What is hot desking? Types, benefits, and how to make it work

The shift to flexible work models has transformed how companies use office spaces. Only 40% of companies reported having enough desks for each employee, with an exact 1:1 ratio, according to a CBRE report.

More organizations are rethinking traditional layouts, especially as employees are splitting time between working from home and the office. This has led to the latest trend in hybrid work: hot desking, where employees can use whatever desks are available in the office. It’s a flexible setup that supports evolving workplace needs for startups, mid-size companies, and enterprises alike. 

In this blog, we’ll explain what hot desking means, how it works, how it compares to similar setups, and what you need to do to implement it successfully.

Hot desking is a workplace strategy where employees don’t have assigned desks. Instead, they can choose desks on a first-come, first-served basis or through a booking system, which is popular in hybrid environments.

More companies are adopting this strategy as they’re looking for ways to cut costs and accommodate employees’ flexible schedules. Adopting hot desking allows companies to reduce their office square footage and utilize more of the hot desking space, regardless of whether employees are in the office. 

The term “hot desking” was inspired by “hot racking,” a naval practice where sailors rotate shifts and take turns sleeping in shared bunks. Hot desking follows a similar structure in the business world to streamline office space and support a more flexible in-office culture.

The strategy for hot desking can vary from company to company, but typically involves:

• A shared pool of workstations instead of assigned desks
• Booking desks in advance using a hot desk booking system 
• Employees choose from the available spots when they arrive
• Technology that helps manage reservations for desks and equipment setups 

Here are some examples of how hot desking can vary based on the type of company and office: 

• Startups often use hot desks to remain lean and agile. 
• Large enterprises may implement hot desking across different floors or departments. 
• Coworking spaces offer members hot desk space on a first-come, first-served basis.
• Hybrid offices use hot desks to accommodate employees who work on-site only part of the week.

While hot desking is popular, it’s not the only solution. You could also try hoteling or free addressing, and they differ in approach. 

Understanding these distinctions can help you choose the model that best fits your organization’s operational needs:

Hot desking is a great way to maximize office efficiency and save on costs and space by eliminating assigned desks or cubicles. Implementing hot desking also offers several other advantages.

Cost savings

Reducing the number of desks helps lower your real estate and maintenance expenses. Hot desking eliminates the need for dedicated workstations for all your employees, so you can invest the money saved from less equipment and less square footage back into your business.

Space optimization

Hot desking means office space is utilized efficiently, accommodating fluctuating attendance without excess capacity. You can save on building costs or use that extra space for other business activities.

Flexibility

Employees can choose which workspaces suit their needs, fostering autonomy and satisfaction. Hot desking also allows employees to work remotely for part of the week and to potentially choose which day they’d like to come into the office.

Collaboration

By rotating seating arrangements, employees can interact with different employees and departments so that they can foster cross-functional collaboration. This collaboration can help teams develop new ideas and strategies for solving problems.

Enhanced productivity

Having access to different types of workspaces, including quiet zones and collaborative areas, allows employees to select the space that meets their productivity level for the day.

Agility

Hot desking supports quick organizational changes, since employees aren’t tied to a specific desk. If you need to expand the team or restructure departments, you don’t need to worry about redoing your entire office floor plan.

Support for flexible work

Accommodating employees who split their time between the office and home establishes seamless transitions and consistent workplace availability for everyone, regardless of when they work in the office.

Attracting talent

Lastly, hot desking could also be an appealing opportunity for new talent. More people want hybrid work options, and a flexible work environment appeals to top talent seeking autonomy and adaptability in their working arrangements.

While hot desking offers numerous benefits, it doesn’t come without a few challenges. Consider these downsides before implementing this strategy: 

• Limited personal space: Employees may feel a loss of ownership without their own assigned desk. Instead, you can provide lockers or personal storage units for employees to store their belongings securely. 
• Hard to focus: Open and shared spaces could lead to distractions. Create quiet zones or install phone booths to allow employees to take calls or have a distraction-free area. 
• Tech setup delays: Frequent desk changes could lead to inconsistent technology setups. Verify that all desks are equipped with the same setup that allows employees to come in and just plug in their computer for a seamless transition. 
• Cleanliness: Shared desks can cause hygiene issues. Consider implementing a clean desk policy and providing cleaning supplies for employees to sanitize their desks before and after they use them.
• Communication gaps: Without fixed seating, locating team members in the office can be challenging. Instead, build a culture through open collaboration platforms like Zoom to facilitate better communication between team members.

There are many types of hot desk setups. Hot desking can also be personalized to fit your unique organizational needs.

First-come, first-served hot desks

This model allows employees to choose their desk on a first-come, first-served basis. It requires minimal maintenance and planning and provides for flexibility. However, peak times, such as during the middle of the week, could lead to uncertainty and limited availability.

Reservation-based desks

Employees reserve desks in advance through a booking system, ensuring workspace availability and accommodating specific needs. This can require more maintenance and planning, but it does create an environment where everyone should have a desk.

Rotating assigned desks

Employees have assigned desks for specific days, so these hot desking solutions can help balance flexibility and predictability. This approach is especially useful for hybrid teams that aren’t in the office daily.

Neighborhood-based hot desking

You might also assign teams to specific zones within the office so you can still enjoy flexibility and promote flexibility. This model can strengthen team departments while making it easier for groups to work cross-functionally.

Activity-based seating

Design workspaces for specific activities and group employees that way. For example, have designated quiet areas for focused work and open spaces for collaboration.

Hot desks in coworking spaces

Shared workspaces offer hot desking options for freelancers, remote workers, and small teams, which provides flexibility without long-term commitments. This setup encourages collaboration and networking by allowing employees from different industries to work side-by-side.

To make hot desking successful, businesses need more than just open seats. A well-functioning hot desking environment requires planning, infrastructure, and supportive technology. Here are the hot desking factors organizations should invest in to support the strategy effectively: 

• Workplace management software: Tools like Zoom’s Workspace Reservation can streamline desk reservations and help employees better understand the space they are using.
• See Zoom Workspace Reservation in action
• Real-time availability display: Digital displays or apps show employees the current desk availability so they can quickly decide which desk or area to use.
• Sufficient number of desks: Secure adequate workstations to accommodate peak office attendance.
• Variety of workspace types: To accommodate employees’ work preferences, offer diverse working environments. Consider offering quiet zones, collaborative areas, and regular work spaces.
• IT support: Provide technical assistance to address any issues with the shared equipment setup or connection problems.
• Communication strategy: Clearly communicate the hot desking policies and procedures to all employees so they know what to expect.
• Lockable storage: Offer lockers or secure storage so employees can be sure their personal belongings are safe, regardless of where they’re sitting.
• Quiet zones: Designate areas as quiet spaces so employees can focus on uninterrupted work.

A hot desking booking system is an important part of managing a flexible workspace, but you need to choose the right one for your company. Look for key features like real-time scheduling, integrations with your current tech stack, and desk availability views. These features reduce friction and give employees confidence when they arrive. 

Consider a tool like Zoom Workspace Reservation to improve your hotdesking system by offering intuitive, map-based desk selection, calendar integration, check-in notifications, and mobile access.

Hot desking isn’t a one-size-fits-all model. Before investing in hot desking, it’s important to evaluate whether the approach will align with your team’s work habits, culture, and office layout. Ask yourself these questions to help guide your decision:

• How often are employees in the office?
• Do employees need personal setups?
• Is your office layout flexible? 
• Is there frequent fluctuation in attendance? 
• How much collaboration vs. heads-down work does your team do?
• Do you have a hot desk booking system to manage desk reservations? 
• Are you trying to reduce real estate costs or consolidate office space? 

Before committing to a total hot desking policy, consider running a pilot test before rolling it out. Gather employee feedback and iterate on the policy to find the best option.

Hot desking isn’t just about eliminating assigned seating — it’s about creating a smarter and more agile workspace to support productivity and collaboration. With the right setup and software, hot desking can be a breeze. 

The reservation software plays a crucial role in helping employees find and reserve desks, navigate the office, and stay connected with their teams. 

Tools like Zoom Workspace Reservation are designed to support hybrid work models. They offer real-time desk availability, interactive floor maps, and integration with your calendar and communication platforms. Zoom is a powerful collaboration platform designed to help your team thrive in hybrid workplaces and adapt to how your team works best. 

Contact us to learn more about how Zoom Workspace Reservation can meet your hot desking needs.