What Is Hot Desking (And Do Employees Like It?)

January 20, 2023

By Workspace Resource

The modern workspace is a bustling hub of activity, where the lines between the physical and virtual worlds blur together to create a truly dynamic and adaptive environment. Hybrid work, technology-driven tools and spaces, and a focus on the well-being of the whole person define this new and different work landscape.

Gone are the days of the traditional 9-to-5 office, with rows of cubicles and stiff corporate culture. Instead, today's workspaces have been reimagined to cater to a diverse workforce that values flexibility and autonomy. Remote work has become the norm, allowing people to work from anywhere at any time. Meanwhile, onsite workers are no longer confined to a permanent desk space but are encouraged to move around and use different in-office spaces depending on the task at hand.

Technology has played a critical role in this evolution of the modern workspace. From sophisticated collaboration tools that connect different teams to virtual and augmented reality, advanced technology enables seamless communication and collaboration and enhances productivity. This technology also allows the modern workspace to create a hybrid workplace that can adapt to the moment's needs, creating an environment as dynamic as the work that takes place within your business.

But the modern workspace isn't just about technology and productivity; it's also about creating an environment that supports the whole person's well-being. Many modern workspaces include dedicated spaces for relaxation, physical fitness, and mental wellness. These spaces are not only crucial for the employee but also create a positive impact on the whole office culture. From biophilic design incorporating natural elements to comfortable ergonomic seating, the modern workspace prioritizes its inhabitants' physical, emotional, and mental well-being.

All of these elements come together to form a new paradigm for work that is adaptable, technology-driven, and people-centered. The modern workspace is not a place where you come and go; it's a way of working.

What Is The "Hot Desking?" Office Model?

Hot desking is a concept that has taken the modern workplace by storm, blurring the lines between traditional office spaces and creating a fluid, dynamic environment that is designed to optimize productivity and collaboration.

The nature of hot desking means, at its core, doing away with the traditional assigned desk. Instead of being tethered to a specific location, there's the freedom to choose a work station or various workspaces, each tailored to suit employee needs and preferences. This could be a comfortable armchair for a focused task, a standing desk for a quick break, or a conference room for a team meeting.

Hot desking is more than just a way to save money and space; it's a powerful tool that allows employees to customize their work environment to suit their needs. By eliminating workspace allocation, hot desking promotes mobility and flexibility, allowing employees to work where and when they are most comfortable and productive. The free flow of people encourages collaboration, and people can be more productive and innovative when they feel comfortable, and in a place they like.

But hot desking isn't just about work; it's also about well-being. By eliminating assigned seating, hot desking encourages employees to move around, promoting physical activity and reducing the effects of a sedentary lifestyle. And the fact that people are free to choose where they sit can promote a sense of autonomy and ownership that can improve their overall satisfaction and engagement.

All in all, hot desking is a visionary concept that is designed to optimize productivity, collaboration, and well-being. It is a flexible approach that allows employees to work in a way that best suits them and helps to create an adaptable, innovative, and engaging office space. Hot desking is about breaking free from the traditional office mold and embracing a new way of working that is dynamic, fluid, and truly future-proof.

Pros Of Hot Desking In The Workspace

Cost Savings

Hot desking can lead to significant cost savings for companies, allowing them to use their office space and resources better. With hot desking, companies no longer need to allocate a specific desk for each employee, reducing the need for office space, furniture, and equipment. This can significantly reduce overhead costs, allowing an owner or admin to invest more in other areas of their business.


Hot desking promotes a more tidy and organized work environment, as employees are encouraged to clear their workspaces when they leave. This can lead to a cleaner and more pleasant office, which can positively impact employee morale and productivity.

Better Collaboration Between Coworkers

Hot desking promotes a more collaborative coworking space, encouraging employees to move around and interact with different people.

For business owners and entrepreneurs, hot desking is a staple of modern, flexible workspaces. It's an effective way to make room for the next person and gives people from different teams and locations the chance to sit together and work in the same physical space. The use of shared spaces such as conference rooms and resources like printers can be used on an on-demand basis, and personal belongings can be stored in a locker.

Maximized Space

Hot desking also allows you to reduce the possibility of empty desks by decreasing the number of workstations needed to accommodate its employees. For example, if a company has 100 employees but only 50 desks, traditional office setups would require the company to rent a larger office space to accommodate the 100 employees, but with hot desking, the company could make do with just the 50 desks.

Implementing hot desking in the workplace can be a game-changer for companies looking to adapt to the changing nature of work. The rise of remote work and the need for more flexibility in the workplace has led to a shift away from traditional office setups and towards more modern, shared workspaces.

Cons Of Hot Desking In The Modern Office

It Makes Employees Feel Unwelcome Or Easily Replaceable

Hot desking can create a sense of detachment from the office space and make employees feel like they don't belong, that they're not a team player part of the time, leading to feelings of isolation and disconnection.

It Makes Finding Employees Difficult

Hot desking can make it hard for coworkers to find and locate each other, leading to a lack of communication and making it difficult to work as a team.

It Creates A Feeling Of Disorganization

Without a designated workspace, keeping track of things like paperwork, equipment, and personal belongings can be tricky, leading to disorganization and chaos in the office.

It Disrupts Workflow

With different desks, it may be hard to keep a consistent workflow, and the constant change of environment can lead to distractions and interruptions in productivity.

Loss Of Privacy

Without a private office or booth, it can be hard to find a place for privacy, whether for phone calls, video calls, or to have a moment of solitude.

No Personal Touch

With hot desking, there's no personal desk, a space uniquely yours; it can make employees feel detached from their work and work environment.

Hot desking is often considered, but it's not without its challenges; while it offers many benefits, it also comes with disadvantages. It's essential to consider the cons and weigh them against the benefits before implementing hot desking in the office. Hot desking works when you find the right balance for your team, office, and company culture.

A potential solution to this could be a hybrid approach, where employees can choose between a permanent desk and a hot desk. This way, employees who prefer a more traditional and stable work environment can have a permanent desk, while others who desire more flexibility can use the hot-desk. This could be a way to cater to the different needs and preferences of employees within the same company.

When Using Hot Desking Is The Right Design Choice

Hot desking is right for companies where most workers are remote, and the office space is limited. This setup allows the company to use its limited space more efficiently and eliminates the need for hoteling or desk booking.

Here are a few more scenarios where hot desking might be an ideal workspace option:

  1. Another scenario where hot desking can be beneficial is when a company has a flexible workforce with employees working different shifts or coming into the office on different times. This way, employees can use a desk when they arrive at the office and not worry about going through the office reservation system and reserving a desk.
  2. A company that's always on the move: Imagine a company of digital nomads who work from different locations with no fixed office space. Hot desking is a perfect solution as it allows them to use any available workspace on an ad hoc basis, ensuring they always have a place to work.
  3. A rapidly scaling business: Imagine a startup growing at an explosive rate. With hot desking, the company can easily accommodate new employees without investing in additional office space.
  4. A firm that values flexibility: Imagine an arrangement where employees have the freedom to work from any location, whether that be the office, working from home, or with a laptop at a coffee shop. Hot desking could be a great way to facilitate this flexibility, as employees can drop in and use a workspace when they need it.

On the other hand, hot-desking may not be the best choice for companies that rely heavily on face-to-face collaboration and have a lot of meetings or gatherings. These companies may find it difficult to maintain effective communication and teamwork with a hot-desking setup, as employees may need a dedicated workspace and may not be in the office at the same time as their colleagues.

It can also become an issue for companies that require privacy for particular tasks such as confidential document handling and sensitive data.

However, make hot desking your company's new direction if you're looking to adapt to the changing nature of work and want to make the most out of limited office space. With the flexibility and cost-efficiency it offers, making the switch to hot desking is often the right choice for companies looking for a more modern and effective office model.

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