Picture this: You walk into the office, coffee in hand, and head straight to… well, wherever you feel like working that day. No assigned seats or cubicles. Just an efficient workspace designed to adapt to the way people actually work now.
That’s the promise of hot desking and hoteling.
But what exactly do these two concepts mean? What are the differences between them? And more importantly, how do you decide which one is right for your team? Whether you’re looking to implement a hybrid work model or to optimize your current setup, this guide breaks it all down for you.
We’ll cover:
- What hot desking and hoteling mean
- The benefits and challenges of each approach
- How to decide which model suits your team
- If and how to use a reservation system for desks and meeting rooms
- Tips for making either option a success
This way, you’ll have all the info you need to decide which option is best for you and how to make it work.
Defining hot desking
Hot desking is an office space arrangement with shared workspaces where employees do not have assigned seats or workstations. Instead, they are free to work from any available desk or station within the office.
This approach helps promote collaboration, because people from different teams or departments can find themselves working side-by-side. It also empowers employees to choose their workspace based on their mood, task at hand, or the people they want to work with.
This way, you offer your people freedom of choice and flexibility – and enable them to take an active role in deciding how to make the best use of their time at the office.
That said, managing a hot desking system can be tricky without the right tools. Arriving at the office and not knowing where to sit, or where your coworkers are, can be frustrating. A tool like Officely helps solve this by letting the members of your team check desk availability and book a desk ahead of time through the communication channels they already use – Slack or Microsoft Teams.
Plus, they can easily see who’s coming to the office on any given day and know when’s the best time to join their coworkers. In short, by organizing the process, Officely helps your people feel more in control of their office experience.
Pros of the hot desk setup
Hot desking can bring lots of benefits to your workplace, especially for hybrid teams – and we do believe that hybrid work is the future of work. Here are some of the key advantages:
More efficient use of office space
Hot desking helps you get more out of your office real estate by reducing the number of unused desks.
Instead of allocating space for employees who might not come in every day, you create a system where desks are used as needed – and where, ultimately, you can reduce the number of desks you need. This helps you save on costs, makes your office feel less cluttered, and serves your people better.
Encourages teamwork
When employees aren’t tied to one spot, they’re more likely to interact with colleagues from different teams or departments. This can spark fresh ideas and improve communication across the board. Sitting next to someone new, even for a day, can lead to unexpected conversations and valuable connections.
Supports flexibility
Hot desking gives employees the freedom to choose a workspace that suits their tasks or mood. Need a quiet spot to focus? Pick a secluded desk. Want to brainstorm with a teammate? Grab a spot nearby.
Plus, good office design positively impacts productivity, so if you combine hot desking and intentional space planning, you’ll have a winning combination.
This flexibility can boost productivity and make time spent in the office more purposeful.
Reduces maintenance and clutter
Without assigned desks, there’s less temptation for employees to accumulate clutter. It also makes cleaning and maintaining the workspace easier, as everyone is responsible for tidying up at the end of the day.
Cons of hot desking
Hot desking does have a couple of drawbacks you need to be mindful of. Here are a few potential challenges to keep in mind:
Lack of personal space
For some employees, not having an assigned desk can feel unsettling. A personal workstation often becomes a mini comfort zone, complete with photos, snacks, or favorite desk accessories. Hot desking takes that away, which might affect morale or productivity for those who thrive on routine.
You can offer lockers where employees can keep their belongings, helping them recreate a sense of ownership even in a flexible work setup.
Potential for disorganization
Without a solid system in place, hot desking can feel a bit chaotic. Employees may waste time hunting for a desk, figuring out where their teammates are, or simply not having an available desk.
To simplify the process, we recommend using a desk booking tool like Officely. This way, team members can easily check availability and reserve a desk before they even arrive at the office.
Reduced sense of belonging
For some, always moving desks can create a sense of detachment from the workplace. When employees don’t have a "home base desk," it can be harder to build connections. This can be particularly relevant for hybrid teams who already spend less time in the office.
Organize regular in-office meetups, social events, or hybrid projects that encourage collaboration, helping employees feel more engaged regardless of where they sit. Need ideas? Check out our team building ideas for hybrid workplaces.
Exploring desk hoteling
While hot desking revolves around shared workspaces, the hoteling model takes flexibility a step further. In this approach, employees reserve desks or workstations in advance, just like booking a hotel room.
This reservation system ensures that each employee has a guaranteed spot to work from when they arrive at the office, and, in some setups, that they can book the exact desk they want to use.
In practice, however, hoteling and hot desking are quite similar – they both focus on a shared, flexible use of office space. And, if you’re using a desk booking system like Officely, the two approaches aren’t very different. With the exception, perhaps, that in a hoteling setup you might enable people to book a specific desk space.
This means that with hoteling, employees often know exactly where they’ll be sitting before they get to the office, which adds an extra layer of predictability. For hybrid teams, this can make a difference, especially if certain desks or areas are equipped with specific tools or are closer to colleagues they need to collaborate with.
The advantages of hoteling at your workspace
Desk hoteling is an attractive option for hybrid workplaces – and this is for a few reasons.
Predictability and guaranteed workspace
With hoteling, employees may be able to reserve a specific desk in advance, so there’s no uncertainty about finding the perfect spot when they arrive.
This predictability is especially helpful for those who need specific equipment, prefer a particular location in the office, or want to sit near certain teammates.
Better organization
Hoteling makes it easier to organize your office space: Employees know where they’re sitting, and office managers have clear data on desk usage, making it easier to plan and optimize office layouts.
This is as true for desks as it is for conference rooms – if everybody knows which rooms are booked, it’s easier to organize group activities or team meetings.
Supports collaboration
Hoteling makes it easier to plan teamwork. Employees can book desks near teammates when working on a group project or reserve collaborative spaces in specific office neighborhoods in advance to ensure everything is ready when they need it.
Helps track office attendance
If you have a booking system in place, it’s easier to track who’s in the office on any given day, and this can be valid for both hoteling and hot desking.
This enables you to ensure that the office doesn’t get overcrowded or sit empty – and that it actually serves your people. And, by monitoring how employees use the office, future decisions about office space will be easier.
The disadvantages of hoteling
How about the challenges of hoteling, though? Here are a few potential downsides to consider, along with ways to address them:
It may be difficult to book high-demand workstations
In busy offices, high demand for certain desks or areas can lead to team members not being able to reserve them at all. Employees might feel frustrated if the desks they prefer are consistently unavailable.
Use a flex office booking system that updates availability in real time and allows for fair desk allocation.
Added planning effort
Hoteling requires employees to think ahead and make reservations. This extra step might feel like a hassle, especially for those who value spontaneity or decide to come into the office on short notice.
To counter this, we advise you to simplify the booking process with an intuitive app like Officely, which integrates with the communication tools employees already use (Slack and MS Teams).
Potential for underutilization
If employees book desks but don’t show up, reserve them far in advance and cancel at the last minute, or simply forget about their bookings, this will mean your office space is not used optimally.
To avoid this, you can set up policies to encourage responsible booking, such as reminders to confirm reservations or release unused desks for others.
Key differences between office hoteling vs. hot desking
By now, you’re probably thinking that the two approaches sound very similar – and you’ll be correct in this assumption. Even though the two terms are often used interchangeably, there are still some differences you should be aware of.
The ability to book a specific spot
The most important difference between the two is that hoteling allows employees to book a particular desk, which is usually not possible with hot desking. Although you might decide to allow it – it’s all up to you.
Space utilization
Hot desking optimizes space usage by allowing your people to use any available desk, ensuring that no workspace goes to waste.
In a hoteling system, on the other hand, each person reserves a specific desk; this might mean that space is slightly less optimized, but it all depends on how you set up your office.
Employee flexibility
Hot desking offers employees the freedom to choose their workspace on a daily basis, providing flexibility and variety.
Hoteling, while still flexible, allows individuals to pick a specific spot, providing a sense of stability and personalization.
Cost efficiency
In terms of real estate costs, hot desking can be more cost-effective as it minimizes the need for extra desks and workstations. Ultimately, however, if you use desk booking software, both approaches will help you save on overhead expenses.
How to choose the right desk booking strategy for your office space
Picking between hot desking and hoteling doesn’t have to be complicated. Here are a few things to consider:
1. How does your team like to work?
If your employees love flexibility and want to decide where to sit on the fly, hot desking might be the right choice. But if they prefer to know exactly where they’re sitting, or need specific setups for collaboration, hoteling could be a better fit.
2. How often is the office actually used?
If your flexible policy doesn’t mandate a fixed number of days per week, hot desking can help make better use of space. But if you’ve got a steady flow of people coming in, or if certain desks are always in high demand, you might need a dedicated booking system to keep things fair and organized.
3. How much structure does your team need?
It can feel messy if no one knows where to sit, so you need to strike the right balance between structure, flexibility, and the effort your team is willing to put into desk planning.
4. Are you using the right tools?
Whichever route you go, a good desk booking tool that enables your team to see real-time availability and occupancy makes all the difference. With something like Officely, your team can easily reserve desks or see what’s available—no hassle, no extra apps.
Best practices to implement hot desking and hoteling
No matter which system you choose, setting it up the right way can make all the difference. Here are our best tips to help you with that:
1. Set clear expectations
Let your team know how the system works and what’s expected of them. Whether it’s booking desks ahead of time or cleaning up after themselves, clear guidelines help avoid confusion and keep things running smoothly. Include them in your hybrid work policy to make sure everyone can find them easily.
2. Use a reliable booking tool
The right software can make everything easier. Officely simplifies work station reservations, makes it easy for employees to check if desks are available in real time, and even helps you track space usage to make smarter decisions about your office setup.
3. Design your office with flexibility in mind
Make sure your office has a mix of spaces: quiet zones for focused work, collaborative areas for teamwork, and comfortable spots for breaks. A thoughtful layout means your space will work better for everyone.
4. Provide personal storage options
Losing a permanent desk doesn’t have to mean losing a sense of personal space. Lockers or storage bins let employees keep their belongings handy and make the transition to shared workspaces easier.
5. Check in with your team regularly
After rolling out your system, ask your employees how it’s working for them. Are they able to find desks easily? Do they feel the setup supports their work? Regular feedback helps you spot issues and make improvements.
How to make hybrid work with hoteling and hot desking software
Whether your team thrives on spontaneity or prefers a bit of structure, the right approach and the right tools can make all the difference.
Officely is here to help you take the guesswork out of managing flexible workspaces. With an intuitive booking system that integrates directly into Slack and Microsoft Teams, our platform ensures your team can easily reserve desks, collaborate effectively, and get the most out of their office time.
Ready to learn more? Download The Complete Guide to Office Management in Flexible Workplaces to get started.
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