Hot-desking can be a controversial proposition in many workplaces, particularly ones where employees come into work full-time. Still, the concept of hot-desking can have many pros and cons that are up to the employer to weigh, determining the best strategy for the organization and its employees to pursue. The concept of hot-desking is not new; it refers to the strategy of relying on unassigned seating within a workplace, where employees are free to move around or rely on a reservation system to find a desk.
Much like employees can reserve a meeting room when they need, the system of hotdesking allows employees to find seating on a need-basis rather than have an assigned desk, regardless of whether they use it. Having such shared desks can come with some problems, from workflow disruption to making the workplace feel more impersonal. Employees are hot in pursuit of flexibility of all forms, but is this one adjustment they can make peace with?
There are a considerable number of pros and cons to hot-desking, and it is important to understand them well before making the switch. (Image: Pexels)
Hot-Desking Pros and Cons: Should You Consider Flexibility in Seating?
Hot-desking is a novel workplace arrangement that adopts a fluid system of seating. It allows organizations to operate with limited floor space, ensuring workers who need desks are able to access one when it’s necessary, rather than assigning a desk for each employee at the organization.
On the other hand, assigned desks at work are one of the rare opportunities for workers to take ownership of their workspace and come back to an environment that is unarguably theirs. Hot-desking and free seating can take some of that magic away.
Traditional seating arrangements have been normalized for good reason, allowing workers to find their spots in the workplace, both literally and figuratively. Any changes to this set-up can feel disorienting, particularly for those who regularly come into the workplace and prefer to have their own seat to return to.
Pros of Hot-Desking and Free Seating at Work
Choosing the option of hot-desking is the ideal strategy for a flexible workspace where employees don’t work out of the office every day. While remote and hybrid work models are on the decline, organizations that still offer such work options can benefit from hot-desking. The benefits include:
- Reduces operating costs by allowing the business to run a smaller office
- Provides workers who work from home with the option of occasionally coming into the office to work when they need a desk
- Encourages employees to interact with other workers rather than just their regular co-workers, who sit with them in a fixed spot
- Encourages employees to move around the office more freely, rather than restricting them to one spot
- Creates clutter-free workplaces where employees don’t get too comfortable piling a simple desk with paper and knick-knacks
- Offers traveling workers desks at the office when they need them
- Allows the workplace to accommodate varied seating options like couches, standing desks, seated desks, etc., depending on the employee’s preference
Cons of Hot-Desking and Free Seating at Work
Employers with full-time in-person work can find it much harder to pursue hot-desking as a real solution, as a full office makes it harder to offer free seating. Employees will typically prefer to come in and settle at their desks rather than waiting in a queue to be offered one or walking around the office trying to find a place to sit. The idea of shared desks in such set-ups can have many drawbacks:
- Complicates the daily routine of an employee as they are forced to relocate every day
- Eliminates any room for personalization or comfort, as employees will have to refrain from decorating or moving their belongings around
- Makes it harder for teams to sit together and collaborate comfortably
- Leaves some workers more apprehensive about coming to work
- Increases the chances of employees feeling distracted with new people around them
- Requires additional investments to employ a system to manage desk distribution or assign an employee to handle it
- Might cause privacy issues for employees working with sensitive information, as they have to be wary of colleagues who are not authorized to access the information
- Makes it harder for employees with disabilities to seek seating that’s convenient or adapted for them when they have to move around
Hot-Desking Is Ideal for Those in Pursuit of a Flexible Workspace
The concept of hot-desking is simple enough, but enforcing it can be more complicated than expected. Employees who are used to a specific desk are likely to gravitate towards it anyway, and they may display considerable frustration at finding it occupied. Assigned parking or seating eliminates a lot of workplace issues and allows workers to find a routine that works best for them. Many workers enjoy customizing their spaces. Some go big with the plants and photos, while others bring in a blanket or their own coffee supplies to feel more comfortable at work. Having the option to do so is what matters most to employees.
Hot-desking can result in considerable workflow disruption or affect the employee’s sense of belongingness in the workplace, making it a controversial system to introduce. The system works best for hybrid environments where employees come in only a few days a week. It is particularly beneficial when different teams are expected to come in on different days, allowing the same desks to be shared by everyone.
Before introducing the hot-desking system, it is essential to review its drawbacks, solicit employees’ preferences, and develop a strategic plan for implementing this new system. If hot-desking or the idea of free seating appears to be a good fit for your business, it helps to implement it in a way that will allow employees to have an easy time transitioning into it.
Are you for or against the idea of hot-desking at your workplace? Share your thoughts and experiences with us. Subscribe to The HR Digest for more insights on workplace trends, layoffs, and what to expect with the advent of AI.