18 February 2025

Discover the top benefits of hot desking for employers, employees and remote workers, plus advice on how to hot desk and make the most of your working day.

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6 Benefits Of Hot Desking

You might already be aware of the benefits of hot desking, or maybe you’re new to it and wondering ‘why hot desk’? With companies embracing flexible work models and employees striving for the perfect work-life balance, it’s no surprise that the traditional office set-up is a thing of the past. According to research from Statista, around 40% of UK employees either work from home exclusively or adopt a hybrid working pattern, working from both home and the office.

Hot desking has become popular both for employers adapting to new working practices, and hybrid or self-employed workers choosing when and how they work. This guide will look at the biggest advantages of hot desking with a few tips on how you can hot desk with ease.

What is hot desking?

Hot desking in its most basic form means sharing desks with other workers on rotation, as opposed to having a set desk each day. In today’s modern workplace, hot desking can be split into two categories:

1. Hot desking in a traditional office

For businesses with their own private office and a hybrid working model, hot desking means that employees come into the office on a rotating schedule and share desks. This allows companies to rent smaller office spaces, as they don’t need an individual desk for every employee.

2. Hot desking in a coworking space

Many remote or self-employed workers use coworking spaces as an alternative to WFH. Hot desking in these types of workplaces means people can rent a desk on an ad-hoc basis and gain access to professional, collaborative environments.

6 Benefits Of Hot Desking For Employers And Employees

There are many advantages of hot desking to the employer and to employees. Here are the 7 key benefits of hot desking:

1. Flexibility

Hot desking allows businesses to offer flexible working options for all of their employees, giving companies a competitive advantage when hiring staff. For example, Airbnb reported having 800,000 views on their career page following an announcement that their employees could work from anywhere.

In the office environment itself, employees aren’t tied to a specific desk and can choose where they sit each day. This flexibility improves job satisfaction as workers can adapt their workspace to their needs, choosing quiet zones for reflective tasks or busier areas when they need to bat ideas about.

2. Reduced costs

One of the significant advantages of hot desking is cost reduction. Companies can lease smaller office spaces by using desk space more efficiently. Rotating staff means fewer empty desks, plus lower rental costs and operational expenses. Some businesses might even do away with an office altogether and employ an entirely remote workforce. Colony has membership options for individuals or teams who want to hot desk regularly, so businesses can book banks of desks for their team when they need to get together.

3. Collaboration

Hot desking naturally encourages interaction across teams, which exposes staff to different ideas and ways of thinking.

For remote workers spending time in coworking spaces, it's much easier to network organically with other like-minded professionals sharing the space. They can also take advantage of any events being hosted, providing even more collaboration opportunities.

4. Agility

Businesses that have already adopted flexible working and hot desking are more likely to be able to adapt to any changes to their structure or potential emergency situations, like the COVID-19 pandemic. Having an agile system allows companies to respond to organisational shifts or unexpected events without the need for a complete office overhaul. This means businesses can remain competitive and resilient, making it one of the key advantages of hot desking to the employer.

Agility can also extend to employees or remote workers who’ll be better able to adapt to different work environments, while remaining focused and productive.

5. Productivity

Being able to decide where you work can have a big impact on how much you get done. For those days when the diary is full of meetings, having a quiet space to talk, and to collect your thoughts can make all the difference. Similarly, when you want to throw ideas around or need energising, you’ll be better off with a desk in the heart of the action.

The nature of hot desking also means that desks are free of clutter, further reducing distractions. When you can match the zone you want to work in with your tasks and your mood, you’ll feel more relaxed, satisfied and engaged, benefiting your productivity.

6. Work-life balance

Perhaps one of the biggest benefits of hot desking for staff is the ability to tailor their work patterns to fit their lifestyles. Whether managing parental duties or pursuing passions outside work, employees can shape their schedules to fit their lives, promoting a healthier work-life balance. Being able to manage work with personal responsibilities and hobbies simply makes life a lot easier.

Arguably, this is also one of the advantages of hot desking to the employer, as focused staff are productive staff and that’s always a good thing for your bottom line.

How to hot desk

It doesn't matter if you’re new to hot desking or a seasoned pro, there are some ways to make it easier to get set up and start your working day. Here are a few tips for effective hot desking:

1. Book ahead

Hot desking often works on a first-come, first-served basis. If you’re a remote worker, secure a desk in your favourite coworking location by booking in advance. At Colony, we also have dedicated desks where you’ll be assigned a specific desk to guarantee a space. For office workers, get in early if you have a favourite spot.

2. Be flexible

Even if you do have a preferred desk, always be open to moving around. Not only does this remove any stress from securing your usual spot, but it can also lead to unexpected chats with people you might otherwise not have met.

3. Stay organised

Only carrying essentials makes moving around hassle-free, so try to stick to the must-haves like a laptop and charger. All Colony serviced offices come with amenities like Wi-Fi, printing and fully stocked kitchens, so you’ve got everything you need for a productive day.

4. Streamline resources

Gone are the days of carrying multiple documents around. With cloud storage offering easy access to your documents from any desk, it’s easier to streamline your resources and start on your to-do list straight away. Make use of online productivity apps and drives to make hot desking a doddle.

5. Personalise your desk

Keeping your area clutter-free can stop you getting distracted, but a few small items, like a coffee mug or photo calendar, can make you feel a bit more chipper.

6. Enjoy breakout spaces

These are perfect for informal meetings or a change of scenery.

Whether you’re in an open-plan office or a coworking space, a little preparation goes a long way so you can enjoy the advantages of hot desking even more.

Hot Desking With Colony

Book a hot desking day pass in one of our floating desk areas to discover a meaningful, motivating and collaborative way to work. All Colony offices are equipped with everything you need for your working day and are full of other workers sharing space and ideas. We’re based in some of Manchester’s most sought-after locations, including the Northern Quarter and Ancoats, so you can enjoy all the benefits of hot desking by day and everything the city has to offer once your work is done.