Let's be honest: when employees hear the term "hot desking," they might picture a daily scramble for the one good desk with a window. The idea of losing a personal, dedicated space can be unsettling for many. But it doesn't have to be that way. A well-designed system can offer more flexibility and connection, not less. The key is to prioritize your team's experience from the very beginning. This article is your guide to creating a people-first hot desk setup that addresses common concerns, provides the right tools for success, and builds a flexible environment that your employees will actually appreciate.
How to Create a Hot Desk Setup That Actually Works
Hot desking can improve collaboration and office space utilization, especially in hybrid work environments.
- What it is: A flexible system where employees choose desks, optimizing office space.
- Benefits: Increases collaboration, boosts employee morale, and reduces real estate costs.
- Tips for success: Invest in desk booking software, create spaces for downtime, and listen to employee feedback.
- Software solutions: Platforms like Officely help manage bookings and provide valuable workspace analytics.
Hot desking has a lot of potential, but only if you do it right. It can help you create an office arrangement that works great for your people – and that is less expensive for you than traditional office setups.
This guide is here to help you cut through the noise and make hot desking work for your team. We’ll talk about how to set up smart systems that keep your employees happy, what the benefits of hot desking are, and how to build a flexible workspace that actually delivers.
The right hot desking tools make all the difference, so we’ll also explain how you can use software to provide a great hot desking experience to everyone at the office.
What Is Hot Desking, Anyway?
Hot desking is a flexible work arrangement where employees don't have assigned desks. Instead, they can choose any available spot when they come into the office. This can be either on a first come, first served basis, or they can reserve a desk in advance via desk booking software.
The main idea behind hot desking is to make better use of office space, especially in hybrid work setups where your people are working remotely at least a part of the time. A 2023 survey found that the global average office utilization is as low as 40% – so it’s easy to see that there’s plenty of room for optimization (pun intended).
It might also help encourage collaboration, because employees won’t be sitting next to the same coworkers each day.
On the other hand, some people do like having a dedicated desk (with their personal desk tchotchkes or guaranteed window views) so if you’re transitioning to hot desking for your office, you need to make sure you do it in a way that works well for your people – and that enables them to do their best work.
Find more on the ins and outs of hot desking in hybrid workplaces.
The Naval Origins of "Hot Racking"
The term "hot desking" might sound a little strange, but it has a practical origin. It comes from an old navy term, "hot racking," which described the practice of sailors on different shifts sharing the same bunk. Because space on a ship is extremely limited, one sailor would finish their shift and climb into a bunk that was still warm—or "hot"—from the person who just left for their shift. This system ensured that every bunk was used to its full potential around the clock. The modern office has adopted this concept to maximize space efficiency, allowing employees to use desks that would otherwise sit empty on their remote work days.
Hot Desking vs. Desk Sharing and Flexible Workspaces
You’ll often hear a few terms thrown around when discussing flexible office setups, and while they’re related, they aren’t exactly the same. Hot desking is when employees use any available desk for the day, either on a first-come, first-served basis or by booking one in advance. Desk sharing is a bit more structured, where a specific desk is shared between two or more designated people, often on different days. Then there’s desk hoteling, which is essentially a reservation-based system. Just like booking a hotel room, employees use a hot desk booking system to reserve a specific workspace ahead of time. Finally, "flexible workspace" is the umbrella term that covers all of these arrangements, plus other shared office resources like meeting rooms and common areas.
Hot Desking vs. Hoteling: What's the Difference?
Desk hoteling and hot desking are often mixed up, but they’re not quite the same thing.
Hoteling means that your employees reserve a specific desk, office, or meeting space ahead of time; think of it as booking a hotel room but booking a desk or workspace instead. Team members choose their spot, and it’s waiting for them when they arrive. This works great for people who prefer structure and like knowing exactly where they’ll sit.
Hot desking, on the other hand, is more about flexibility. While some setups allow you to reserve a specific desk, it’s often first-come, first-served; if the company is using a desk booking app, in practice this means that people can reserve a desk but not the exact desk they want.
In fact, when it comes to hot desking vs. hoteling software, these terms are often used interchangeably. Most platforms, like Officely, can accommodate both styles, so you can tailor the system to fit your team’s needs, whether you’re booking in advance or leaving it up to chance.
Why Companies Are Adopting Hot Desking
So, why is everyone suddenly talking about hot desking? It’s more than just a trend; it’s a direct response to how we work now. With hybrid models becoming the norm, offices often sit half-empty, which feels like a waste of space and money. Companies are looking for smarter, more flexible ways to use their real estate, and hot desking offers a practical solution. It allows businesses to adapt their physical footprint to match actual employee attendance, turning a static, underused office into a dynamic and efficient hub for collaboration.
Beyond just saving on rent, this model can completely change the office vibe for the better. When people aren't tied to the same desk every day, they're more likely to interact with colleagues from different teams, sparking new ideas and strengthening company culture. It gives employees the autonomy to choose a workspace that fits their task for the day—maybe a quiet corner for focused work or a collaborative zone for a team project. It’s about creating an environment that’s built for the work that needs to get done, not just for housing rows of desks.
Key Statistics on Hybrid Work and Office Usage
The numbers don't lie: the way we use offices has fundamentally changed. A 2023 survey revealed that global office utilization averages a mere 40%, meaning on any given day, more than half the desks in a typical office are empty. This isn't just an interesting statistic; it's a major financial drain for companies paying for space that nobody is using. This reality is pushing leaders to rethink traditional office layouts and find ways to optimize their space for the employees who are actually coming in, rather than letting valuable real estate go to waste.
This shift is precisely why hot desking has gained so much traction. It directly addresses the problem of underutilization by aligning the number of available desks with the actual number of people in the office. By implementing a hot desk booking system, companies can reduce their physical footprint, cut down on overhead costs, and reinvest those savings into things that truly matter, like employee benefits or new technology. It’s a strategic move that turns a costly problem into a smart, sustainable solution for the modern workplace.
The Benefits of a Scalable Workspace
One of the biggest advantages of hot desking is the incredible flexibility it offers. Your company is a living thing—it grows, it might shrink, and teams reconfigure. A traditional office with assigned seating is rigid and can’t easily adapt to these changes. Hot desking, however, creates a scalable workspace that can expand or contract with your needs without the headache of a major office move or renovation. If you hire ten new people, you don’t need to find ten new desks; you just need to ensure your booking system can accommodate the increased daily capacity.
This flexibility also fosters a more dynamic and collaborative environment. When employees aren't siloed at the same desk every day, they have more opportunities for spontaneous interactions with people from other departments. This cross-pollination of ideas can lead to unexpected innovations and a stronger sense of community. A well-managed hot desking setup encourages movement and communication, transforming the office from a static collection of cubicles into a vibrant hub where people connect and create together.
Using Data for Smarter Office Planning
Guesswork has no place in modern office management. Hot desking, when paired with the right software, gives you concrete data on how your workspace is actually being used. You can stop wondering which days are most popular or if you have enough meeting rooms. Data from a hybrid work software shows you exactly what’s happening, from peak attendance days to the most sought-after desk locations. This information is invaluable for making informed decisions about your office.
For example, if your data shows that Tuesdays and Wednesdays are packed but Fridays are a ghost town, you can adjust your resources accordingly. Maybe you cater lunch on busy days to make the in-office experience even better. If you see that desks near the windows are always booked first, you might reconsider your office layout to create more desirable spaces. This data-driven approach helps you fine-tune your workplace, ensuring you’re providing an environment that your employees love while also making the most of your investment.
Common Hot Desking Challenges to Anticipate
Switching to hot desking isn't as simple as removing nameplates from desks. It’s a significant cultural shift that can come with a few bumps in the road if you’re not prepared. The biggest hurdle is often the human element. Some employees genuinely love having a dedicated desk—it’s their personal space, decorated with photos and their favorite mug. Taking that away without a thoughtful plan can lead to frustration and a sense of instability. It’s crucial to anticipate these feelings and manage the transition with clear communication and empathy.
Beyond personal preferences, there are practical challenges to consider. What about employees who need specialized equipment? How do you prevent the "Wild West" scenario where people unofficially claim the "best" desks? And what about security for personal belongings and sensitive documents? These are all valid concerns that need to be addressed with clear policies and the right tools. A successful hot desking implementation isn’t about forcing a one-size-fits-all solution; it’s about creating a flexible system that works for everyone.
Addressing Employee Resistance and Frustration
Let's be real: some people are going to miss having their own desk. For many, a personal workspace provides a sense of stability and belonging. When you announce a move to hot desking, you might hear concerns about losing that comfort or having to pack up their belongings every single day. This resistance is completely normal. The key is to listen to these concerns and address them head-on. Don't just announce the change; explain the "why" behind it. Frame it as a move toward a more flexible, collaborative, and fair work environment.
To make the transition smoother, involve your team in the process. Ask for their feedback on what they need to be comfortable and productive in a shared space. Maybe that means investing in high-quality lockers, creating designated quiet zones, or ensuring every desk is equipped with universal chargers and monitors. When employees feel heard and see that their needs are being considered, they are far more likely to embrace the change. A little empathy and clear communication can go a long way in turning skeptics into advocates.
Accommodating Roles with Specialized Equipment
Hot desking works beautifully for employees who just need a laptop and a Wi-Fi connection, but what about your graphic designer with two massive monitors or your podcast editor with a specific microphone and audio interface? It's simply not practical for them to set up and break down complex equipment every day. Forcing these roles into a standard hot desking model is a recipe for frustration and lost productivity. These team members need a more tailored solution.
This doesn't mean you have to abandon the idea of a flexible office. Instead, you can create "neighborhoods" or dedicated zones for teams with specific needs. The design team could have a block of desks with the right monitors, while the finance team might have a secure area with dual screens for their spreadsheets. You can still use a booking system to manage these specialized desks within their designated zones, ensuring fairness and efficiency without sacrificing the unique requirements of each role.
Preventing "Desk Hogging" and Unfairness
Without clear rules, a hot desking environment can quickly devolve into a passive-aggressive battle for the best spots. You might see someone leave a notebook on a prime window desk Monday night to "claim" it for the rest of the week, completely defeating the purpose of a flexible system. This kind of "desk hogging" can breed resentment and create a sense of unfairness among the team. It’s a common problem, but thankfully, it’s also an easy one to solve with the right approach.
This is where a transparent booking system is non-negotiable. Using a tool like Officely, which integrates directly into Slack or Teams, makes booking a desk simple and fair. Everyone can see what’s available and reserve a spot in just a few clicks. This eliminates the need for unofficial claims and ensures that everyone has equal access to the available workspaces. Pairing this technology with a clear company policy—for example, desks must be cleared at the end of each day—creates a system that is both efficient and equitable for all.
Managing Security and Data Privacy
When no one has a permanent desk, you can't just leave personal or sensitive items out in the open. This raises two important concerns: the security of personal belongings and the privacy of company data. Employees need a safe place to store their gym bag, extra sweater, and personal effects. Without this, they’ll be left carrying everything with them, which is both inconvenient and impractical. Providing secure, personal lockers is a simple and effective solution that gives everyone peace of mind.
Data privacy is an even more critical issue. A clean desk policy is essential in a hot desking environment, especially for teams that handle sensitive information, like HR or finance. This means establishing clear guidelines that require employees to log out of their computers and store all physical documents securely before they leave for the day. This not only protects confidential company and client information but also ensures that the next person to use the desk starts with a clean and secure workspace.
Is Hot Desking Right for Your Company?
Deciding to implement hot desking isn't a simple yes-or-no question. It’s about understanding your company’s culture, workflow, and goals. This model thrives in environments that already embrace flexibility and trust. If your teams are largely autonomous and your business has a significant number of remote or hybrid employees, hot desking can be a natural fit. It aligns your physical office with the fluid nature of modern work, allowing you to optimize resources while giving your employees more control over their work environment.
However, it’s not a universal solution. If your company’s work is highly collaborative and requires teams to be physically co-located in specific setups every day, or if you have a large number of employees who need specialized, stationary equipment, a full-scale hot desking model might create more problems than it solves. The key is to honestly assess your team's needs. The beauty of flexible work is that you can tailor the approach, perhaps implementing hot desking for some departments while keeping dedicated spaces for others.
Who Benefits Most from Hot Desking
Hot desking is a game-changer for companies that truly value flexibility and efficiency. It’s particularly well-suited for organizations with a strong hybrid culture, where office attendance naturally fluctuates from day to day. Tech companies, creative agencies, consulting firms, and businesses with large sales teams who are frequently on the road are prime candidates. For these types of businesses, paying for a dedicated desk for every single employee simply doesn't make financial sense. Hot desking allows them to provide a high-quality office experience without the cost of a half-empty space.
This model also works best for companies that empower their employees with autonomy. When you trust your team to choose where and when they work, hot desking becomes a tool that supports that freedom. It allows individuals to select a workspace that suits their needs for the day, whether that’s a quiet spot for deep focus or a collaborative area for a team brainstorm. Ultimately, businesses that see the office as a flexible resource for connection and collaboration, rather than a mandatory daily destination, will reap the greatest rewards.
When Hot Desking Isn't a Good Fit
While hot desking offers a lot of benefits, it's not the right choice for every organization. Companies that rely on highly specialized, non-portable equipment will find it challenging. Think of an engineering lab with heavy machinery, a design studio with large physical prototypes, or a finance team that requires multiple, hard-wired monitors for complex data analysis. In these cases, the need for a consistent, dedicated setup outweighs the benefits of a flexible seating arrangement. Forcing these teams to adapt can disrupt their workflow and hinder productivity.
Similarly, businesses with a very rigid, in-office culture may not see the value. If you require every employee to be in the office from nine to five, Monday through Friday, you won't achieve the cost savings that come from optimizing underused space. Hot desking is designed to accommodate fluctuating attendance, so if your attendance is static, the system offers little advantage. It’s crucial to assess whether your company’s operational needs and culture align with the principles of flexibility and adaptability that are at the core of hot desking.
7 Actionable Tips for a Seamless Hot Desk Setup
So, how can you make sure hot desking works well for your team? What’s the best way to ensure everyone’s on board and can actually benefit from a hot desking model? Find our top 7 tips below.
1. Choose the Right Desk Booking System
The best way to ensure your hot-desking setup is successful is to use a reliable desk booking and workplace management software, like Officely.
It ensures employees can easily book desks, meeting rooms, parking spaces, and equipment – or even a spot for their pets, if you have a pet-friendly office.
Plus, features like attendance visibility give office managers a clear view of who’s coming in enable them to improve team cohesion without micromanaging anyone. Resource utilization analytics offer insights into how your space is used and enable you to make full use of your office space, and potentially cut costs.
Best of all, Officely lives where your team already is, i.e. in the chat tools they’re using all the time, such as Slack or MS Teams. This means your team won’t have to remember to use yet another app and ensures that adoption will be high from the beginning.
2. Build Team Spirit with Collaborative Events
Hot desking can sometimes be a challenge, especially for remote-first teams adjusting to hybrid work.
So, you need to make an intentional effort to create opportunities for employees to engage with one another. Collaborative events can help with that. Here are some examples:
- Team lunches
- Workshops
- Brainstorming sessions
- Casual catch-ups after work
Those can all help build connections and improve your team’s dynamic. With Officely, it’s easy to organize such events and get team members to participate.
3. Prioritize a Clean and Healthy Workspace
Sharing desks can mean sharing germs – plus, nobody wants to inherit someone else’s coffee rings or crumbs. Address how this will be handled before problems start cropping up.
Provide cleaning supplies at every workstation and encourage employees to tidy up after themselves. A simple “clean as you go” policy will help you keep each workstation welcoming for the next person, as will setting up basic expectations for desk sharing etiquette.
### 4. Standardize Equipment at Every Desk Nothing kills productivity faster than arriving at a desk that isn’t ready for work. To make hot desking a smooth experience, every station should offer the same core setup. This means employees can sit down, plug in their laptop, and get straight to work without hunting for a spare monitor or the right cable. A standard setup usually includes a monitor, a universal docking station, an ergonomic chair, a keyboard, and a mouse. This consistency ensures that no desk is seen as "better" or "worse" than another, which helps prevent frustration and the dreaded morning scramble for the "good" spots. Also, consider providing lockers so your team has a secure place to store personal items and work gear overnight. ### 5. Plan Your Office Layout with Zones and Neighborhoods A one-size-fits-all office layout doesn't work for a dynamic team. Instead of a sea of identical desks, think about creating different "zones" or "neighborhoods" designed for specific types of work. You could set up quiet zones for deep focus, collaborative areas with whiteboards for brainstorming, and private booths for sensitive calls. This approach gives your employees the freedom to choose a space that best suits their tasks for the day. A clear office map is essential here, showing where each zone is located. Using a flex office software can make this even easier, allowing employees to see available desks on a map and book a spot in the zone that fits their needs. ### 6. Create a Formal Policy Guide Clear expectations are the foundation of a successful hot desking system. A formal policy guide removes ambiguity and ensures everyone is on the same page. This document doesn't need to be complicated, but it should cover the essentials: how to book a desk, rules for using shared equipment, and cleaning protocols (like wiping down the desk at the end of the day). It’s also a good place to outline your etiquette for shared spaces. Make this guide easily accessible to everyone—pin it in your company’s Slack or Teams channel, or include it in your employee handbook. When the rules are clear and fair, it helps build a culture of respect and shared responsibility in the office.4. Offer Secure Storage for Personal Items
Without assigned desks, employees might feel a bit unsettled if they don’t know where to keep their laptops, bags, or their stash of emergency snacks. Provide your team with enough storage options – like lockers, cubbies, or even designated shelves – and you’ll make hot desking a smoother experience for everyone.
This will also ensure workstations are clutter-free and help you create a welcoming office environment. Plus, it shows you’ve thought through the details and want to make things easy and intuitive for your employees.
5. Designate Areas for Breaks and Downtime
A hot desking environment can be noisy and overstimulating, especially if your team is used to working remotely most of the time. To help your people recharge during the day, you should consider creating dedicated downtime spaces.
This can be a cozy lounge area, quiet rooms where people could take naps (companies like Google and Cisco are offering this), or simply a designated corner with bean bag chairs where people could decompress whenever they need it.
6. Measure What Matters with the Right Software
Implementing hot desking is one thing – but you also need to make sure it’s working well for everyone and getting you the results you’re after.
Your hot desking software should help you track key metrics like resource utilization, desk usage, attendance patterns, and space efficiency.
This way, you can identify underused areas, optimize layouts, and make the right decisions on how to improve workspaces. This helps save costs and it also ensures your hot desking setup meets your team’s needs.
7. Ask for (and Actually Listen to) Team Feedback
Hot desking only works if everyone’s on the same page. All of the above advice would be useless if you’re not open to what your employees have to say about this new system and actually act on their feedback.
Start by outlining how the system works and set basic expectations, from booking desks to cleaning up after use. For this, you can use an onboarding guide, a Slack announcement, or a quick walkthrough video.
Address any potential concerns upfront, like desk availability or personal storage, but leave enough space for feedback – and encourage people to say what they think. Open communication is a must whenever you’re changing the way your office is organized and this will help ensure hot desking is embraced by your people, rather than resented.
Establishing Hot Desking Etiquette
For hot desking to work smoothly, everyone needs to be on the same page about how to share the space. Think of it less like a strict rulebook and more like a set of community guidelines that make the office a pleasant and productive place for everyone. This is all about mutual respect. When employees are considerate of their colleagues and managers provide the right support, you create a culture where flexibility doesn't lead to chaos. Establishing clear etiquette from the start prevents misunderstandings and ensures each shared workspace remains clean, organized, and ready for whoever uses it next.
Guidelines for Employees
The golden rule of hot desking is simple: leave the workspace in the same or better condition than you found it. Before you pack up for the day, take a moment to wipe down the desk, throw away any trash, and make sure the area is tidy for the next person. It's also important to be mindful of your surroundings, especially when it comes to noise. If you need to take a long call or have a team discussion, try to use a designated meeting room or a quiet zone. This small courtesy helps everyone around you stay focused. Finally, be a good citizen of your office’s desk booking system; if your plans change and you no longer need the desk you reserved, release it so a coworker can use it.
Responsibilities for Managers
As a manager or office administrator, your role is to make it easy for employees to follow hot desking etiquette. Start by creating a straightforward guide that outlines the basics, from how to book a desk to the "clean as you go" policy—a simple one-pager or a pinned message in Slack will do. Make sure every workstation is equipped with cleaning supplies like disinfectant wipes and hand sanitizer. Most importantly, create a channel for feedback. Ask your team what’s working and what isn’t, and be prepared to make adjustments. A successful hybrid work model depends on open communication and a willingness to adapt to your team's needs.
Frequently Asked Questions
We're considering hot desking, but I'm worried my team will hate losing their personal desks. How can I get them on board? This is the most common concern, and it’s completely valid. The key is to frame the change around flexibility and fairness, not just space-saving. Start by explaining the reasons for the switch and listen to their concerns. Involve them in the process by asking what they need to feel comfortable, whether that’s secure personal lockers, better monitors at every station, or designated quiet zones. When your team feels heard and sees that their needs are being met, they're much more likely to embrace the new setup.
What's the single most important thing to get right when setting up hot desking? Your success hinges on a simple and fair booking system. Without a clear way to reserve a space, you risk creating a free-for-all where people hoard the "best" desks, leading to frustration. A reliable desk booking tool that everyone can easily access is non-negotiable. It creates transparency and ensures everyone has equal access to the office, which is the foundation of a successful flexible workspace.
Is hot desking only for big companies, or can small teams benefit too? Hot desking is a great fit for any company with a hybrid work model, regardless of size. For small, growing teams, it offers incredible flexibility. You can add new team members without needing to immediately find more office space or rearrange the entire floor plan. It allows you to create a dynamic, collaborative environment and use your office space efficiently, which is a smart move for any business.
How do we handle team members who need special equipment, like multiple monitors or specific design tools? A one-size-fits-all approach won't work here. The best solution is to create dedicated "neighborhoods" or zones for teams with specialized needs. For example, you can set up a design zone where every desk has the dual monitors and hardware that team requires. They can still book a desk within their zone, which maintains the flexibility of the system while ensuring they have the tools they need to do their job effectively.
What's the real difference between "hot desking" and "hoteling"? People often use these terms interchangeably, but there's a subtle difference. Think of hoteling as a reservation-based system where you book a specific desk in advance, just like a hotel room. Hot desking is often more flexible and can be first-come, first-served, though most modern systems use an app to let you reserve a desk for the day. Ultimately, good software can support both approaches, allowing you to choose what works best for your team.
Key Takeaways
- Address the Human Element First: A successful hot desking setup starts with understanding your team's concerns. Proactively solve for potential frustrations by providing secure personal storage, creating dedicated zones for specialized roles, and clearly communicating the "why" behind the change.
- Create a Fair and Predictable System: Prevent desk-hoarding and morning chaos by establishing clear guidelines from day one. Standardize equipment at every workstation and use a transparent booking system to ensure everyone has equal access to the space they need.
- Choose a Tool That Works for Your Team (and You): The right software is non-negotiable for a seamless experience. Select a desk booking tool that integrates directly into platforms your team already uses, like Slack or Teams, to guarantee high adoption and gain valuable data on office usage.
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