Hot Desking - the Solution for Small Offices and Hybrid Work

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Many employees have a fixed workplace in the office, where they have their own coffee cup and pictures of the family. Others prefer to work from home and only spend special days in the office, they don't need to have their fixed seating place and like to switch it too. Hot Desking is the interface between organizational design, information technology, and architecture, which can be combined to create new spatial solutions for various workplaces.

A room is a central corporate resource that should be used in a targeted manner. Promoting creativity and spatial design, reducing costs, and improving the quality of work processes. Co-working spaces have strengthened the trend towards flexible workplaces. These offices are shared across several companies, which leads to an exchange of ideas, networking, and visibility of the company's strengths.

1. What is hot desking?

The definition of hot desking is an office organization system for office desks. Through the hot desking software, one desk is made available to several employees at different times. Every workstation is equipped with typical office materials, such as computers, office supplies, stationery, etc.The hot desking concept includes hybrid work, which means that employees have online access to all data, enabling them to work part-time from home or in the office.

Hot desking probably originates from the terms hot racking or hot bulking, as the shift working in the US Navy was called. The sailors took over the warmed beds of their successors after the end of their shifts. The principle of hot desking goes back to the end of the 1980s until the beginning of the 1990s. Initially, there was a lack of necessary technologies for communication, cooperation, or networks.

According to Erik Veldhoens' theory of activity-based working, the number of workstations in an open-plan office should be reduced and at the same time, the diversity of places should increase to encourage a wide range of different ways of working. If employees are mobile, fewer things can pile up. In addition, everyone is in closer contact with colleagues and new ideas can be developed.

2. Who is hot desking suitable for?

A hot desk app is suitable for companies with a mobile workforce or for employees who have different or shorter attendance times, such as remote workers. Flexible working hours can also be promoted through the hot desk software. Due to part-time work, home office, illness or holidays, a certain proportion of employees is always likely to be absent. Accordingly, some companies have decided to make fewer workplaces available. 

Calender on smartphone

3. How can hot desking be implemented into a company?

There are also numerous hot desk apps and tools that support the planning and booking of workstations. According to the employee's needs, a workstation in the office can be booked from home. As soon as the employee is done with working, the work space is available for the next person.

A requirement for hot desking is flexibility in the scheduling of working hours. Additionally, the possibility of alternative working models should already exist in the company, as a working hybrid system. 

To promote team cooperation, it is advisable to set up in the hot desk software additional rooms to give space for meetings and conversations. In this way, other colleagues are not disturbed.

For a personal atmosphere in the office, there should be additional space where the employees can leave individual items, even if it's only the favorite tea or a family picture.

4. What are the advantages of this workplace model?

One major advantage is that employees enjoy increased flexibility in their work arrangements. Also, desk sharing allows the company's space and resources to be used more efficiently. Depending on current needs, the workplace can be used, for instance teamwork activities to improve the contact of colleagues. 

On the other side, hot desking for companies can lead to cost savings and increased efficiency. As fewer workstations are used effectively, less space and therefore lower rent, heating costs, and fewer computers are needed. For instance, space savings can save up to 30% of the costs while having low hot desk app costs.

In the future it will be more important for employees to work flexibly as the trend of Hot Desk already reveals that employees want to switch places instead of always sitting on the same seat



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