What is Hot Desking and Is It Right For Your Office?

Hybrid Office

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What Is Hot Desking?

The office environment has undergone significant transformations in the last two years, with companies promoting a more flexible work culture rather than strict 9-5 schedules. Not only do flexible work arrangements allow employees freedom in choosing where and when to work, but they also offer companies to adopt cost-saving and resource-efficient solutions such as hot desking.Hot desking creates a fundamentally new work arrangement that benefits everyone and empowers staff by giving them greater autonomy over how and where they work. In this post, we’ll be taking a closer look at hot desking and how it can help hybrid companies optimize their workspaces and achieve their goals while providing employees the freedom and flexibility they desire.

What Is Hot Desking?

Hot desking is a workplace system in which employees are not assigned specific desks. Instead, they have to book or reserve the available seats for work rather than having designated workstations. The desks are available on a first-come, first-served basis, which is the exact opposite of the conventional office setup.Organizations generally adopt hot desking to improve desk efficiency, maximize space utilization and reduce real estate costs. Hot desking is a powerful solution that businesses of all sizes can embrace and benefit from according to their needs. 

How Hot Desking Works for Different Work Models?

Before implementing hot desking, it is essential to consider whether it fits your company’s needs. If the main focus of your office is efficiency, flexibility, and safety, hot desking will be a great choice for you. Here’s how you can make hot desking work with different work models and reap the maximum benefits.

Office-First Work Culture

If your organization follows a 100% on-site policy, hot desking can be an excellent way to support cross-functional interactions within your office. Suppose you assign your employees permanent workstations; they will have fewer chances to have conversations with people in the other departments. Hot desking, on the other hand, enables people to move around the office, interact with coworkers, and develop a sense of belonging.

Hybrid Teams and Workplace

On the contrary, if your organization has a hybrid work model, which gives employees more control over their schedules and choosing between work-from-home and one-site days, hot desking can be used to help employees visit the office on different schedules by ensuring you have sufficient workstations available on any given day for them to use.

Remote or Distributed Workforce

If you are remote first or have a distributed workforce, hot desking can help your employees book a desk per their need in the office or any shared workspace of your organization. Despite the work model, hot desking benefits people who want a flexible work routine without committing to a full or part-time office location.

How to Implement Hot Desking?

Most employers find it challenging to implement hot desking in their offices because they are worried about their employees having difficulty adjusting and feeling stressed by it. Here are some best practices to implement a hot desking system successfully in your office:

Invest in a reliable hot desk booking app

First, ensure that you have a reliable desking system up and running. With an easy-to-use hot desk management system, your employees can easily book their desks in advance, know where their coworkers are sitting, and know where to go after arriving in the office.FlexOSoffers a hot desk booking system for hybrid teams to coordinate in-office schedules. It is an intelligent desk booking and reservation system designed for scheduling and managing workspaces. Employees can book a desk in advance from anywhere, straight from their phones or computer.

The Lexi app allows employees to easily book an office space for office days.

FlexOS is an easy-to-use hot desk booking system with full integration with Google, Microsoft teams, and Outlook. It provides all the essential tools to implement hot desking effectively. It allows you to see:

  • Where your team is at
  • Which spots are available
  • Colleagues who are working in the office on the given day

Figure out your Floor Plan

It is always a good idea to set up your floor plan and show employees options, including desk booths, collaborative areas, and quiet spaces. This will allow employees to book a desk and find coworkers with ease.

Create Guidelines

Create a best practice guide or a tip sheet to ensure everyone knows how to use the hot desk booking system and make it accessible to everyone in the organization. When there are pre-set rules and expectations about using and sharing desks, the overall experience will be great for everyone.

Collect Desk Analytics

When you are sure that your hot desk management system is in place, it’s only half the battle. Collect data and feedback to understand how your employees use the desks, including how often and who is booking them, to gain better insights into improving employee experience, productivity, and happiness.


Hot desking can be a valuable option for teams, especially remote- or hybrid-first, looking to increase collaboration and flexibility. By allowing employees to work from any desk or location, hot desking can help to break down silos, foster better communication and improve overall productivity. Companies should consider the many benefits of hot desking, including increased flexibility and cost savings, as they navigate the challenges of remote and hybrid work. With careful planning and implementation, hot desking can be a powerful tool in building a successful and adaptive workplace culture.

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