Hot Desking: How do flexible workspaces without assigned desks work?

Hot Desking has become a increasingly common practice among hybrid employees. (Representational)

Hot desking has emerged as a solution that caters to the changing needs of businesses and employees alike in an era where flexibility and cost-efficiency dominate workplace trends. A concept once limited to freelancers and start-ups, hot desking is now embraced by corporate giants and remote-friendly companies worldwide. But what exactly is hot desking, and how does it work?

What is Hot Desking?

Hot desking, also known as ‘hoteling’, is a flexible workspace system where employees do not have assigned desks. Instead, they use available desks or workstations on a first-come, first-served basis. This approach contrasts with traditional office setups, where employees are assigned specific desks or cubicles. Hot desking is designed to optimise space, reduce real estate costs, and adapt to a workforce that increasingly values remote and hybrid working models.

How Does Hot Desking Work?

Hot desking mainly revolves around shared spaces and efficient resource management.

1. Booking Systems: Many companies implement desk booking software that allows employees to reserve a spot before arriving at the office. This system helps prevent overcrowding and ensures everyone has a place to work.

2. First-Come, First-Served: In other cases, desks may be available on a first-come, first-served basis. Employees can choose any available desk when they arrive and are expected to clear it at the end of the day, leaving it ready for the next user.

3. Rotational Use: Some companies may assign desks based on teams or project groups, rotating workstations depending on the schedule. This ensures that space is efficiently utilised, even when some employees are working remotely or off-site.

4. Shared Resources: Common areas such as conference rooms, phone booths, and quiet zones are shared by all employees, further reducing the need for dedicated workstations.

5. Minimal Personalisation: Because the desks are not assigned, personalisation is discouraged. Employees typically bring only what they need for the day and store personal items in lockers or designated storage areas.

Why is Hot Desking Gaining Popularity?

Hot desking has gained momentum as businesses seek to cut overhead costs and offer employees greater flexibility. As more companies adopt hybrid work models, where employees split their time between home and the office, maintaining workspaces for every employee becomes unnecessary. Hot desking allows companies to downsize their office space and accommodate a fluctuating number of in-office workers.

Moreover, hot desking promotes a more collaborative environment. With no fixed seating arrangements, employees are encouraged to interact with different colleagues daily, fostering innovation and cross-team communication.

Potential Drawbacks

While hot desking has its advantages, it isn’t without challenges. The lack of personalisation and the daily scramble for a desk can be frustrating for some employees. Additionally, hygiene concerns have become more prominent post-pandemic, with shared workspaces requiring strict cleaning protocols to maintain safety.