The advantages and disadvantages of hot desking

There was a time when you could tell a lot about your work colleagues from the state of their desks. Some were pristine, while others would be crammed with trinkets and novelty ornaments. The office desk used to be as individual as a person’s dress sense, but since the 2020 pandemic when working from home became a norm, assigned desks have given way to hot desking, a system where desks are occupied on a first come, first served basis.

This means that desk space must be cleared at the end of the working day to make it available for the next occupant. In today’s work climate, this makes sense, as a study showed that up to 40% of desks in a traditional workspace are empty on any given day.

The term hot desking is thought to come from the phrase ‘hot racking’, a US Navy phrase referring to sailors who would use the same bunk beds during different shifts.

A survey by Accenture showed that 83% of people prefer a hybrid work model which suggests that it’s a trend that is here to stay.

How does hot desking work?

With a hot-desking set-up, staff members don’t have a designated desk. They must either book a workstation in advance or find a free spot on arrival at the office. The system works best when desks are bookable in advance online.

Hot desking is often implemented in organisations that support flexible working, including hybrid working environments where employees are only required to be in the office on certain days. This approach allows businesses to optimise office space, ensuring it is used efficiently. However, it also requires careful management to ensure that employees can find suitable workstations when needed.

While hot desking has many benefits, it also comes with a set of challenges. Here, we’ll look at the advantages and disadvantages of hot desking.

The Advantages of Hot Desking

Hot desking offers the following benefits –

Money saving

Saving on costs is one of the key benefits of hot desking as it means fewer desks are required, therefore taking up less space, which can give significant savings by reducing rental, building, and utility costs. In cities like London, where office space comes at a premium, hot desking can lead to substantial cost savings. Businesses can reallocate these savings towards technology upgrades, employee benefits, or training programs to enhance overall productivity.

Encourages collaboration

A hot desking office enables people from various departments to sit together, supporting spontaneous interactions and the exchange of ideas. This can lead to increased collaboration and innovation, as individuals engage with colleagues they might not usually encounter in a traditional office layout. It encourages employees to think outside the box, fostering a more creative and problem-solving culture.

Flexibility and mobility

For businesses with a high number of staff members who work from home for several days a week or have variable schedules, hot desking offers the opportunity to accommodate various work patterns. It allows workers to choose a workstation that suits their tasks for the day, giving them autonomy, which can lead to increased productivity and job satisfaction. Employees who need quiet spaces for deep focus can select designated quiet zones, while those who thrive in dynamic settings can choose open-plan areas.

Equality and inclusivity

When assigned seating is eliminated, hot desking can foster a less hierarchical office culture. This works especially well in open-plan workspaces. It gives staff a feeling of inclusivity and encourages a more collaborative office culture and a shared purpose. Senior managers and junior employees share the same space, leading to more open communication and a sense of unity across different levels of the organisation.

Cleaner work environment

A clear desk policy is essential to a hot desking policy, and this means that workspaces remain free of personal clutter. This makes them easier to clean and less of a distraction. The reduction of clutter also creates a more professional-looking office environment, contributing to a positive impression for clients and visitors.

The disadvantages of hot desking

Here are some of the disadvantages of hot desking –

No personalisation

Without a dedicated desk, employees may miss the comfort of adorning their workspace with personal items, and this might give rise to feelings of detachment or dent morale for some staff members. Personal items can help create a sense of familiarity and stability, which is important for mental well-being and productivity.

Potential for disruption

The constant movement that is a byproduct of hot desking workspaces can lead to increased noise levels and distractions, potentially affecting concentration and reducing productivity. Staff might find it challenging to focus without a designated desk and the idea of never knowing which of their colleagues they’ll be sitting with. We are creatures of habit, and people get used to the idea of occupying a certain spot.

Desk availability

In some hot desking scenarios, staff may find it hard to find available desks, especially if they’re not bookable in advance via an app. This is likely to be a problem during peak hours, and the uncertainty may cause stress and waste time. Employees who arrive later in the day may struggle to find a suitable workspace, which can lead to frustration.

Team bonding issues

Without assigned desks, staff may find it difficult to locate team members, leading to potential communication barriers and feelings of isolation. This can impact teamwork and the success of collaborative projects. If team members are frequently seated apart, it may reduce the sense of cohesion and shared purpose within teams.

Hygiene concerns

Sharing desks means sharing equipment such as a keyboard and surfaces, which can raise worries about hygiene and the spread of germs. If there aren’t strict cleaning protocols in place, hot desking can become a source of viral transmission and may cause anxiety among staff members who are particularly vulnerable to infection.

Hot Desking Best Practices

To mitigate the difficulties associated with hot desking, the following strategies should be considered:

Create a Desk Booking System

A desk booking system allows employees to reserve desks in advance, ensuring they have a designated place when needed. This reduces the uncertainty and stress of finding an available desk when they arrive in the office. Deloitte’s Amsterdam office building, known as The Edge, has developed a system whereby employees tap their work schedule into an app which picks the best desk to suit their tasks. Online booking systems also allow organisations to track desk usage and monitor and analyse trends.

Set clear guidelines

Clear guidelines for hot desking can help manage expectations and foster a respectful shared environment. Policies should cover all aspects of hot desking, such as tidiness, booking procedures, and rules for handling personal belongings.

Provide storage solutions

If staff can’t store personal items at desks, offer them alternative storage. This can make them feel more at home in a hot desking environment. Consider lockers or personal storage units. Because most people work in a paperless environment, storage needs are not as great as they once were.

Provide excellent IT support

Reliable and easily accessed IT support is vital in a hot-desking workspace, as employees must connect their devices to different workstations each day. Ensuring easy access to necessary software, networks, and equipment can prevent technical issues that may hinder productivity.

Create a culture of flexibility

Create a workplace culture that fosters flexibility and inclusivity to help staff adapt to the hot desking setup. Providing support and addressing any concerns promptly can ease a transition and help promote acceptance of the new model. Because no two employees are the same, it pays for any hot desking model to offer a range of work settings to suit varying needs, for example, one person might be involved in intensive research while another might be on back-to-back calls and will require a space where they’re unlikely to disturb others.

Shared tables

Some organisations have ditched individual desks in favour of larger, shared tables of the type you often see in co-working spaces. Shared tables are an ideal setting for teamwork and they encourage collaboration. However, noise control is an important consideration when adopting this model. Sound masking partitions, noise-reducing materials and foam barriers can help.

Treadmill and standing desks

Researchers have demonstrated that sitting down for too long isn’t healthy and the good news is that standing meetings and desks are on the rise along with treadmill desks, which means you can go for a walk while you’re checking emails. There is a trend towards installing height-adjustable desks to add versatility to a workspace.

Conclusion

Hot desking offers a range of benefits, including significant cost savings, improved collaboration, and increased flexibility. However, it also presents challenges such as a lack of personalisation, possible disruptions, and difficulties in team cohesion. By carefully considering these advantages and disadvantages and implementing best practices, businesses can determine whether hot desking is right for their organisation. In the evolving landscape of UK workplaces, it represents a significant shift towards more dynamic and adaptable work environments. While it may not suit every organisation, with the right approach, it can provide a practical and cost-effective solution for many businesses navigating the modern world of work.