The hot desking concept

The term “hot desking” is cropping up more and more often in modern offices. But what exactly does it mean? And what impact does the concept have on our working environment? In this article, we want to get to the bottom of this buzzword and find out who hot desking is suitable for – and who it isn't. Let's dive into the world of flexible workplaces!

What does hot desking mean?

Imagine coming into the office in the morning and finding an empty desk to suit your mood. The next day, you sit somewhere else, perhaps next to other colleagues or in a quieter area. This is the basic idea of hot desking: instead of fixed workstations, there is a pool of desks that employees share flexibly.

The term “hot desking” originally comes from English and is best translated as “flexible working”. “Hot” stands for the high fluctuation, “desk” for the desk. Unlike the traditional workplace, you are not tied to a fixed place, but can reorient yourself every day.

How does hot desking work in practice?

In companies that practice hot desking, there are usually fewer desks than employees. This is because, due to mobile working, part-time work or external appointments, everyone is rarely in the office at the same time. Instead, those present can freely choose from the available spaces – often supported by digital booking software.

Think of it like a hotel: you check in in the morning, set up at a desk and leave the space clean again for the next guest in the evening. Personal belongings are stored in lockable cabinets or rolling containers so that the desks remain free. The technology needed, such as screens or docking stations, is usually already available.

The advantages of hot desking

Proponents see many opportunities for companies and employees in hot desking:

Increased efficiency: Because workplaces are used as needed, office space can be saved or used for other purposes. This saves costs and resources.

Flexibility: Employees can freely choose their place of work, be it in the office or at home. This enables self-determined work and a better work-life balance.

Networking: Changing your place of work every day makes it easier to talk to different colleagues. This promotes the exchange of knowledge and cross-departmental collaboration.

Innovation: New ideas and creative solutions often arise in changing constellations. Hot desking thus creates an inspiring environment for innovation.

The challenges of hot desking

However, the concept also poses some challenges:

Loss of personal workspace: For many people, their own desk is a piece of their identity and a place of retreat. Hot desking eliminates this, which can initially cause insecurity.

Effort and distraction: Setting up your space every day costs time and nerves. The changing environment can also be distracting and disrupt concentration.

More difficult collaboration: When teams are constantly being torn apart, communication often suffers. Agreements become more difficult, spontaneous idea generation less frequent.

Challenge for managers: It is also a change for bosses when they no longer have their team around them. Management must now be more targeted and often more digital.

Who is hot desking suitable for?

Whether hot desking is suitable for your company depends on many factors: the industry, the activities, the technology and, last but not least, the corporate culture. The concept tends to be particularly suitable for organizations with:

• a high proportion of mobile or project-based work
• a well-developed digital infrastructure
• flat hierarchies and an open communication culture
  
• employees who value flexibility and personal responsibility

On the other hand, hot desking is less suitable for companies with:

• predominantly stationary activities, e.g. in sales or customer service
• a high need for concentration and quiet, such as in development
• a more traditional, hierarchical structure
• employees who value fixed routines and personal connections
  

The right preparation is crucial!

Whether or not hot desking is an option for you, careful preparation is crucial in any case. That's because switching to flexible workplaces means a far-reaching change for the organization and its workforce.

Involve your employees early on and talk openly about opportunities and concerns. Compensate for the loss of personal workplaces, for example with generous storage space or attractive common areas. Invest in reliable technical equipment and digital tools that make it easier to work from any location. And support your managers in finding new ways of leading and working together.

With the right planning and support, hot desking can be a win-win for everyone – and pave the way to a modern, flexible working environment. It is up to us to seize the opportunities and overcome the challenges together.