How To Make Hot Desking Work In Your Organization

Hot desking (sometimes referred to as “hoteling”) is a practice where a business allows workers to share a single physical workstation during certain periods of time. Hot desking is a desirable option because it saves time, money, and space. Hot desking is especially favorable in cities where real estate costs are at an all-time high.

The “desk” is an office desk that’s shared by multiple workers during different shifts of the day. The employees can plug in their own laptops or use the company PC or remote terminal using their own credentials. They also share the phone installed at the desk. 

Globalphone supports hot desk functionality with its Hosted PBX system.  Employees can sit at their assigned desk and enter their extension and password into the phone.  Then the phone will be assigned to them. They will have access to all their personal features on the phone such as their extension, direct dial phone number, voicemail, caller ID, and other settings. This also allows a company to use GlobalPhone’s call center reporting to show the statistics on each employee rather than on each phone.  Such statistics may include total calls presented, calls answered, talk time etc.

The Advantages and Disadvantages of Hot Desking

Sitting a different desk every day allows employees to move around and interact with other employees. This can help prevent cliques from forming and allows more face-to-face interaction and forces businesses to be more collaborative and creative. Hot desking can also save money and space with large workforces that work in shifts.

Try “Hoteling” and “Zoning” For a Change

Hoteling is another form of hot-desking that allows employees to reserve their desks ahead of time. Thanks to growing technology, tools such as Skedd and Google Calendar allow employees to reserve their desks via an app on their smartphone.

“Zoning” allows boss designate areas where employees can work together. This can be a temporary arrangement for projects or a permanent one, depending on the work structure. Even with “hoteling” and “zoning,” employees can still compete for the best desks in the workplace and form alliances. It’s best to sit at a different desk every day to spur creativity and interact with different people within your organization. If assigned seating is required, then consider getting to know your employees and working with them.

Let Your Employees Have Their Own “Space”

Some people love using hot desking because they don’t have to sit at the same desk every day of the year. It gives them the freedom to switch up their office whenever they feel like. It might not be a great idea for people who love to decorate their desks. If possible, it’s best to keep their items in a designated locker. They may also consider keeping a designated area for office items such as awards or a board for notes and reminders.

Establish a Hot Desking Policy

To ensure everyone understands hot desking will work within your business, it’s best to establish a policy that everyone understands. This policy should be shared both orally and in writing. When writing your policy, keep it short and simple. Write an outline that includes important points about people sharing desks and important hot-desking responsibilities. Make sure that the policy states how many desks will be used.  Make sure that employees will have safe places for their belongings. Offer support if employees have concerns and questions about the hot-desking policy.