As workplaces change and evolves into a hybrid environment, the traditional methods for organizing office spaces continue. People want more flexibility and freedom, and organizations naturally reconsider the need for vast offices with everyone having their own desk.
This is the root to the rising popularization of hotdesking – the practice of cutting down office space and using it only when it is required, and without assigned desks.
Although this practice may have its benefits for certain kinds of employees and is more cost-effective, it may also present challenges for some organizations. In particular, cutting down on desks and shifting to less personal spaces could impact the culture of the workplace and impact the daily routines of employees. This could also pose a challenge to companies with rigid hierarchical structures and require them to reevaluate their organization.
In this regard prior to implementing hot desking, HRs and operations managers need to consider its pros and cons. They should consider whether and how they might implement it locally. To help you comprehend hot desking and think about its value to your company we’ve outlined the major advantages and drawbacks.
Want to know whether a hot desk Finsbury Park is right for you? Check out this article!
What is hot in the world of desking?
Hot desking, also referred to as desk sharing or desk hoteling is a form of office design and desk assignment in which employees don’t have personally assigned desks. Instead, the number of desks are reduced and, based on policies of the company, seats are reserved ahead of time or are allocated on a first-come-first-serve basis.
The reasoning behind this practice is based on the need for businesses to change with the changing working practices and also the growth in remote workers for at least some of the time. If an organisation adopts an approach that is more diverse to work, adding hot desking makes more sense considering that all employees rarely , if ever, get together in the office at once.
Like every shift in the operations of the company, hot desks offers a number of advantages and drawbacks. It affects the cost of materials, but also influences the company’s the culture and also how employees feel about their work. Here are some of the benefits and disadvantages regarding hot desking.
Advantages of hot desking
It’s no surprise that the practice of hotdesking has been becoming increasingly commonplace. There are many tangible advantages this practice can bring to the workplace. They include:
1. Cost-effective
First of all hotdesking is more affordable than traditional office setups. Because of the fewer number of desks, employees’ overhead costs are lowered. This frees up resources that could be put to another uses.
2. Inclusive toward mobile workers
Hot desking is very accommodating towards remote and mobile workers since it allows them to take part in office work more easily. If desks aren’t “owned” through employees there is less emphasis on filling up a desk and being there. This gives more flexibility and acceptance that certain employees have more mobility than others.
3. It creates a more collaborative atmosphere
A more social corporate culture is naturally promoted when seats are not allocated individually and desk mates change regularly. Teams are more in touch and the working environment becomes more collaborative. This also creates a certain newness that can often be absent in traditional workplaces. However, keep in mind that you’ll probably need a well-thought-out hot desking procedure to avoid problems that could hurt teamwork and collaboration.
4. Space utilization has improved
Space can be better utilized when desk numbers are reduced or less desks are being used. Clutter is reduced and a tidier space is created because desks must be cleaned and vacated daily. This opens up the space and reduces visual stimuli which can have a positive effect on concentration and productivity. It also leaves a great impression on customers going to the office.
5. Improves equality and communication
If everyone is equally treated prior to the desk schedule, the hierarchies of workplaces are naturally flattened and offices become a more equal playing field. This can lead to greater networking and relating in a more immediate manner both horizontally as well vertically.
In addition, it can be a great way to help individuals in the position of making decisions to have more understanding of the way things work “on the ground”.
Hot desking has its disadvantages.
Of course hot desking doesn’t come all roses. It’s better to be familiar of the negatives so that you are aware of these or be prepared to take them into consideration from the beginning. The most common disadvantages often reported by businesses include:
1. A lack of personalization
People may find their work environment as less personal due to the lack of allocated spaces. If the office starts lacking character, it may seem sterile and dismal, and can negatively impact the culture of the business and the sense as belonging to the organization. This, in turn, can impact productivity and work satisfaction.
2. Instability of the hierarchy
Yes, the higher level of equality promoted by hot desking could be perceived as an unwelcome form of disruption in companies that have structurally more inflexible and horizontal structures. If your business strongly promotes differentiating between managers, employees and the executive level, a hot desking approach needs to be adjusted to accommodate this particular feature.
3. The increase in IT resources
Although hot desks can reduce office utilization and also employee expenses, it is also likely to increase the cost of IT related expenses. In the end, it is likely to increase the resources of an IT department.
One of the tools available to address the issue is to introduce hot desk scheduling software. This system opens the IT resources for managing the new office configuration which includes maintaining working stations and networks, while employees are given the freedom to pick their own desks.
4. Security and health guidelines that are strict required
To create the clean and neat environment that hot desks promise there is a need to establish new health, safety and cleaning procedures. The employees will have to take on more care and accountability, and maybe develop new habits.
Additionally, you should think about employees with more particular needs. In a traditional work environment, employees with special needs have a guaranteed work environment that is specifically designed for their needs. In a hot-desking environment, you will need to implement changes that allow them to participate with the same ease as before.
5. Changes in routine
People who are used routines and a established system and require more privacy could experience some disruption. Although they might be able to adjust however, these disruptions could cause a dip in productivity. Be prepared for turbulent moments!
6. Intermittent communication breakdown
While communication might improve in the end initially, it is not always easy to maintain. With employees in different locations each day, tracking down employees may be difficult. To deal with the situation, you will likely need to create new communication channels and policies to ensure important messages are delivered to all employees.
On the other hand, this is not a real issue if you have policies on remote work implemented that already require the establishment of reliable communication channels.
Is hot desking right for your company?
One of the ways to establish whether hot desking might be good for you is to carry out an investigation among your employees. With more information you can determine that your business is fit for the challenge and that the advantages outweigh the drawbacks. Or, alternatively, you might discover that there is very little support for this type of arrangement.
Moreover, you can always test hot desking in a smaller setting, like with a single team before taking any decisions on the company’s overall strategy. If the arrangement doesn’t work out, you could scale back to your usual arrangement.
Hot desking isn’t for everyone. Whether it is right for your company depends on your culture and how well your employees are comfortable working in the office. It is important to consider in the mix what value is placed on having a separate and distinct space. In the end, the point of hot desking is to improve productivity in collaboration, communication, and collaboration. And, ultimately, this is the thing you must be thinking about when coming to the decision.
