Will hot desking solve your hybrid workplace headaches?

Hot desking. It’s one of those office trends that sounds modern and efficient, but when you really dig into it, there’s a lot to unpack. The idea is simple enough: no assigned seats, and employees grab whatever desk is available when they walk in. For some businesses, it’s a dream solution that saves space and fosters collaboration. For others? A bit of a nightmare. If you’re on the fence about whether hot desking would work for your company, here’s a practical guide to help you weigh the pros, cons, and everything in between.

Quickly jump to:

• Why some companies are all-in on hot desking
• The flip side of hot desking
• Tips for making hot desking less painful
• Is hot desking the right call?

Why some companies are all-in on hot desking

1. It saves money

Office space costs a fortune, especially in big cities. If half your team works remotely most days, hot desking means you don’t need rows of empty desks taking up expensive square footage. This can save money on rent, utilities, and perks like maintaining that fancy coffee machine no one admits to cleaning.

A real example: Say you have 200 employees, but on any given day, only about 100 come into the office. Why pay for desks they’re not using? That’s like renting extra apartments just in case distant cousins drop by.

2. It encourages collaboration

When employees don’t sit in the same place every day, they’re more likely to bump into people outside their usual circles. Someone from marketing might share a desk pod with someone who’s deep into IT, which could result in off-the-cuff problem-solving or at the very least, a shared laugh about whose computer keeps overheating.

Bonus round: No more “Oh, I didn’t know Jenna in HR existed” moments because Jenna is now your new desk buddy.

3. It’s flexible

For employees who thrive on change or who are in the office once a week, hot desking can be a great fit. If your schedule varies, you don’t need to feel guilty about hogging a desk that someone else could use.

Pro tip: For some, the novelty of picking a new spot each day keeps things interesting, though this fades fast if every desk becomes a hot zone for someone else’s abandoned coffee cup.

The flip side of hot desking

Not everyone’s thrilled about the whole “no assigned seating” thing. There are legitimate challenges that come up, especially for teams used to more traditional office setups.

1. No one likes desk drama

Personal desks are, well, personal. People like having a space they can call their own. It’s where they keep their comfy chair settings, their favorite photos, or that weird little cactus they keep forgetting to water. Hot desking takes all that away, leaving some employees feeling unmoored.

Employee gripe: Imagine spending 15 minutes every morning hunting for a decent seat, only to end up under the air conditioner that could probably double as a freezer. Not exactly ideal.

2. Generational differences can get sticky

AYounger employees might shrug and think, “Cool, change is good.” But older workers might be a little less on board. After decades of having THE desk, the adjustment to THE available desk can feel pretty destabilizing.

3. Hygiene gets tricky

Here’s a fun question no one wants to answer but everyone’s asking in their heads: “When was this desk last cleaned?” Shared surfaces naturally lead to concerns about hygiene. If you thought wiping down your gym equipment felt awkward, welcome to wiping down your new desk spot before every workday.

4. Focus vs. socializing

Hot desking champions will tell you it’s a great way to connect and collaborate. But for employees cranking out detailed reports or needing a quiet spot to concentrate, the constant buzz of people in flux can be a nightmare. The desk by the window might feel like a jackpot until it comes with an overhead view of Steve’s hour-long sales call.

Tips for making hot desking less painful

Okay, so maybe you’re still toying with the idea. Hot desking doesn’t have to be a productivity killer if you roll it out carefully. Here are some tips to make it work:

1. Ask people what they think
   Shocking, right? Instead of making a top-down decision, find out how your team feels about hot desking. A quick survey or a casual town hall can give you a pretty clear idea of whether people are open to the concept or already dreading it.
2. Invest in a booking tool
   No one should have to wander aimlessly through the office looking for a place to sit. A reliable desk booking system lets employees reserve a space that suits their needs, whether that’s a standing desk or a quiet corner.
   Handy hint: Choose a tool that’s easy to use. No one wants to feel like they need a tutorial just to sit down. Check out Joan Desk booking for the simplest use.
3. Create zones
   Not all desks are created equal. Design the office with different zones, such as quiet spaces for deep work and collaborative hubs for team projects. This way, employees can pick what works for them on any given day.
   Pro move: Add some plants! It’s science. Plants make people happy.
4. Lockers are a lifesaver
   When personal desk drawers are no longer a thing, a locker can be your new best friend. It gives employees a safe spot for their belongings and prevents the frustration of hauling everything back and forth like a nomadic office worker.
5. Clean, clean, and clean again
   Shared spaces need regular cleaning. Period. Also, make sure there are plenty of disinfectant wipes available so employees can give their desks a quick once-over before settling in.
   Subtle incentive: You’ll reduce office-wide colds. It’s a win for everyone.
6. Test before you commit
   Start small. Pilot hot desking in one department or during specific days and gather honest feedback. Fine-tune the process before rolling it out company-wide
   Quick reality check: If the pilot causes more headaches than high-fives, it’s a good sign to rethink.

Is hot desking the right call?

There’s no one-size-fits-all answer here. Hot desking works well in some offices and crashes and burns in others. It all depends on how your team works and what makes them tick.

It might work well if:

• Your team mostly works remotely, and the office isn’t crowded.
• You want to foster collaboration and cut costs.
• People are open to experimenting with new setups.

It might not work if:

• Most employees thrive on routine or need specific setups.
• The thought of change makes your team groan in unison.
• You don’t have the resources to manage the transition smoothly.

If you’re considering hot desking, take the time to plan carefully. Talk to your team, address their concerns, and create a setup that supports their work styles. With the right approach, hot desking can be a flexible, cost-effective solution.

But if mishandled? It’s just one more thing employees will grumble about over coffee.

Balance practicality with empathy, and you’ll have a better shot at making it work. And hey, if you need help with desk booking, we are here for you!