Desk sharing
2025-05-14
Hybrid working and hot desking - modern working with Flexopus
The world of work is changing — are you ready? In this article, you'll learn how the combination of hybrid working and hot desking is revolutionizing your office. We'll show you how to increase space efficiency, promote team collaboration and at the same time create a modern corporate culture through flexible seating. Make your office a dynamic place of wellbeing for everyone!
Table of contents
Modern working models are becoming more and more common. Gone are the days when people worked 8 hours a day at a fixed desk during a 40-hour week. Instead, new ways of working such as remote work, hybrid offices, coworking spaces and flexible working models are finding their place in our working world. The working environment as we know it is constantly changing.
With all the flexibility and freedom, one thing is particularly important: a good overview, smooth organization and a common interface through which everything can be managed. Thanks to the Flexopus Hot Desking software, implementing these new ways of working is a breeze. This means employees benefit from maximum flexibility, while companies can make optimal use of their office space and guarantee maximum capacity utilization.
Hot desking meaning
The term hot desk describes permanently occupied workstations that never “run cold” due to their high utilization. The term is often used in connection with desk sharing and hybrid work and thus forms part of new working models.
Essentially, hot desking is about designing workstations so that they can be used by multiple people. The typical “personal workplace” is no longer necessary. The goal is that no employee sits in the same place on consecutive days. This not only provides variety and encourages exchange among colleagues, but also supports the optimization of resource utilization in the office space.
Each user should be able to independently occupy a workstation without having to communicate again beforehand. This not only ensures that there are no complications in the allocation of desks, but also supports working models such as remote work or home office.
Desk sharing vs. hot desking
The terms desk sharing and hot desking differ essentially in their organization and planning ability. While general desk sharing involves proactively allocating and organizing a certain number of workstations, employees have free rein with hot desking.
Differences
Hot desking and desk sharing differ significantly in their implementation. With hot desking, each employee selects a workstation on a daily basis, thus achieving the highest possible degree of flexibility. Hot desking is therefore a simplified form of desk sharing.
Desk Sharing, on the other hand, deals with the planning and distribution of available workstations among all employees present that day. For this purpose, suitable software is often used, which also provides insights into resource usage and controls everything clearly via an interface.
Similarities
Hot desking is an essential part of desk sharing. The basic principle of being able to choose from a pool of available jobs remains the same for both models. This also applies to the idea of never using the same desk on two consecutive days.
Advantages of hot desking software
A software for managing hot desking can not only simplify the step to full desk sharing, but also contribute significantly to a regulated and organized working day. A successful hot desking software should have several features:
Workstation booking
Workstation booking is the core function of hot desking software. This allows employees to reserve the desired workstation easily and conveniently. The booking should be as granular as possible, including the date, time and location of the workstation as well as features such as special equipment. The hot desking software should enable employees to book their workstation as needed and to rebook it at any time.
User management
User management is of great importance in hot desking software. This is where all user data, such as booking behavior and presence in the office, is recorded. Administrators gain insight into this data and can thus optimize the use of the hot desking software and general booking behavior.
Clear design
In order to successfully implement hot desking and desk sharing, a clear design of the application is essential. Simple procedures, intuitive operation and a good overview allow booking and administration processes to be completed quickly without encountering unnecessary obstacles.
Functions of a hot desking app
Equipment filter
Categorize and filter your workstations according to the desired equipment. Whether you need an ultra-wide monitor, height-adjustable desk, or ergonomic chair – you can book everything here easily and conveniently at a glance.
User groups
The extensive user group management allows you to granularly determine who is allowed to log in where. This allows you to address the permissions of teams and groups, as well as those of each individual user.
Interactive maps
The interactive live plan allows you to view the occupancy status, amenities and seat neighbors. In addition, a workstation, meeting room or parking space can be booked directly with a click of the mouse.
Real-time overview
In addition to a simple attendance list, the live plan also shows who is currently present and which desk has been booked for which time. So even spontaneous visits are no problem.
QR code booking
Bookings can be made easily using QR codes placed at the workplace. With a camera scan you are taken directly to the app and can create a new booking or edit an existing one.
Set favorites
Users can be marked using the favorites function. In the favorites overview you can see at a glance who is sitting where and when and you can also make a quick booking nearby.
Check-in function
The optional check-in function requires confirmation via app for each booking. In this way, bookings that have not been started are deleted and the workstations are released again.
Hot desking with Flexopus
With Flexopus, hot desking becomes simple and uncomplicated. Employees can choose their workstation every day as needed without being tied to a fixed desk. Flexopus enables easy reservation of workstations, which can be booked flexibly according to needs and equipment features.
The intuitive user interface and real-time overview ensure quick and easy management for both employees and administrators. With interactive maps, favorite functions and QR code bookings using the workstations becomes even more convenient. The sophisticated rights and roles system ensures that only authorized users have access to certain resources.
Flexopus optimizes resource utilization and promotes a modern, flexible working environment that is ideal for hybrid working models and desk sharing.
Frequently Asked Questions summarized
What is the biggest advantage of hot desking in a hybrid working model?
The biggest advantage lies in the enormous flexibility and space efficiency. Since all employees are never in the office at the same time with hybrid work, hot desking prevents expensive vacancy of unused desks. Companies can optimize their rental costs or convert vacant space into creative collaboration zones. For employees, it breaks down rigid structures: They often sit next to colleagues from other departments, which massively promotes the informal exchange of knowledge and cross-departmental networking.
How do you avoid typical frustration when introducing hot desking?
Frustration usually results from uncertainty. The solution is an intuitive booking tool such as Flexopus. It gives employees the security of knowing that a suitable workplace is reserved for them even before they travel to the office. Clear rules of the game, such as a “clean desk policy,” also ensure that every colleague has a clean and ready place to work. When the technology (docking stations, monitors) at every table is standardized, the transition becomes child's play and team acceptance increases rapidly.
What role does corporate culture play in the success of hybrid concepts?
Culture is the foundation. Hybrid work requires a change from a culture of presence to a results-oriented culture of trust. Hot desking supports this change by promoting personal responsibility and agility. It is important to position the office not only as a place of work, but as a social anchor point. When employees use the booking tool to see when their favorite colleagues are on site, the office visit becomes a conscious event for exchange and team building, which strengthens the bond with the company in the long term.
Last updated:
2026-03-16
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