What Is Hotdesking?
Hotdesking is a dynamic arrangement where workers don't have designated desks. Instead, they can choose any open workstation in a communal office space.
How is Hotdesking Used in Serviced Offices?
Hotdesking in serviced offices allows people to rent the number of workstations they need in a shared workspace rather than renting a private office. This prevents businesses from paying for unused office space, thus saving money.
Providers complement hotdesking with access to a range of amenities such as high-speed internet, bookable meeting rooms and breakout areas. They may offer digital access cards, booking systems and desk reservation apps to ensure members can easily find and book a workstation.
Hotdesking vs. Dedicated Desks
Hotdesking offers fantastic flexibility with the option to sit anywhere. Dedicated desks are normally offered for anyone who prefers a consistent seating arrangement. The dedicated desk is solely yours to use in exchange for a monthly fee.
What Are the Advantages?
Cost Savings
This setup lowers rental costs as businesses are only paying for the number of desks they need per day, limiting unused office space.
Accommodates Staffing Levels for Hybrid Working
The number of shared desks can be increased or decreased daily, based on staffing levels. This allows companies to adapt their space quickly, especially with seasonal staff or hybrid setups.
Allows Employees to Work from Different Desks
Employees can use a different workstation daily based on their current projects or preferences. For example, choosing a desk in a quiet area is ideal for tasks that need focus and attention to detail. Adapting the work environment can improve staff comfort levels and productivity.
Encourages Collaboration
Without a dedicated desk, staff naturally mix with different colleagues daily, promoting networking and collaboration across teams. This rotation encourages idea-sharing and builds team connections.
Reduces Clutter & Unnecessary Items
As staff do not have a dedicated desk, hotdesking promotes clean desk policies by minimising personal items and clutter. This, in turn, reduces the need for storage space and desk-specific equipment such as table lamps or desktop organisers.
Environmentally Friendly
By reducing the total workspace required, hotdesking can lower an organisation's carbon footprint by lowering energy consumption. This ensures they are more environmentally friendly.
What are the Disadvantages?
Lack of Stability & Personalisation
Without a dedicated workstation, staff cannot personalise their space. The lack of stability may also affect employee satisfaction and make some staff members feel unsettled, especially those who prefer a consistent work environment.
Health & Hygiene Concerns
Keeping your workspace hygienic can become a concern as multiple employees use the same desks. Shared workstations increase the risk of transmitting germs, especially during cold and flu seasons.
Increased Setup Time
Employees must set up their workspace daily, which can be inconvenient and inefficient compared to a dedicated desk or private office setup.
Desk Availability Issues/Conflicts
It can be challenging to find an available desk during peak times and busy periods. Hotdesking may also lead to competition for workstations in popular areas, such as near windows or quieter spaces.
Difficulty Building Team Identity
Hotdesking can disrupt team cohesion by preventing employees from consistently working together in the same space. Staff members may struggle to build strong team connections without dedicated desks, affecting communication and productivity.
Limited Privacy
Shared offices offer less privacy, which can be an issue for staff handling sensitive information or needing to work without distractions.
Lack of Storage Space
Hotdesking often requires staff to carry personal belongings or use shared storage areas. The lack of personal storage space can be inconvenient for those who need to access personal or work-related items during the day.
Increased Demand for Shared Resources
In a hotdesking environment, shared amenities such as printers, meeting rooms, and phone booths can experience increased demand. This can lead to longer waiting times and potential delays.
Which Set Up is Right for Your Business?
Whether hotdesking is the right option for your business depends on your specific requirements. Hotdesking can be a strong fit for industries that value flexibility, collaboration and cost-efficiency. Creative industries and tech startups are known to thrive in shared offices, especially in areas such as Shoreditch and Soho in London.
On the other hand, businesses requiring high levels of confidentiality may steer away from shared workspaces and opt for the many private offices London and the UK offer. Roles needing specialised equipment or specific routines may benefit from dedicated desks instead.
Hotdesking is ideal for companies embracing hybrid setups and flexible working environments. They are versatile and cost-effective whilst promoting collaboration. However, increased demand for resources and lack of privacy can be a downside for certain businesses.
Consider whether hotdesking fits your company’s style, culture and employees when looking for office space options.
