. These systems may come with a mobile app that offers real time seating maps so that employees can find space and desk utilization remains high.
- Regularly gather employee feedback and make adjustments to address any concerns or challenges that arise.
Overcoming challenges in hot desking implementation
Implementing hot desking can pose certain challenges, but with careful planning and strategic solutions, they can be effectively managed. Some examples include:
Resistance to change
Employees may initially resist the change due to concerns about losing their personal space. Regular communication, training, and addressing their concerns openly can help alleviate this resistance. Providing an explanation of the benefits, such as increased flexibility and collaboration, can help ease the transition.
Additionally, offering options for personalization, like lockers for personal belongings, can help employees feel more comfortable with the new setup.
Ensuring fairness and availability
Establishing clear guidelines and policies is will ensure fair desk allocation and prevent employees from monopolizing desirable workspaces.
Implementing a desk booking system can help manage availability, allowing employees to reserve desks in advance and reducing frustration caused by competition for spaces.
These systems often come with real-time updates on desk availability, making the process more transparent and efficient and eliminating a lot of HR complaints or service tickets.
Monitoring and managing noise levels
Open office environments can lead to increased noise levels, which can distract employees and affect productivity.
Introducing designated quiet zones, soundproof pods, or providing noise-canceling headphones can help employees focus.
Additionally, setting clear etiquette guidelines around noise levels in common areas can maintain a balance between collaboration and quiet workspaces.
Measuring success
One of the key tools in overcoming hot desking challenges is data analytics, which can help optimize office layout and ensure desks are used efficiently. Metrics such as presence data, space utilization, and occupancy rates provide valuable insights into how often desks are used, which areas are most popular, and how well the space is serving the workforce.
- Presence Data: This tracks when employees are physically in the office, allowing companies to identify peak usage times and make data-driven decisions about desk availability and capacity needs.
- Space Utilization: By measuring how often workstations, meeting rooms, and common areas are used, companies can optimize their layout, potentially reducing unused spaces and reallocating resources to areas that see higher demand.
- Occupancy: Monitoring occupancy levels helps maintain balance in shared spaces, ensuring that no area becomes too crowded while others remain underused. This insight can inform decisions on where to place quiet zones or collaborative spaces based on actual employee movement and desk usage.
Guidelines for good hot desking etiquette
To ensure a harmonious and productive hot desking environment, it's up to you as an HR leader to establish clear etiquette guidelines.
These guidelines help foster respect and maintain an efficient, comfortable workspace for everyone. Key etiquette principles include:
- Respecting Personal Space and Belongings: Even though desks are shared, it's important to respect the personal space of colleagues. Avoid encroaching on others' workstations or using their personal items without permission.
- Cleaning Up After Use: Always leave the workspace tidy and ready for the next user. Wipe down surfaces, return shared equipment to its proper place, and clear away any personal or work-related clutter. A clean desk ensures a pleasant experience for the next person and promotes overall workplace hygiene.
- Maintaining an Appropriate Noise Level: Be mindful of noise, especially in open-plan offices. Keep conversations at a reasonable volume, use headphones for audio, and move to designated areas for phone calls or group discussions. This helps maintain a focused and peaceful environment for everyone.
- Being Mindful of Others' Preferences and Needs: Hot desking requires consideration for colleagues with different working styles. Respect preferences for quiet, and accommodate team members who may need specific tools or setups for their tasks.
- Workplace Personalization Tips: While hot desking may limit long-term desk personalization, employees can still bring a personal touch to their workspace for the day. Encourage workers to bring small items, such as a favorite mug, notebook, or even a small plant, to add a sense of familiarity.
- Make the most of common spaces: Shared bulletin boards can be a great space for team members to post inspiring quotes, updates, or fun photos, helping create a more engaging and personalized office environment.
Creating Offices Of The Future
The shift to remote and hybrid working has led many organizations to reduce office space and redesign their workplaces to make better use of space and hopefully foster greater collaboration while accommodating specific activities.
Hot desking is going to continue to play an important role by optimizing the use of office space and promoting a culture of fluidity and teamwork.
If you're not already shopping around for a space management solution, this is a good time to start. These tools are what will allow your people to make hybrid working the model that the 71% of U.S. employers hoped it could be when they adopted it.
Scenario planning features also allow organizations to experiment with different workspace layouts, ensuring that office designs are adaptable and can evolve with changing work patterns.
The future office relies on such technology to maintain efficiency and meet the needs of a dynamic workforce.
For more, check out our podcast on Dynamic Office Spaces For A Modern Workforce.
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