What Is Hot Desking? Benefits, Challenges, and Best Practices

Hot desking might not be the latest buzzword, but it’s still a concept that’s often misunderstood. At Workbar, we’re here to clear things up! If you’re curious about what hot desking actually means, why it’s become so popular, or whether it could be a good fit for your team, you’re in the right place. We’ll break down how hot desking works, explore its biggest benefits, and share key tips for making it work for your business.

History and Evolution of Hot Desking

Here’s a quick history lesson – the term “hot desking” actually comes from the naval practice of “hot racking,” where sailors on different shifts would share the same bunks. Fast forward to the 1990s, and the office world borrowed the concept as organizations began experimenting with more flexible work setups. No one had an assigned desk; instead, employees would choose a spot when they arrived each day. I even remember seeing people carry their VoIP phones around, plugging them in at different desks, and watching in awe as their phone numbers “followed” them wherever they sat. Ah, technology – what a time to be alive.

Flexible seating soon proved invaluable for helping teams collaborate, adapt, and make the most of available space. As hybrid and remote work gained traction, hot desking became the go-to solution for workplaces striving for agility and efficiency. Today, it’s practically synonymous with coworking and flexibility, evolving from a simple idea to a staple in the workspace.  Some coworking companies even treat it like a product, selling “hot desking” memberships (we just call it coworking, but hey, to each their own).

Benefits of Hot Desking

Cost Efficiency

Let’s talk money: hot desk office space is cost-effective. When you don’t need a dedicated desk for each employee, you can reduce your overall space needs and design an office that’s smarter, leaner, and often more enjoyable. Less real estate means lower costs, making hot desking an attractive option for businesses that want to prioritize collaboration spaces, lounges, or event areas over rows of empty desks.

Flexibility and Mobility

Hot desking gives employees freedom to work their day, their way. Today, you might work near your friends; tomorrow, in a quiet corner with a view. This flexibility helps employees stay engaged and feel more in control of their work environment. Plus, for companies with multiple offices or teams that like to work on the go, hot desking allows for an easy transition between locations.

Collaboration and Innovation

One of the great things about hot desking is how it fosters connection. With no assigned seating, employees get a chance to work alongside different people daily, leading to spontaneous conversations.  At Workbar, we like to call it bump and connect. When people from different teams mingle, it sparks fresh perspectives, problem-solving, and creativity.  Bob Krimm, in his book, Boston Made, cites proximity and unplanned meetings and conversations as one of the 5 factors most critical to innovation.  

Better Space Utilization

Hot desking ensures every inch of your hot desk office space is actively used. Rather than having desks sit empty when employees are off-site or working from home, hot desking enables a dynamic flow of people and activity. This approach allows companies to create a smaller, more efficient workspace without sacrificing community or the employee experience. Plus, reducing unused desks directly lowers energy consumption and decreases your carbon footprint – a key step as more companies prioritize sustainability and seek ways to improve operational efficiency.

Improved Employee Relationships

Who doesn’t love making new friends? With hot desking, employees get the chance to connect with different people every day, helping to break down silos to foster positive social dynamics across the office. These casual, everyday interactions create a culture where people feel comfortable, connected, and genuinely valued. Plus, let’s face it—the loneliness epidemic is real. Building connections at work can make a huge difference in people’s happiness, turning those quick “hello” moments into meaningful relationships that brighten the workday.

Things to Consider Before Choosing to Hot Desk

Hot desking has its perks, but it’s not one-size-fits-all. Here are a few things to think about before making the switch:

• Work Culture: Hot desking works best in open, flexible cultures that value collaboration. If privacy and quiet are top priorities for your team, hot desking might not be the ideal fit.
• Technology: The right tools make hot desking seamless. Things like strong Wi-Fi, cloud storage, and easy access to power outlets can make all the difference.
• Cleanliness: Shared desks mean shared surfaces, so cleanliness is key. Having easy access to cleaning supplies can keep workstations fresh and welcoming.
• Employee Preferences: Some people thrive in flexible settings, while others prefer a “home base.” Consider how your team might respond and look for ways to offer a mix of both if possible.
• Booking Systems: A desk booking system can help employees plan their day and prevent a mad dash for space every morning.

Embracing a Key Component of the Future of Work with Hot Desking

For businesses looking to create a dynamic, efficient office that feels alive and engaging, hot desking is a great solution. By planning thoughtfully and keeping your team’s needs in mind, you can create a hot desking environment that’s both productive and welcoming, shaping a workplace that’s truly built for the people that use it.