How to Manage Hot Desking

How To Manage Hot Desking? – Advice From Our Experts

The concept of an office area devoid of designated workstations is not a novel one. It was used sparingly in the 1990s, either by businesses using shift labor or in locations where real estate was prohibitively expensive. 

In light of the growing popularity of remote work, open offices, and shared coworking spaces, hot desking has become a standard aspect of contemporary workplace life. In addition to keeping established businesses and independent contractors linked and productive, desk booking software enables users to work from any location at any time. 

Our specialists have compiled these tips to assist you in how to manage hot desking for your company.

Hot Desking and Its Benefits

Hot desking concept

Any employee in an office is free to utilize any non-allocated workstation on any given day; this arrangement is known as hot desking. Neither their department, seniority, nor the frequency of their office visits matter in this regard. Employees that participate in hot desks have the flexibility to work from any desk or shared workspace in the company. In essence, they don’t have designated workstations.

In contemporary, flexible work situations where individuals have variable schedules or work remotely occasionally, hot desking is frequently utilized. Its goal is to increase productivity, flexibility, and teamwork by giving workers the freedom to select the workspace that best suits their requirements for the day.

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Five key advantages of hot desking

Boost cooperation

Because hot desking stimulates movement throughout the office, staff members who might not have otherwise interacted with one another start talking to one another. It makes it possible for employees to work together on projects throughout the office.

Reduced expenses

Conventional offices give workers a designated area to work, which is empty while they are working from home, traveling, or leaving the workplace. By enabling businesses to reduce their physical footprint and maximize the use of their current space, hot desking reduces this kind of waste of space. Not every employee requires a fixed desk of their own.

Attracting talents

A growing number of us work from home, and providing hot desks can help you tap into the talent pool where hybrid working is highly desired. For smaller companies that can’t compete with big city salaries, this can still be another fantastic advantage. You can explore how to manage hot desking and apply it to your team.


Hot desking enables workers to alter their daily surroundings while staying mobile, and it grants them autonomy. This allows them far greater freedom and control over the appearance and atmosphere of their regular workspace. No longer are people confined to their desks.

More organized work areas

Because workers who employ hot desking are unable to leave behind personal belongings like trinkets and piles of paperwork at the end of the workday, your office will probably be more organized. Employees who work from home must adopt a simple lifestyle. There is a noticeable improvement in the cleanliness and organization of the office, even though employees are unable to personalize their desks.

Strategies for Effective Hot Desking Management

To understand how to manage hot desking, you can consider these ways:

Establishing clear hot desking policies and guidelines

A policy on hot desking is a written statement of what hot desking is, who will be impacted by the program, how it will benefit them, and the rules they must abide by.

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A guideline like this can be difficult to adopt at first because people prefer to have their own personal workspace. This article ought to motivate staff members to recognize the advantages of a flexible program, such as hot desking, and the beneficial effects it can have on their workplace.

Investing in the right technology to facilitate space booking and management

Examining the equipment, software, and digital tools your company employs will help to make sure your staff has all they need to work efficiently at their new location.  When assessing your present technology, a few things to think about include remote cybersecurity, file access and storage, and employee communication.

It’s also critical to evaluate whether new systems could improve productivity. To help employees select a workplace and businesses manage desk availability, for instance, a space booking system like Acall can be implemented. Acquiring user data also enables companies to monitor trends and spot opportunities to maximize workspace.

Creating a fair and flexible scheduling system

Your staff will remain content, healthy, and productive if you distribute shifts equitably, allow for vacation and sick days as needed, and give employees advance notice when a new schedule is published. To ensure that everyone’s requirements are met to the best of their abilities, it is important to have a clear understanding of demand in advance, communicate clearly, and establish clear scheduling guidelines and policies. 

Ensuring regular communication and feedback channels

Good communication is essential in every business, even ones where people are working from home. In certain situations, employees may become uneasy or disconnected due to not having a permanent desk.

Encourage candid dialogue and teamwork to build strong feedback channels between team members—even those who work remotely. You might create office neighborhoods or provide social areas for the community. 

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Designing an Optimal Hot Desking Environment

Arranging a workspace layout that supports hot desking

Although hot desking has many benefits, excessive flexibility can lead to turmoil in the workplace. Imagine a group of people having a lively brainstorming session while coworkers nearby attempt to focus on deep work. Or imagine two people who frequently collaborate sitting on different sides of the office, requiring them to frequently move from their workstations to meet in the middle of the space. 

Construct neighborhoods or spaces devoted to particular work roles, kinds of activities, or even project teams, to carefully arrange hot desks. This makes it simple for workers with similar requirements or work styles to form groups, which fosters collaboration when it’s required and a distraction-free workplace when it’s not. Additionally, reducing traffic keeps workers focused. 

Providing necessary tools and amenities for hot desk users

Hot desking is dynamic and fluid, so having the correct tech solutions is essential as businesses embrace it. The alternatives for hot desk booking systems mentioned above are made to make the headaches of scheduling and overseeing shared spaces disappear. Businesses may make sure that the shift to a hot desking model is not only seamless but also improves productivity, teamwork, and operational efficiency by utilizing these hot desking tools and technologies.

Maintaining cleanliness and personal space in a shared environment

A lot of companies that use a mixed work paradigm have some kind of “hot desking” setup. Capacity problems can frequently be resolved by designating a specific area where anyone can reserve a desk, especially in situations where the number of employees fluctuates daily. Hot desks can also give workers more assurance by guaranteeing that a desk will be available to them when they arrive at the workplace.


Employees who use hot desking have the option to work from various workstations or places throughout the company. Because it encourages interaction amongst coworkers, this office layout can help foster a more dynamic and collaborative work environment. Hope that the post lets you answer the question of how to manage hot desking.

With the help of workspace control tools like Acall, staff members may work together productively and attend important meetings in person. Its functions are intended to improve teamwork and coordination in a hybrid work environment, allowing employers and workers to collaborate easily whether the workers are based in the office or work remotely. Contact us now!

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