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 in demand like never before – and hot desking is the key to effective office design. By implementing this model, companies can make optimal use of their office space while promoting 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 in which no fixed desks are provided for employees. Instead, each team member selects an available space daily based on their individual needs.
This model offers companies the opportunity to use their office space more efficiently – especially in environments that rely on hybrid working models . Hot desking promotes collaboration between different teams because it encourages employee interaction, which in turn encourages new ideas and innovative approaches.
Hot desking vs. desk sharing
While employees can occupy a new workstation every day with hot desking, desk sharing means that several employees share a specific desk, often based on a rotation schedule. 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 working structures, but differ in how and when the workstations are used.
Hot desking concepts
Hot desking vs. home office
Hot desking and home office complement each other perfectly: While home office offers comfort, hot desking enables direct communication in the office. Here you will meet colleagues, exchange ideas and stay up to date with what is happening in the company. Through hybrid working models the two concepts can be ideally combined.
Office Hotelling
With office hoteling, employees reserve their workspace in advance, similar to booking a hotel room. This method allows your teams to choose exactly the workspace 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 a step further: It provides different work areas that are specifically tailored to different tasks, such as quiet zones 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 ensures optimal productivity.
Hot desking use cases
Whether a call center with an open-plan office, a growing company with a flex office or an emerging start-up with just a single room – hot desking is suitable for a variety 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 quickly, hot desking offers the flexibility to respond to changing employee numbers without having to constantly rent new office space. This allows start-ups to optimize their costs while creating a dynamic working environment that encourages creativity and innovation.
Hot Desking Use Case 2: Hybrid Working
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 workspaces, minimizing unused space and reducing costs.
Hot Desking Use Case 3: Companies with multiple locations
For companies with multiple branches or locations, hot desking is ideal for offering employees the opportunity to work in different offices – and thus potentially reducing their daily commute. This use case is perfectly compatible with the Flexoffice concept. This promotes cross-location collaboration and makes it easier to organize teams and resources more efficiently.
The advantages and disadvantages of hot desking
Hot desking is a modern workplace concept that offers many advantages but also brings with it some challenges. However, if you are aware of the advantages and disadvantages, you can actively counteract the downsides and get the most out of the hot desking approach:
Hot desking advantages
Optimized use of space
Hot desking maximizes the efficiency of your office space by reducing vacancy – studies show that many workstations in a traditional office are largely empty.
Instead of keeping unused desks for employees who aren't always on-site, companies can make optimal use of the available space in a hot desk office.
Cost savings
If less space is needed for fixed workstations, this also means lower rental and operating costs, which leads to significant savings in the long term. Hot desking allows you to reduce your expenses for office space, utilities and equipment – which in turn allows you to use your resources more efficiently and free up budget for strategic investments.
Better employee relationships and improved collaboration
Hot desking promotes employee diversity and encourages exchange and collaboration between different teams. This dynamic environment also facilitates the development of new relationships and improves collaboration, as team members regularly learn new perspectives and ideas from other colleagues – this greatly strengthens the sense of community.
Flexibility for hybrid work
Hot desking is the ideal complement to hybrid working models, as it gives employees the freedom to switch flexibly between home office and office. This flexibility allows your teams to better adapt their work practices to their needs while enjoying the benefits of both worlds – for improved work-life balance and greater satisfaction.
Hot desking disadvantages
Security concerns
Hot desking poses potential risks in terms of data security and data protection, as changing workstations can make it difficult to handle sensitive information. Without the right security measures, confidential data could be inadvertently accessed – making it all the more important to adapt your IT infrastructure and physical security measures in the hot desk office accordingly.
Chaos in the job search
Without a clear organization, hot desking can quickly lead to chaos if employees do not have an overview of available workstations. This is where desk sharing apps like Flexopus come into play: This software enables smooth coordination through intuitive booking systems and ensures that employees always find a free space without losing track. This means that chaos no longer stands a chance when searching for a desk.
No fixed desk – less stability
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 more difficult to feel comfortable or develop a routine in the long term, which could negatively impact the sense of belonging and job satisfaction. So you should counteract this in good time.
Evaluation matrix for the introduction of hot desking
The introduction of hot desking requires careful planning and evaluation to ensure that the concept meets the company's needs. An evaluation matrix can help systematically analyze various factors such as employee satisfaction, costs, space utilization, 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 the 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:
|
Criteria
|
Weighting (%)
|
Rating (1-5)
|
Points (weighting x rating) | Remarks |
|---|---|---|---|---|
| Cost savings | 20% | 0.8 | Savings through less office space | |
| Employee satisfaction | 25% | 0.75 | Possibility for flexible workplace selection | |
| Technical infrastructure | 15% | 5 | 0.75 | Good equipment required (Wi-Fi, tools) |
| Organizational flexibility | 15% | 0.6 | Adapting office space to requirements | |
| productivity | 20% | 0.6 | Productivity can vary depending on how you work | |
| Data protection and security | 5% | 0.2 | Secure data storage must be guaranteed |
Overall rating = Total points: 3.7
Explanation of the use of the matrix:
- Weighting: Each criterion is weighted differently depending on its importance.
- Rating: Each criterion is rated on a scale of 1 to 5 (1 = poor, 5 = excellent).
- Points: The product of weighting and rating gives the points for each criterion.
- Overall rating: By adding up the points, an overall rating for the introduction of hot desking is determined.
This matrix can be adapted to the specific requirements and priorities of the company by changing weightings and criteria.
Hot desking tools
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The right tools are crucial for a successful hot desk office. This ensures efficient organization and seamless integration of the new work model into everyday office life. From workstation booking software to IT equipment, the following tools are essential to getting the most out of your hot desking concept:
Workstation booking software
Intuitive software for booking workstations is the heart of every hot desk office. It allows your employees to quickly and easily reserve their workstation for the day, thus avoiding the chaos of searching for a desk. With tools like Flexopus your teams can even book meeting rooms and parking spaces. This way, you can keep track of workload and ensure that everyone in the team finds the right workstation.
Paperless office
A paperless office makes hot desking much easier. With a scanning tool, you can digitize all important documents and create space on your desks. This means your employees have access to the documents they need at any time, without having to dig through mountains of paper or neglect data protection. Through dematerialization you can also save costs and promote sustainability in your company.
Displays and sensors
Modern displays and sensors are innovative additions for smooth hot desking. With intelligent displays, you can automate processes in your company, as your employees can see at any time which desk is currently occupied. Sensors also record occupancy in real time and help you optimize space utilization. This ensures a relaxed working atmosphere and avoids unnecessary travel and uncertainty.
Cloud provider
A reliable cloud provider is also essential for hot desking. Cloud services allow you to keep all your important data and applications secure and available at all times – virtually rather than physically. With the right cloud solution, your employees have access to everything they need to work productively from any workstation.
Communication software
Communication software such as Microsoft Teams is not only essential for team communication, but also helps with booking hot desks. Integrated desk booking features make it easy for your employees to secure their preferred space while staying in touch with the team. This way you can create a connected and productive work environment – no matter where your employees are working.
IT equipment
When several team members share a desk, well-thought-out IT equipment cannot be neglected. To ensure hygienic working conditions, 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 your employees can work efficiently from any workstation.
Privacy films
Data protection is always a concern when it comes to hot desking and desk sharing – but it doesn’t have to be. Privacy screens offer a simple but effective solution to protect the privacy of your employees and customers when 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 for both hot desking and home office work. It ensures that your employees can securely access all internal data and systems even outside the company network. This allows you to protect sensitive information while enabling flexible remote working from any location – without compromising on data security.
QR codes
QR codes are little helpers with great benefits in hot desking, because they make using desk booking apps like Flexopus even easier and more convenient. With a scan, your employees can quickly see whether the selected desk is still free and reserve their workstation. Checking in and out via QR codes saves time and makes everyday work smooth and efficient – exactly what you expect from a modern workplace concept like hot desking.
Identity Provider
An identity provider (IdP) is a system that creates, stores and manages digital identities, ensuring secure and easy authentication of your employees when hot desking. With a single login, you get access to all the necessary tools and applications that are unlocked for the respective user. This makes it easier to start your workday while protecting your data from unauthorized access.
Hot desking rules
Clear rules are the foundation of a successful hot desking concept. They provide structure and fairness and ensure that every employee has an equal opportunity to find a suitable job.
One of the most important rules is the reservation of workstations: a booking should only be made if the space is actually being used. Rules for the use of common areas and technical equipment, 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 to give the next colleague a good start. Noise levels should be kept to a minimum to avoid disturbing others’ concentration – this is especially true in open office environments. By maintaining a respectful and considerate attitude, you will help ensure that hot desking is a success for everyone.
Clean Desk Policy
A clean desk policy requires employees to completely clear their workstations 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 keep the office clean and organized, but also protects sensitive information from unauthorized access. In addition, a clean desk policy promotes employee mobility, as each workstation is always ready for the next user.
Sample PDF for download
Hot Desking Law
In addition to individual rules within your company, the question also arises as to what legal framework exists for hot desking to regulate the rights and obligations of all those involved.
Just as with traditional office work, companies using hot desking must ensure that workstations comply with legal requirements for ergonomics and occupational safety – this also applies to the home office, by the way.
Data protection during hot desking
Data protection plays a central role in hot desking, as changing workstations can increase the risk of data loss or unauthorized access. Companies 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 will help you make your hot desk office secure and legally compliant.
Involvement of employee representation
If you're considering introducing hot desking concepts, you should involve the works council or staff representatives early on to address potential employee concerns and needs.
The involvement of employee representatives can help to increase acceptance of the new workplace model and avoid conflicts. Because jointly developed solutions ensure that you fully exploit the benefits of hot desking and increase company efficiency, while also promoting employee satisfaction and well-being.
Legal right to a job
Even in the context of hot desking, your employees generally have a legal right to an appropriate workplace. All workplaces must meet ergonomic and occupational safety requirements – regardless of whether they are used permanently or temporarily. You should also observe the legal regulations regarding office space per employee .
As an employer, you must also ensure that there are enough desks available to enable all employees to perform their tasks. Hot desking software like Flexopus gives you valuable insights into capacity utilization so you can plan better in the future.
Hot desking works agreement
Introducing a new workplace concept is not always easy. This makes it all the more important to create clear rules and structures. A well-drafted works agreement helps to avoid misunderstandings and promote a harmonious working environment.
In the agreement, you should specify key points such as the use of workstations, hygiene regulations, data protection provisions, a clean desk policy and security measures. The works agreement must also include provisions on booking workplaces, responsibility for equipment and handling of personal items (for example, in the case of Bring-Your-Own-Device models).
Sample PDF for download
Hot Desking Productivity
Hot desking can increase productivity by giving your employees the freedom to choose their workstation according to the day's task and their needs. If there are no fixed desks, your employees can sit in areas that support their individual way of working - be it quiet zones for concentrated tasks or collaborative areas for teamwork. The outcome: more efficient workflows and better adaptation to different work styles.
Hot Desking Health & Hygiene
When multiple people share the same workspace, this naturally requires careful and regular cleaning of desks and other shared work surfaces to minimize the transmission of germs.
This makes it all the more important that you implement clear guidelines for cleaning and disinfection to ensure that all work areas 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
The Occupational Safety and Health Act (ArbSchG) and the Workplace Ordinance (ArbStättV) describe clear regulations for the ergonomic equipment of an ideal workplace. In addition, the Technical Rules for Workplaces (ASR) provide important information on the facility. It is worth taking a look at these regulations to ensure that you meet all the requirements for the equipment of your hot desk office.
Ergonomic workstations and desk chairs
For a smooth hot desking concept, you should provide your teams with ergonomic workstations and adjustable desk chairs. This is crucial to support healthy posture and prevent health problems such as back and neck pain. When desks are shared by multiple people, it is even more important that chairs and tables are height-adjustable so that your employees can customize their work environment.
Light
Good lighting is also essential for productive work. Make sure you have both natural light and high-quality, adjustable desk lamps. 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.
storage
Provide lockers, rolling containers or storage boxes so that employees can safely store their personal belongings and confidential documents. This equipment ensures order and allows employees to quickly and easily store their work utensils.
Your Clean Desk Policy should regulate how your teams should store documents and personal belongings. This keeps workstations clean and tidy, ensuring data protection and efficiency during hot desking.
Telephone boxes
Telephone booths or soundproof rooms are also crucial for privacy and concentration in the hot desk office – and not only in open-plan offices. These retreats allow your employees to have confidential conversations or important phone calls without interruptions. At the same time, sensitive information and customer data are optimally protected. Telephone booths provide a quiet environment for video conferences, especially in large offices, and reduce the acoustic pollution in the open office, allowing all team members to concentrate optimally.
Conclusion
Implementing hot desking can bring significant benefits to your business – from optimized use of office space to increased flexibility and collaboration. However, to ensure the success of this model, it is important to establish clear rules, provide appropriate equipment and familiarize your employees with the new working model. With Flexopus at your side, you have a powerful tool to make hot desking effective and take your everyday office life to the next level.
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