The Pros and Cons of Hot Desking

Since Covid 19 graced us with its presence, working in the office has changed with some companies still working from home part time. 

While it doesn’t make sense to waste space on offices that are only used once a week or once a month, employees need adequate space and equipment when they do come to work in the office. Check out the basics of hot desking, its advantages and disadvantages, and what furniture works best for this trending office layout

What is Hot Desking?

Hot desking a flexible seating arrangement that allows employees use a desk for anytime during the day. Hot desking is often short-term and on-demand, meaning that people who use hot desks often do so on a part time basis. Desks are shared by employees, usually by on the road sales staff, on phone customer service and others who don’t need a designated workspace.

More and more companies are adopting it, because it saves money, and optimises office space.

Advantages of Hot Desking

Office design has been trending from “institutional office” to “cool-café” workspace for a number of years now. Hot desking takes this trend to a whole new level. It allows companies to:

• Efficiently using office space: Employees such as part-timers, interns, sales staff & customer service don’t always require a traditional office space. Saving space cuts down on overhead expenses and some offices have lots of staff but a limited amount of space. This is where smaller desks come into play.
• Create a collaborative environment: Employees don’t want to be stuck to a desk all day. Working on laptops and other devices makes it easy to drop by a co-worker’s desk, move to a couch for a team meeting or work on ideas with colleagues at a table.
• Encourage collaboration and creativity: Hot desking lends itself to an environment of spontaneity! Here’s the scenario: Someone in marketing sits near a salesperson who’s rarely in the office, sparking a conversation on how the new product’s going over in the field. Light bulb moment! Marketing gains new perspective, and an opportunity for future check-ins is created.
• Offer flexible work hours: One team member juggling kids may want different hours to your standard 9am – 5pm,  Problem solved!

Disadvantages of Hot Desking

While hot desking offers lots of perks, there are some downsides.

• Not ideal for big companies: With rotating desks, it may be more challenging for co-workers to locate one another.
• Less connection with the brand: With limited ability to personalise their workspaces or limited space for personal storage, employees may not have the same sense of belonging that other workspace layouts can create.
• Anxious regulars: Those who do come to work regularly may experience anxiety of not having a space to work or having to move frequently.

Solutions:

Staggering office times for remote employees or assigning rotating desks to sales staff who visit the office occasionally may alleviate some of these issues.

What Kinds of Companies Benefit from Hot Desking?

Hot desking may not work for everyone, but these kinds of companies will likely benefit:

• Start-ups: With a staff of two or three coming and going, hot desking saves office space while providing everyone with what they need, when they need it.
• Sales companies: If a huge chunk of your staff works on the road, why let desks and offices sit empty for days or weeks at a time?
• Any business moving towards the communal office space: With leaners, and stools or chairs and tables, sleek sofas paired with coffee tables or laptop tables, and informal conference rooms replacing the traditional office layout, hot desking provides an exciting alternative!

When Should My Company Implement Hot Desking?

Take an inventory of the number of desks to staff in the office. If employees aren’t using them the majority of the time, hot desking may be a solution.

Remember, you don’t have to convert the entire space! If some departments are in every day and the traditional set-up works for them, use hot desking in a designated section that is only for remote or travelling team members who need desks occasionally.

Types of Furniture Best Suited for Hot Desking

With multiple people using the same space, furniture that’s easily adjustable or portable works best. 

• An adjustable task chair with a mesh back allows for people of different heights to adjust to their needs; a comfortable mesh cushion provides ventilation.
• Standing desks meet everyone’s needs, adjust easily and come in several sizes and shapes, including L workstations. Investing in models with options to set multiple high settings is an advantage as one press of a button and you’re at the height suited for that person using the desk.
• Lockers are a great option for staff to have a designated spot to place their personal belongings. Our mobile locker units are a great option and add plants to freshen the space up a bit more.
• Bar Leaners are ideal for informal meetings and group projects or for several team members who need a place to work temporarily

Hot desking can help save money, encourage collaboration, build relationships and mix up the office in a fun way! Systems Commercial Furniture has over 30 years experience providing a variety of desks, chairs and other office furniture that can help you get ready for the hot desking revolution!

Visit our Auckland showroom or contact our staff for a free consultation!