Hybrid work is changing the way we think about office layouts – and for good reason. Many companies who use a hybrid model are no longer using standard layouts with assigned workstations, but instead are now experimenting with hot desks and flexible seating.
The benefits? They’re plentiful. Flexible seating helps you create spaces for better collaboration and use office resources more efficiently. And, most importantly, it can help you create a successful hybrid office culture where everyone thrives.
In this article, we’ll discuss how exactly flexible seating helps you achieve those things, explore the best arrangements for your workspace, and share our practical tips for making a smooth transition to a flexible workspace that works for your people.
Understanding flexible seating & the flexible office
A flexible arrangement allows your employees to pick a workstation when they come to work, rather than stick to pre-assigned worktables. There are many different options you can explore – such as hot desking, desk hoteling, and office neighborhoods – each giving your team the freedom and flexibility to adapt their workspace to specific projects, tasks, and personal preferences.
We’ve been experimenting with flexible seating for the past few years and firmly believe that this approach is foundational to the flexible office. Using assigned workstations simply doesn’t work for hybrid companies that prioritize flexibility and want to stay nimble; if everyone has their own work spot and is also working remotely a part of the time, this means that you’re wasting plenty of office space and resources.
So, if you focus on creating flexible spaces that adapt to your team’s needs, you’ll be able to provide the right conditions for cross-functional teams to work better together – and for individual employees to choose the office area that best fits their tasks on any given day.
Officely is built with this philosophy in mind. With features like easy desk booking and real-time attendance visibility, you can make the most of your office layout while giving employees the freedom to decide when is the best time to come to the office – and where to sit.
4 popular seating arrangements for flexible workspaces
Flexible seating isn’t one-size-fits-all. The best arrangement for your office will depend on your company culture, office layout, and employee preferences. Below, we’ll explore four popular strategies that hybrid and dynamic teams should consider when adopting flexible seating options.
Hot desk booking
Hot desking allows employees to choose where they work each time when they come into the office, removing the rigidity of pre-assigned seating. This works particularly well for hybrid teams, where desk occupancy varies throughout the week.
The best way to implement hot desking is to use a desk booking system where workers can reserve a seat in the area they prefer and, importantly, see who else is there. This helps guarantee that everyone will have a desk when they come in, without having to reserve a specific workstation.
Looking for more insights on how to make this arrangement work for your team? Check out the ins and outs of hot desking in a hybrid workplace.
Desk hoteling
Desk hoteling makes it easy for employees to book a spot (similarly to a hotel room, hence the name) and ensure they have a spot in the exact area they want to work in – or maybe even reserve a specific workstation.
In practice, this is nearly the same thing as hot desking combined with a desk booking system. Your people can decide where they want to work from, which office area will best suit their needs, and pick a work station they like.
Activity-based working
Activity-based working (ABW) is designed to match the space to the task. Whether your employees need a quiet corner for deep focus, a collaborative area for brainstorming, or a casual lounge where they can catch up with coworkers, this arrangement provides the different zones that support those needs.
You could give your employees the freedom to move through the day, choosing the spaces that will work best for them at any given moment, but ask them to reserve a desk for areas that are in high demand.
Office neighborhoods
Office neighborhoods organize seating by team or department, essentially making it a middle ground between fully open seating and traditional assigned desks. Think of it as organized flexibility, rather than rigid divisions.
This setup is ideal for larger companies; it enables teams to bond and collaborate better, especially when working on long-term projects. By grouping workstations into functional zones, you ensure employees have access to the equipment and spaces they need without sacrificing structure.
5 tips for implementing seating in flexible workplaces
To make the transition to dynamic space management smooth and effective, you’ll need to plan carefully, listen to your employees, and invest in tools that support your vision. Below, you’ll find our top five practical tips to help you in this.
Make sure it's right for your office
Before diving in, take a hard look at your office floor plan. Does your space support a mix of zones for different workstyles and needs? If not, you may need to redesign your layout to better accommodate your employees’ preferences.
But for this, you need to know what their preferences actually are. Conduct surveys, gather feedback, and involve them in planning the transition. This bottom-up approach ensures the seating strategy you choose will actually be the right fit for your team.
Keep in mind that not every office or work environment is ready for a more agile approach to seating. Use resource utilization insights to determine whether this shift will actually benefit your people.
Choose function over form
Don’t let aesthetics lead the way – your seating strategy should be driven by how your team works (and what works for them), not by how it looks to outside visitors.
Focus on functionality, like ensuring your office has ergonomic chairs, double screens, good lighting, and all the office equipment your people might need.
Simplify office seating with specialty software
Managing a flexible workspace is infinitely easier if you have the right tools. Desk booking software like Officely allows employees to easily book spots and plan their in-office days, while ensuring you’re able to make the most out of the resources at your disposal (space and equipment).
And if you’re thinking to yourself ‘Adding yet another app to my tech stack? Ain’t nobody got time for that’, we hear you. That’s exactly why we created an app that lives where your teams are already spending their days – in Slack or MS Teams – meaning that they won’t have to remember to open and use another piece of software.
Plus, everyone can see who else is coming to the office and book a desk directly from your communication tool in only a few clicks.
Consider privacy and cleanliness concerns
Flexible workstations also mean shared spaces – so privacy and cleanliness shouldn’t be an afterthought. Here are some ground rules of desk sharing etiquette:
- Enforce a clean desk policy: Encourage employees to clear their worktables of personal items and clean them quickly before they leave (provide disinfectant wipes and other cleaning supplies for that)
- Provide privacy screens: To give employees the option to block distractions or create a semi-private space for focused work, you can provide lightweight, movable privacy screens
- Define ways in which team members can signal if they’re open to chatting: Headphones, privacy screens, or even color-coded desk signs can show others if someone needs to stay focused or is open to catching up; that’s a bit like having a Do Not Disturb mode for the office
- Create quiet zones: Dedicate specific areas for focused work where employees know they won’t be disturbed
Invest in ergonomic seating strategies
Invest in ergonomic task chairs, adjustable height desks, and active seating options like wobble stools to accommodate everyone’s needs. Gently nudge people to take breaks from time to time and move around the office, but ensure you do this without being intrusive or overbearing.
If you prioritize your people’s comfort and well-being, they’re much more likely to come to the office and enjoy their time there. This helps ensure they can collaborate efficiently – and also that you’re making full use of your office real estate.
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