The importance of standardized hot desking rules

Gina Schumacher

In the rapidly evolving environment of the modern workplace, Flexopus: The leading desk-sharing provider in the DACH region is at the forefront of innovative solutions for companies looking to optimize their operations. One of these innovations is the implementation of hot desking, a concept that is becoming increasingly important in many industries. This blog post explains why standardized hot desking rules are essential for the success of hybrid work.

A man in front of a work laptop where the desk-sharing app Flexopus is open.

Flexopus: The leading desk-sharing provider in the DACH region

Desk sharing is a move away from traditional, fixed workstations towards a shared workstation model. However, desk-sharing software comes into play to avoid chaos in the daily workplace search. Flexopus is a booking software for flexible workstations, meeting rooms, and parking spaces. Users use a mobile or desktop app to decide when and where to sit, hold meetings, or park. This ensures an easy search for the ideal workplace and employees avoid over seating conflicts.

Why are standardized hot desking rules important?

Uniform hot desking rules within a desk-sharing system are not merely a matter of convenience; they are fundamental to its effectiveness. Here’s why:

1. Minimization of conflicts

Clear and uniform rules reduce misunderstandings and conflicts that could otherwise arise due to different interpretations or applications. Suitable shared desk software such as Flexopus ensures that every employee has the same prerequisites for booking a table. The same applies to booking a meeting room or a parking space.

2. Avoidance of unfairness and discrimination

Uniform hot desking rules ensure that all employees have the same opportunities to access resources and workstations. This minimizes the perception of favoritism or discrimination and promotes a fair work environment where employees are equally valued.

3. Strengthening corporate culture and team cohesion

Consistent rules create a level playing field, reinforcing a sense of unity and shared purpose among team members. When everyone plays by the same rules, it cultivates a culture of collaboration and mutual respect.

4. No exception for team leaders 

Team leaders can set a good example by adhering to the same rules as their team members. More and more often, supervisors are also participating in the flex office principle and no longer have a dedicated office. This not only promotes fairness but also leadership by example.

Hot Desking Rules Examples

A man holds his mobile phone where the shared desk app Flexopus is opened.

Now that the importance of hot desking rules has been clarified, it is time to introduce appropriate guidelines. Depending on the company structure, it may also be necessary to involve the works council. While you can of course create your own shared desk rules, we have compiled the most common regulations below:

1. Keeping order

A so-called "clean desk policy" is extremely important for a shared desk. This is because clear guidelines on tidying and cleaning the workstation are the only way to ensure a smooth transition between different users. This not only contributes to productivity but also to security, data protection, and a pleasant working environment. When introducing desk sharing, this rule should be communicated and, if necessary, monitored.

2. Digitize office processes

To facilitate order in a shared workplace, it is advisable to digitize offices as much as possible. This is because digital processes reduce physical clutter, promote a smooth flow of information, and contribute to the flexible use of workstations. Without paper files and folders, employees only need a laptop and IT equipment to manage their day-to-day work. This makes it easier and quicker to switch workstations. However, a digital office also includes cloud solutions and collaboration tools such as Microsoft Teams to simplify communication between employees and their work processes.

3. Provide office supplies

To make the shared workplace more efficient and to ensure that employees do not have to bring their own office supplies every day, it is recommended that companies provide all the office supplies they need. This includes writing utensils, notepads, paper clips, and other basic office supplies. Providing these materials centrally not only makes organization easier but also ensures that every employee has the resources they need to work effectively.

4. Clarify the organization of workplaces

Companies with a considerable number of employees or numerous offices need an efficient system for managing shared workstations to avoid chaos. As already mentioned, desk-sharing software can be extremely helpful here. Employees can use the software to conveniently select their workstation, find colleagues and book meeting rooms. A structured organization for finding workstations naturally contributes to employee satisfaction.

Challenges of hot desking rules

Although the benefits of standardized hot desking rules are obvious, their implementation can be met with resistance from employees or departments who are used to hierarchical work structures. To overcome these challenges, companies should:

  • Educate and raise awareness: Provide training to familiarize employees with the new system and its benefits. Change communication is key when introducing a flex office.
  • Address concerns: Listen to employees' concerns and offer solutions tailored to their needs.
  • Communicate rules effectively: Clearly communicate the rationale for uniform rules and emphasize their benefits for all employees. Ensure that all employees, including team leaders, adhere to the same rules to maintain credibility.

Conclusion: Are standardized hot desking rules really important?

Flexopus recognizes that the workplace of the future requires innovative approaches, and consistent hot desking rules are a must for this concept. As organizations evolve, a commitment to fair and consistent rules will remain a key factor in their success and the satisfaction of their employees. Implementing desk sharing with consistent rules is therefore not just an option, but a strategic necessity for a dynamic and efficient workplace ecosystem.

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Markus Merkle
Sales manager