13 December 2024

What is hot desking? If you’re dying to find out more about this new way of working and how it can benefit you as a remote worker or a business, read our guide now.

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What Is Hot Desking?

The traditional office model has changed drastically in recent years. Alongside remote working and hybrid working, you might have heard the term ‘hot desking’ being bandied about. If so, and you’ve been wondering what it is and why it’s a hot topic, then read on to decipher the actual hot desking meaning and the benefits of this modern way of working.

So, what is hot desking?

The dictionary definition of hot desking is: ‘the practice in an office of allocating desks to workers when they are required or on a rota system, rather than giving each worker their own desk.’

A more colloquial hot desking definition is an office where workers don’t have their own desk, but swap and change desks on a first come, first serve basis. The concept is increasingly popular in offices that prioritise flexibility and collaboration, and is often implemented by industries with dynamic work environments; for example, technology companies.

Hot desking is also used to describe a model of working for remote workers using coworking offices. Flexible and remote working means people can choose where and how they work. This can be as simple as working from home, but for many, finding a coworking office space with hot desks provides the benefits of an office, but with the freedom of remote working.

Who is hot desking for?

Hot desking in a coworking serviced office is for anyone who needs a flexible desk space to work from on days and at times that suit them. Some people choose to hire a dedicated desk on a longer term basis that guarantees they get the same desk every time, but hot desking means you don’t know which desk you’ll be working from. Businesses or individuals that typically use hot desking include:

• Freelancers and entrepreneurs who prefer to work in shared office spaces

• Employees travelling for work who need a desk for a short time

• Students doing online courses who need a place to study

• Companies with flexible work policies that allow staff to hot desk, as it can cost less than hiring a private office

• Start-ups and tech firms often embrace hot desking to foster creativity

The benefits of hot desking

1. Better use of space

For organisations that offer hybrid working models, there may be times when many desks sit unused. With hot desking, businesses have fewer desks than employees, but can rotate when staff come into the office so there is no wasted desk space. Companies with private offices in coworking spaces can make use of the hot desks in communal areas on those occasions when multiple staff members are in at the same time and extra space is needed.

2. Collaboration

Hot desking can be brilliant for encouraging employees to interact with other departments or teams. When you work at a different desk every time, you get to spend time with a variety of different people.

This extends to anyone who uses a hot desk in a coworking serviced office. You’ll naturally meet new people, which brings with it new opportunities and an easy way to grow connections. At Colony, our members are invited to regular social events so they can become an integral part of our community and develop themselves and their career among like-minded individuals.

3. Flexibility and freedom

Perhaps one of the biggest benefits of hot desking is the flexibility it offers. Remote workers especially can choose where they want to work and fit their hours around their schedule. Colony locations are open 24 hours a day, offering complete control over your working pattern. You can also make use of phone booths or quiet corners when you need some extra privacy. Having the freedom to work when and how you want leads to better job satisfaction and an improved work-life balance.

4. Reduced overheads

For businesses, hot desking can significantly lower operational costs. For businesses renting private office space in a serviced office, hot desking means fewer desks and less office furniture is needed, so organisations can choose a smaller office space at a lower rate. For start-ups or small teams, hot desking is a great first step towards working in an office environment without the commitment of a lease or rental agreement. At Colony, you can hire hot desks for multiple team members to use, so you have the opportunity to get together in an office environment as and when you need to.

5. Organisation

Not having a permanent desk can be one of the overlooked advantages of hot desking. When you’re using shared desk space, you can’t leave things lying around and are far more likely to keep track of chargers, stationery and important documents.

Challenges of hot desking

We couldn’t write a guide to hot desking without being transparent about some of the perceived drawbacks. While there are many advantages of hot desking, there are some potential challenges:

• Lack of personalisation - Some people like to have a desk that they can personalise with photos or a motivational coffee cup. You can, of course, have these items in your work bag and put them out on your hot desk for the day - they might even lead to a conversation with other communal workers

• Booking conflicts - With hot desking, there’s a first-come, first-served approach, so you may not get the desk you want or, in a coworking office, there might not be any desks left at all. While the second scenario is unlikely, Colony users can work from any of our locations, so even if your first choice is fully booked, there are several other offices to choose from

• Less teamwork - Teams might not get together in-person as often if they are working at different times. However, this is an opportunity to promote work events or regular team meetings, where the focus is on teamwork and time together is spent productively

How to get the most from hot desking

1. Plan ahead

Make sure to book your hot desk spot in advance and turn up with plenty of time to spare so you can find a desk space you like. If you know certain times of day are less busy, you can plan to work then as you’re more likely to get the desk you want.

2. Stay organised

Keep a bag or case with your essentials ready to go, having your laptop, headphones, and mouse in one place keeps you ready to set up anywhere. Equally, when you leave, clear the desk for the next user and return it to a neutral state.

3. Make yourself at home

You can temporarily personalise your space if you want to feel a bit more comfortable. Small objects, such as a photo or your own mug can easily fit into your bag and be easy to pack away. You can also adjust the workspace, for example adapting the chair, monitor, or lighting if possible.

4. Embrace technology

There’s a wealth of digital platforms available now to make hot desking easier. Use cloud storage for easy access to documents from any location, as well as other tools like video conferencing to stay productive. It also helps to find out who in the building to contact for connectivity or equipment issues.

5. Respect shared spaces

You’ll be working amongst other professionals, many of whom you may not know. Be mindful of others by following cleanliness policies and wiping down any shared equipment like keyboards or desks. Keep conversations quiet and use headphones or go to a phone booth for calls or media and never overstay your booking or occupy reserved spaces.

6. Get social

One of the great benefits of hot desking is the social opportunities it brings. Take the chance to network naturally and meet new colleagues or connections. At the same time, you should also respect boundaries and be aware of others’ if they need to focus.

7. Be flexible

If your approach to hot desking is to use it as an ad-hoc solution, then you’ll need to be flexible. Have a backup plan and a list of alternative spots in case your preferred area or managed office is unavailable. Hot desking thrives on adaptability so stay open to new spaces and faces.

Hot desking with Colony

So, is hot desking a good or a bad thing? We think it’s marvellous, giving workers the freedom to choose their own working pattern and mingle with a range of other people and teams. It can help to reduce overheads for employers and focus minds on the task in hand.

Workers wishing to hot desk with Colony can arrange for a single day pass when required, or make the most of a regular membership that gives you access whenever you need it. Businesses can also speak to us about hot desk options for several team members or renting a private office that comes with access to communal and floating desk areas. Contact Colony now to get started.