Hot desking: advantages, challenges and successful implementation
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At a time when hybrid working models are becoming the new normal, one thing is certain: office space needs to be rethought. Hot desking offers a flexible and efficient solution. Instead of fixed desks, employees use different workstations every day – depending on the task, team or availability. But hot desking only works with clear rules, well-thought-out equipment and smart tools like Flexopus, which make it easy to keep track and book.
Contents
In today's working world, flexibility is required like never before — and hot desking is the key to effective office design. By introducing this model, companies can make optimal use of their office space and at the same time promote collaboration among their employees.
In our guide, you'll learn everything you need to know about hot desking — from the benefits and challenges to the necessary equipment and legal aspects.
Hot desking definition
What exactly is hot desking? Hot desking is a flexible workplace concept that does not provide fixed desks for employees. Instead, each team member selects an available space on a daily basis based on individual needs.
This model enables companies to use their office space more efficiently — particularly in environments based on hybrid working models Set. Hot desking promotes collaboration between different teams, as it promotes the mixing of employees, which in turn provides for new ideas and innovative approaches.
Hot desking vs desk sharing
While hot desking allows employees to fill a new job every day, means Desk sharingthat several employees share a specific desk, often based on a rotation plan. With desk sharing, employees still have a kind of “home” in the office, but they share it with others.
Hot desking, on the other hand, makes the workplace completely flexible and promotes an even more dynamic use of office resources. Both models support flexible work structures, but differ in how and when the workplaces are used.
Hot desking concepts
Hot desking vs. home office
Hot desking and home office complement each other perfectly: While the home office offers convenience, hot desking enables direct exchange in the office. Here you can meet colleagues, exchange ideas and stay present in the company. By hybrid working models The two concepts can be ideally combined.
Office Hotel
At Office Hotel Employees reserve their jobs in advance, similar to booking a hotel room. This method allows your teams to choose exactly the workplace that matches their current mood. For companies, office hoteling means efficient use of space and less vacancy.
Activity-Based Working
Activity-Based Working (ABW) goes one step further: It provides various work areas that are specifically tailored to different tasks, such as rest areas and collaborative spaces. Whether for concentrated work, creative brainstorming or informal meetings — at ABW, your employees choose the area that best suits their current task. This is how you ensure optimal productivity.
Hot desking use cases
Whether call center with open-plan office, growing company with Open Space Office or an up-and-coming start-up with just a single room — hot desking is suitable for a wide range of corporate structures, as the following use cases show:
Hot Desking Use Case 1: Start-ups and Growing Companies
For young companies that are growing rapidly, Hot Desking scores points with the flexibility to react to changing numbers of employees without constantly having to rent new office space. In this way, start-ups can optimize their costs and at the same time create a dynamic working environment that promotes creativity and innovation.
Hot Desking Use Case 2: Hybrid Work
Companies that promote hybrid working models also benefit from hot desking, as it enables efficient use of office space. Employees who are only in the office on certain days share flexible workplaces, which minimizes unused space and reduces costs.
Hot Desking Use Case 3: Companies with multiple locations
For companies with multiple branches or locations, hot desking is ideal to offer employees the opportunity to work in different offices — and thus possibly also reduce their daily commute. This use case is with the Flex Office Highly compatible concept. In this way, you promote cross-location collaboration and make it easier to organize teams and resources more efficiently.
The pros and cons of hot desking
Hot desking is a modern workplace concept that offers many advantages, but also presents some challenges. However, if you are aware of the pros and cons, you can actively counteract the downsides and get the most out of the hot desking approach:
Hot desking benefits
Optimized use of space
With hot desking, you maximize the Office space efficiency, as vacancy rates are reduced — because studies show that many workplaces in a conventional office are largely empty.
Instead of keeping unused desks available for employees who are not always on site, companies can make optimal use of the available space in the hot desk office.
Cost savings
If less space is required for fixed workplaces, this also means lower rental and operating costs, which in the long term leads to significant savings leads. With hot desking, you can reduce your spending on office space, utilities, and equipment — and that in turn makes it possible to Using resources more efficiently and free up the budget for strategic investments.
Better employee relationships and improved collaboration
Hot desking promotes the mixing of employees and promotes exchange and collaboration between different teams. This dynamic environment also makes it easier to build new relationships and improves collaboration, as team members regularly get to know new perspectives and ideas from other colleagues — this significantly strengthens the sense of community.
Flexibility for hybrid work
Hot desking is the ideal addition to hybrid work models, as it gives employees the freedom to flexibly switch between home office and office. This flexibility allows your teams to better adapt the way they work to their needs while taking advantage of both worlds — for improved work-life balance and higher satisfaction.
Hot desking disadvantages
Safety concerns
Hot desking entails potential risks in terms of data security and data protection, as changing workplaces can make it difficult to handle sensitive information. Without the right security measures, sensitive data could be inadvertently accessible — making it all the more important to adapt your IT infrastructure and physical security measures in the hot desk office accordingly.
Chaos when looking for a job
Without a clear organization, hot desking can quickly lead to disorder if employees have no overview of available workplaces. Here come desk sharing apps like Flexopus In play: This software enables smooth coordination through intuitive booking systems and ensures that employees always find a free space without losing track of things. This means that the chaos of searching for a desk no longer has a chance.
No fixed desk — less durability
If your employees don't have a permanent job, this can lead to a feeling of instability. The lack of personal space can make it harder to feel good in the long term or develop a routine, which could have a negative impact on a sense of belonging and job satisfaction. You should therefore counteract this in good time.
Assessment matrix for the introduction of hot desking
The introduction of hot desking requires careful planning and evaluation to ensure that the concept meets the needs of the organization. An evaluation matrix can help to systematically analyze various factors such as employee satisfaction, costs, space usage and IT security.
By comparing these criteria, you can make informed decisions and minimize potential risks. A well-structured evaluation matrix also supports the identification of opportunities and challenges and thus contributes to a successful implementation of the hot desking model.
An evaluation matrix for the introduction of Hot Desking can help to consider various criteria and factors that are important for the decision. Here is an example of such a matrix that integrates both qualitative and quantitative factors:
|
Kriterien
|
Gewichtung (%)
|
Bewertung (1-5)
|
Punkte (Gewichtung x Bewertung) | Bemerkungen |
|---|---|---|---|---|
| Kostenersparnis | 20% | 4 | 0,8 | Einsparungen durch weniger Bürofläche |
| Mitarbeiterzufriedenheit | 25% | 3 | 0,75 | Möglichkeit für flexible Arbeitsplatzwahl |
| Technische Infrastruktur | 15% | 5 | 0,75 | Gute Ausstattung notwendig (WLAN, Tools) |
| Organisatorische Flexibilität | 15% | 4 | 0,6 | Anpassung der Büroflächen an Anforderungen |
| Produktivität | 20% | 3 | 0,6 | Produktivität kann je nach Arbeitsweise variieren |
| Datenschutz und Sicherheit | 5% | 4 | 0,2 | Sichere Datenverwahrung muss gewährleistet sein |
Overall rating = sum of points: 3.7
Explanation of using the matrix:
- weighting: Each criterion is weighted differently depending on its significance.
- valuation: Each criterion is rated on a scale of 1 to 5 (1 = poor, 5 = excellent).
- points: The product of weighting and evaluation gives the points for each criterion.
- Overall rating: By adding the points, an overall rating for the introduction of hot desking is determined.
This matrix can be adapted to the company's specific requirements and priorities by changing weightings and criteria.
Hot Desking Tools
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The right tools are crucial for a successful hot desk office. In this way, you guarantee efficient organization and seamless integration of the new work model into everyday office life. From workplace booking software to IT equipment — the following tools are essential to get the most out of your hot desking concept:
Workplace booking software
Intuitive workplace booking software is at the heart of every hot desk office. It allows your employees to quickly and easily reserve their workplace for the day and thus avoid chaos when looking for a desk. With tools like Flexopus, your teams can even book meeting rooms and parking spaces. In this way, you can keep track of workload and ensure that everyone in the team finds the right place to work.
paperless office
A paperless office makes hot desking much easier. With a scan tool, you can digitize all important documents and free up space on desks. This gives your employees access to the required documents at any time without having to rummage through mountains of paper or neglecting data protection. Through the Dematerialization Can you also save costs and the Promote sustainability in your company.
Displays and sensors
Modern displays and sensors are innovative additions to smooth hot desking. With intelligent displays, you automate processes in your company, because your employees can see at any time which desk is currently occupied. Sensors also record occupancy in real time and help you optimize the use of space. This creates a relaxed working atmosphere and avoids unnecessary trips and uncertainties.
Cloud provider
A reliable cloud provider is also essential in hot desking. With cloud services, you can keep all important data and applications available securely and at any time — virtually instead of physically. With the right cloud solution, your employees have access to everything they need to work productively from any workplace.
communication software
Communication software such as Microsoft Teams is not only essential for team communication, but also helps with booking hot desks. Integrated workplace booking functions make it easy for your employees to secure their desired place while staying in touch with the team at the same time. This allows you to create a connected and productive work environment — no matter where your employees are currently working.
IT equipment
When several team members share a desk, sophisticated IT equipment is not negligible. To ensure hygienic work, you should provide your employees with their own mobile devices such as laptops, smartphones and headsets that are not used by others. Ergonomic office chairs and keyboards ensure that your employees can work efficiently from any workplace.
privacy films
Data protection is always a concern when it comes to hot desking and desk sharing — but that doesn't have to be the case. Because privacy films offer a simple yet effective solution for maintaining the privacy of your employees and customers during hot desking. Whether on laptops or smartphone screens — the films prevent sensitive data from being viewed by unauthorized persons.
VPN
Secure VPN access is essential both for hot desking and working from home. It ensures that your employees can securely access all internal data and systems even outside the corporate network. This protects sensitive information and at the same time enables flexible remote working from anywhere — without sacrificing data security.
QR codes
QR codes are small helpers with great benefits in hot desking, because they make using desk booking apps such as Flexopus even easier and more convenient. With a scan, your employees can quickly see whether the selected desk is still available and reserve their workplace. Check-in and check-out via QR codes saves time and makes everyday work smooth and efficient — exactly what you expect from a modern workplace concept such as hot desking.
Identity Provider
An identity provider (IdP) is a system that creates, stores and manages digital identities and thus ensures secure and easy authentication of your employees during hot desking. With a single login, they get access to all necessary tools and applications, which are activated for the respective user. This makes it easier to start the working day and at the same time protects your data from unauthorized access.
Hot desking rules
Clear rules are the basis of a successful hot desking concept. They ensure structure and fairness and ensure that every employee has the same opportunity to find a suitable job.
One of the most important rules is reserving workplaces: A booking should only be made if the space is actually being used. Rules for the use of common areas and technical devices, such as printers or screens, also prevent misunderstandings and promote harmonious cooperation in the office.
Etiquette
Hot desking etiquette is crucial for a pleasant working environment. It includes basic rules of conduct that ensure that all employees feel comfortable.
This includes, for example, leaving the workplace clean and tidy after use so that the next colleague can get off to a good start. Volume should be kept to a minimum so as not to disturb others' concentration — this is particularly true in open office environments. With a respectful and considerate attitude, you are helping to make hot desking a success for everyone.
Clean Desk Policy
One Clean Desk Policy urges employees to completely vacate their workplaces at the end of the day or after using the desk. This means that no personal belongings, documents or work materials may be left behind.
This order not only helps to keep the office clean and organized, but also protects sensitive information from unauthorized access. In addition, a clean desk policy promotes the mobility of your employees, as every workplace is always ready for the next user.
Sample PDF for download
Hot desking law
In addition to individual rules in your company, there is also the question of what legal framework there is for hot desking to regulate the rights and obligations of all parties involved.
Just as with conventional work in the office, companies must ensure that workplaces meet the legal requirements for ergonomics and occupational safety during hot desking — this also applies to Home Office.
Hot desking data protection
Data protection plays a central role in hot desking, as changing workplaces can increase the risk of data loss or unauthorized access. Organizations must ensure that sensitive information is protected — both physically and digitally.
This can be achieved through measures such as the introduction of a strict clean desk policy, the use of encryption technologies and the secure handling of data on mobile devices. You should also train your employees to identify and minimize data protection risks. A well-thought-out data protection plan helps you make your hot desk office secure and legally compliant.
Inclusion of employee representatives
If you are thinking about introducing hot desking concepts, you should involve the works council or staff representatives at an early stage to take into account potential concerns and needs of employees.
Involving employee representatives can help to increase acceptance of the new workplace model and to avoid conflicts. Because jointly developed solutions ensure that you take full advantage of the benefits of hot desking and increase business efficiency, while also promoting employee satisfaction and well-being.
Legal right to employment
Even in the context of hot desking, your employees generally have a legal right to an appropriate job. This is because all workplaces must meet ergonomic and occupational safety requirements — regardless of whether they are used permanently or temporarily. In doing so, you should also comply with the legal regulations on office space per employee.
As an employer, you must also ensure that sufficient desks are available to enable all employees to perform their duties. Hot desking software How Flexopus gives you valuable insights into workload so you can plan better in the future.
Hot desking operating agreement
Introducing a new workplace concept is not always easy. It is therefore all the more important to create clear rules and structures. A well-drafted works agreement helps to avoid misunderstandings and promotes a harmonious working environment.
In the agreement, you should define key points such as the use of workplaces, hygiene regulations, data protection regulations, a clean desk policy and safety measures. There are also regulations on workplace booking, responsibility for equipment and handling of personal belongings (for example with Bring-Your-Own-Device models) should not be missing from the works agreement.
Sample PDF for download
Hot desking productivity
Hot desking can the productivity increase by giving your employees the freedom to choose their job according to their daily tasks and needs. If there are no fixed desks, your employees can focus specifically on areas that support their individual way of working — whether in quiet areas for concentrated tasks or in collaborative areas for teamwork. The outcome: more efficient work processes and better adaptation to different working styles.
Hot Desking Health & Hygiene
When several people share the same workplace, this of course requires careful and regular cleaning of the desks and other divided work surfaces to minimize the transfer of germs.
It is therefore all the more important that you introduce clear guidelines for cleaning and disinfection to ensure that all work areas used remain hygienic to promote the health of your workforce. This aspect should also be part of your clean desk policy.
Hot desking equipment
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Equipment requirements
that Occupational Health and Safety Act (ArbSchG) And the Workplace Ordinance (ArbStättV) describe clear regulations for ergonomically equipping an ideal workplace. In addition, in the Technical rules for workplaces (ASR) specifies important information about the facility. It's worth taking a look at these regulations to make sure you meet all requirements for equipping your hot desk office.
Ergonomic workstations and desk chairs
For a smooth hot desking concept, you should your teams ergonomic workplaces and provide adjustable desk chairs. This is crucial to support a healthy posture and prevent health problems such as back and neck pain. When desks are shared by several people, it is even more important that chairs and tables are height-adjustable so that your employees can personalize their work environment.
light
Good lighting is also essential for productive work. Make sure that both natural lighting and high-quality, adjustable desk lamps are available. This is because optimal lighting conditions prevent eye strain and fatigue, promote concentration and contribute to a pleasant working atmosphere. A well-lit environment also helps to positively influence the mood of employees.
safekeeping
Provide lockers, roll containers, or storage boxes so employees can securely store their personal belongings and confidential documents. This equipment keeps things tidy and enables employees to store their work utensils quickly and easily.
How your teams should proceed when storing documents and personal items should be regulated in your Clean Desk Policy. This keeps workplaces clean and tidy, which ensures data protection and efficiency during hot desking.
telephone boxes
Telephone boxes or soundproofed rooms are also crucial for privacy and concentration in hot desk offices — and not just in open-plan offices. This is because these places of retreat enable your employees to conduct confidential conversations or important phone calls without interruptions. At the same time, sensitive information and customer data are optimally protected. Telephone boxes offer a quiet environment for video conferences, especially in large offices, and reduce the acoustic load in the open office so that all team members can concentrate optimally.
conclusion
Implementing hot desking can result in significant benefits for your organization — from optimized use of office space to increased flexibility and collaboration. However, to ensure the success of this model, it is important to set clear rules, provide suitable equipment and familiarise your employees with the new work model. With Flexopus by your side, you have a powerful tool to make hot desking effective and take your office life to the next level.
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