During the last couple of years, office workspaces have undergone a complete overhaul in light of the pandemic. The personal desk has given way to hot desking. The word hot desking came from the practice when many people shared tiny sleeping spaces with limited beds inside the naval ships where the bed was still warm from the previous user. The same is applied to office workspaces where multiple users share the same desk on a reservation basis.
Hot desking is mostly fueled by the hybrid work model and it is liked by both employees and employers. For companies, hot desking provides an opportunity for cost reduction due to optimum space utilization, and for employees it gives a better work-life balance as they don’t have to attend the office on all days of the week.
Hot desking presents a win-win situation for both companies and employees. Hot desking makes hybrid employee experience great. Though many companies are planning to continue with their remote working set-up, a survey points out that 74% of employees want to return to the office for at least a few days per week. Hot desking would be the best solution for this.
15 benefits of hot desking for hybrid employees and companies.
1. Do more with less
One of the critical benefits of hot desking is optimum office space utilization. In the hybrid work model, only a few employees attend the office at a given point in time. Companies can choose to surrender the extra space available or sublease it to other smaller companies.
This can save companies a significant portion of their facility costs. Moreover, on any given day, 40% of designated office desks go unused irrespective of whether employees are working from home or the office. Empty or idle desks result in wastage, and they don’t promote efficiency. Hot desking helps businesses to cut down on all that wasted space. Hot desking allows companies to maintain a productive workforce and reduce equipment costs by downsizing their operations.
2. Helps to declutter
Anyone will admit that their desk is always cluttered with empty coffee cups, unused stationery, sticky notes etc. Hot desking doesn’t allow employees to own or personalize their desks, resulting in a cleaner and more organized workplace.
3. Custom workplace option
A few extroverted employees may often like to chat with others while some prefer a quiet corner. Hot desking gives the flexibility for employees to choose a comfortable environment that positively impacts their workday and productivity.
4. Promotes collaboration between departments
During regular times employees often sit with their teammates, and they rarely get to meet people from other departments. But in a hybrid work model, people from one department get an opportunity to meet and get to know their colleagues from other departments since they share the same space. It creates a chance to build rapport with other team members, bringing more fun and interaction.
5. Modernizing infrastructure
Hot desking ensures that employees’ experience remains the same regardless of their work. It removes the location constraints by moving all the applications to the cloud, allowing employees to access everything they need remotely. Hot desking puts companies on a fast track to growth by modernizing their infrastructure.
6. Improve team unity
Since remote team employees normally work from home, they are often neglected when it comes to the office seating arrangement. Lack of adequate seating arrangement will deter them from coming to the office and meeting their in-office colleagues face-to-face, which may affect the team cohesion. Hot desking allows off-site and remote team members to reserve a desk of their choice and visit the office frequently and build rapport with other teammates.
7. Safety and reliability
As the pandemic fears are slowly receding, companies are getting ready to call their employees back into the office. But still health and safety remain a genuine concern in the post-pandemic world. Hot desking for teams helps companies maintain social distancing and reduce the risk of infections.
There are many apps available on the market that allow companies to manage their office resources. These apps manage the maximum number of employees allowed in the office at a given time. This way employees can schedule their visits based on desk and meeting room availability.
8. Cost savings for employees and companies
Hot desking carries many benefits for employees as well. They can save money on commuting since fewer commutes means less energy consumption and pollution. Hot desking helps companies run their businesses with smaller offices. According to a study by the International Facility Management Association (IFMA), office space costs an average of $12,000 per employee annually. By implementing hot desking, companies can save up to 30% on real estate costs. Since employees are not tied to a single workspace and spend eight hours in the office every day, companies can ramp up their headcount without investing more in office space.
9. More freedom for employees
Hot desking helps employees maintain their work-life balance by drawing a boundary between office and home. Employees who are living in urban areas may not be in a position to reserve a separate room solely for office work and meetings. Hot desking allows employees to attend important meetings in the office and spend more time with their families and loved ones when they are at home. The option to juggle between home and office whenever needed reduces stress and prevents burnout.
10. Increased Collaboration
Hot desking allows employees to work in proximity with different teams and departments, promoting communication and collaboration. According to a survey by CBRE, 83% of executives believe that workplace design can foster collaboration, while 91% of employees believe that collaboration is essential to success.
11. Increased Flexibility
Hot desking offers employees the ability to work from different locations within the office or remotely, promoting work-life balance. According to a survey by the Society for Human Resource Management (SHRM), 89% of organizations offer some form of telecommuting, and 33% allow employees to work remotely on an ad-hoc basis.
12. Improved Productivity
Hot desking can boost productivity by reducing distractions and increasing focus. A study by Steelcase found that workers in open-plan offices lose up to 86 minutes per day due to distractions. By implementing hot desking, employees can choose the workspace that best suits their needs, promoting focus and concentration.
13. Enhanced Creativity
Hot desking can promote creativity by exposing employees to different work environments and perspectives. According to a survey by the Harvard Business Review, employees who work in spaces with a variety of work settings are more likely to be innovative.
14. Diverse workplace
Another benefit of hot desking is that it can promote a more inclusive and diverse workplace. By breaking down physical barriers and encouraging interaction among employees from different departments and backgrounds, hot desking can help create a more open and inclusive work environment. A study by HBR found that workers in diverse environments are more likely to share knowledge and offer unique perspectives, leading to better decision-making and innovation.
15. Enable Hot Desking with Clariti
Hot desking is not without its pros and cons. Hot desking comes with its own set of advantages and disadvantages. One of the key benefits of hot desking is it helps companies to reduce office space expenses and increase employee efficiency. But this may not suit all companies. If a company is not well prepared, hot-desking may become disadvantageous.
Clariti is one of the best hot desking tools that lets employees log in via an Internet browser and collaborate with their teammates irrespective of the location. Clariti is one of the best free web-based communication software that eliminates geographical constraints and helps companies hire the best talent across the world without worrying about software support and training costs. You can also save on office rent, stationery, utilities, and business travel costs by letting employees work from anywhere using Clariti.
Clariti provides integrations with all the primary cloud storage drives such as OneDrive, Google Drive, Dropbox, pCloud and Mega. So, when you are working from home or office, you don’t have to worry about carrying all your files back and forth. Once you integrate your drives with Clariti, you will have instant access to all your files anywhere, anytime. Before you implement hot desking, it is always better to try other work models such as hoteling, flex space etc and discover what works for you and your team.
Frequently Asked Questions
What are the benefits of hot desking?
Hot desking is a flexible working arrangement where employees share workspace, often on a first-come, first-served basis. The benefits of hot desking include increased collaboration, decreased need for office space, and enhanced communication.
Increased collaboration is one of the main benefits of hot desking. When employees are sharing workspace, they are more likely to interact with each other and share ideas. This can lead to better decision making and improved productivity. Hot desking can also encourage employees to interact with people from different departments, which can improve communication and collaboration across the company.
Another benefit of hot desking is that it can help companies save on office space. If employees are sharing workspace, there is less need for individual offices or cubicles. This can free up space that can be used for other purposes, such as meeting rooms or break areas. Hot desking can also reduce the carbon footprint of a company by reducing the amount of space that needs to be heated or cooled.
Overall, hot desking has many benefits that can improve the workplace. By increasing collaboration and communication, hot desking can help companies be more productive and efficient. Additionally, hot desking can save companies money on office space and help reduce their environmental impact.
What are the pros and cons of hot desking?
The concept of hot desking is not new, but it has seen a resurgence in recent years as companies look for ways to reduce their real estate costs. Under a hot desking arrangement, employees do not have assigned desks or offices, but instead can choose to sit anywhere that is available. Proponents of hot desking argue that it promotes collaboration and creativity, while detractors claim that it can lead to feelings of isolation and lowered morale. There is no clear consensus on whether hot desking is a positive or negative development, but there are some clear advantages and disadvantages that should be considered.
One of the main advantages of hot desking is that it can save companies money on office space. If employees are not tied to a particular desk, then businesses can use their office space more efficiently. This can be especially beneficial for businesses that are located in expensive urban areas. Additionally, hot desking can promote collaboration and encourage employees to interact with each other more frequently. By sitting in different places each day, workers are more likely to bump into colleagues from other departments and strike up conversations. This increased interaction can lead to new ideas and insights.
However, there are also some drawbacks to hot desking that should be considered. One of the biggest complaints about hot desking is that it can lead to feelings of isolation among employees. Without a assigned desk or office, workers may feel like they lack a sense of belonging within the company. Additionally, hot desking can make it difficult for employees to focus on their work, as they may be constantly moving around and looking for a place to sit.
Finally, hot desking arrangements require careful planning and management in order to be successful. If not executed properly, hot desking can lead to chaos and confusion rather than increased efficiency.
Overall, there are both pros and cons to hot desking arrangements. Companies should weigh these factors carefully before deciding whether or not to implement a hot desking policy.
Do employees like hot desking?
In recent years, the traditional office space has undergone a transformation, thanks to the rise of hot desking. This arrangement, in which employees share desks and workstations, has been adopted by companies of all sizes in an effort to promote collaboration and reduce costs. But what do employees think of hot desking? While there is no definitive answer, a recent survey found that 43% of workers believe hot desking has had a positive impact on their productivity. In addition, 36% of respondents said they feel more engaged with their work since adopting a hot-desking arrangement. Of course, not everyone is a fan of hot desking; some employees prefer to have their own dedicated workspace. But as the survey shows, there are plenty of workers who are happy to share a desk with their colleagues.
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