As workplaces change and shifts to hybrid work environments, traditional ways of arranging office spaces are a follow-up. The employees want more flexibility and freedom while organizations rethink the necessity of huge office spaces where everyone has each their own workstation.
This is at the core of the recent increasing popularity of hot desks – the practice of cutting down on office space and using it only when needed, without individually assigned desks.
While this method has appeal for certain types of workers and is definitely cheaper, it could also present challenges for some businesses. For instance, reducing desks and shifting to a space that is less personal could affect the culture of the company and disrupt employees’ routines. It may also challenge firms with rigid hierarchical structures and may require them to review the way they run their business.
For that reason prior to deciding on hot desking policies, HRs and operations managers should be aware of its pros and cons. They must evaluate the feasibility and method of implement it in their local workplace. To help you comprehend hot desking and think about its value to your company we’ve outlined the major advantages and disadvantages.
Want to know if hot desking is the right option for you? Keep reading!
What is hot desking?
Hot desking – also referred to by the name desk sharing, or hoteling is a type of office layout and desk allocation where employees do not have their own assigned desks. Instead, the number of desks is reduced and, based on business policy, desks are reserved in advance or are taken up in a first come, first serve basis.
The reasoning behind this practice is the necessity for companies to change with the changing work culture and the rise of employees working remotely at a minimum of time. If an organisation adopts an increasingly hybrid approach to work, introducing hot desks makes sense because all of its employees rarely or never get together in the workplace at once.
As with all shifts in the operation of the company, hot desks can have a range of benefits as well as disadvantages. It can affect the costs of material, but also influences the company’s culture as well as how individuals feel in the workplace. Here are the various advantages and disadvantages of hot desking.
The advantages of hot-desking
It’s not an accident that the practice of hotdesking has been becoming more popular. There are a number of tangible advantages that this practice offers to workplaces. This includes:
1. Cost-effective
First of all, hot desking is much more economical than traditional office layouts. Due to the reduced amount of desks, overhead costs are lowered. This means resources can be put to better usage.
2. Inclusive toward mobile workers
Hot desking is very inclusive towards remote and mobile workers because it lets them join in the office more easily. If desks aren’t “owned” by employees, there’s less focus on filling a specific desk and staying there. This gives more flexibility and acceptance that some employees are more mobile than others.
3. It creates a more collaborative atmosphere
Social company culture is naturally promoted when desks are not assigned individually and desk neighbors are changed daily. Teams communicate more effectively and the workplace becomes more collaborative. It also brings a newness that can be missing in traditional workplaces. Keep in mind that you’ll need a solid hot desking policy to prevent issues that could affect collaboration and teamwork.
4. Better utilization of space
Space is usually better utilized when desk numbers are reduced or fewer desks are being used. There is less clutter and a cleaner environment is created as desks require cleaning and cleaned daily. The space is thereby opened and reduces visual stimuli which also have a positive impact on concentration and productivity. It also creates a good impression on customers going to the office.
5. Promotes equality and enhances communication
If everyone is equal prior to the desk schedule, the hierarchies of workplaces become more streamlined and the workplace becomes more level playing field. This leads to more connections and interaction with greater speed both horizontally as well vertically.
In addition, it can be a great way to aid those in decision-making positions to get more understanding of the way things work “on the ground”.
Disadvantages of hot desking
Of course hot desking doesn’t come all roses. It’s best to be acquainted with the downsides so that you are aware of them or even prepare to take them into consideration from the beginning. The most common disadvantages often reported by companies are:
1. Less personalization
The employees may feel their work environment as less personal because of the lack of designated places. If the workplace begins to lose character, it may seem sterile and dismal, that can impact the company’s culture as well as the feeling that they belong to the organization. This is a result of which can affect productivity and satisfaction at work.
2. A reversal of hierarchy
Yes, the higher level of equality promoted by hotdesking could be perceived as a unwelcome disruption for companies with more rigid and vertical structures. If your business is adamant about distinct distinctions between managers, employees and executives and managers, the approach to hot desking will need to be tailored to accommodate this particular feature.
3. The increase in IT resources
While hot desking may decrease office utilization and employee overhead expenses, it could also increase the cost of IT related expenses. Or, at the least it can stretch an IT department’s resources.
One tool available to manage the situation is to introduce hot desk booking software. Such a system will open the IT tools to manage the new office setup which includes maintaining workstations and networks, while employees have the option to pick their desks.
4. Security and health guidelines that are strict mandatory
To ensure a clean and neat environment that hot desks promise there is a need to establish new safety, health, and cleaning policies. The employees will have to take on more care and responsibility , and perhaps create new habits.
Also, it is important to think about employees with special needs. In a traditional workplace those with special needs will have a workplace that is tailored to them. In a hot desk environment, you will need to implement changes that allow them to participate with the same ease as before.
5. Changes in routine
Employees who are used to the routine and established system and are seeking more privacy may experience some disturbance. Although they may be able however, these disruptions could result in lower productivity. Prepare yourself for some turbulence in the meantime!
6. Intermittent communication breakdown
While communication may ultimately improve, in the beginning, it is not always easy to maintain. Since employees are in various locations throughout the day, tracking down employees could become a challenge. To manage the situation it is likely that you’ll need to create new communication channels and procedures to ensure that important messaging reaches everyone concerned.
However it’s not a real issue if you have policies for remote work in place which already require the establishment of reliable communication channels.
Is hot desking right for your company?
One way to establish whether hot desk Finsbury Park might be good for you is to conduct a survey among your employees. With greater input you can determine that your business is up to the task and that the benefits outweigh the negatives. However, in the alternative, you might find little support for this type of arrangement.
Moreover, you can always experiment with hot-desking on a smaller scale for instance, with just one team, before making any final decisions for the whole organization. And if it doesn’t work out, you can scale back to the normal arrangement.
Hot desking isn’t for everyone. Whether it is right for your company is contingent on your culture and how much your employees are used to working at the office. It is also important to include into the mix what importance is put on having a separate and distinct space. The main goal of hotdesking is to increase productivity in collaboration, communication, and collaboration. In the end, this is what you should keep in mind when you come to a decision.
