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 How to Make Your Hot Desking Process Better

One of the most significant phenomena to emerge in the post-COVID-19 workplace is hot desking. However, while this workplace structure might be useful to many firms, if it is not properly implemented, it can cause more problems than it solves.

Let's talk about how to properly implement hot desking in your company and how to avoid the most typical dangers of poor implementation.

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What exactly is Hot Desking?

Hot desking is a work arrangement in which workspace is assigned on a first-come, first-served basis. In a hot desking arrangement, no one "owns" a space, whether it's a desk, an office, a chair, or anything else. Nothing lasts forever. Instead, employees can come into the shared office space and work at any unoccupied station.

What Are the Advantages of Hot Desking?

Why are more businesses embracing the hot desking system? Here are three of the most significant advantages of hot desking:

1. Smaller offices equal more savings – It seems like a lifetime ago when offices were completely staffed with everyone on the team. Because of the epidemic, the way we work has changed. Many firms now operate on a hybrid basis, with only a few of their workers working from the office on a limited basis and only a few days each week. Because offices are no longer at capacity, there is no need to have enormous office premises. Many firms might instead shrink their offices and reinvest the money elsewhere. A smaller workplace also means less money spent on operations and utility bills.

2. Increased cooperation – Organizations can go completely remote, but many choose the hybrid option to encourage face-to-face collaboration. Many remote employees will come to the office to work alongside their colleagues at least a few days a week if given the opportunity. A company can have the best of both worlds with hot desking. It can save office space without reducing in-person cooperation. Hot desking encourages your remote-first team members to visit the office more frequently.

3. Variety — Hot desking allows your remote-first employees to change up their work settings from their home office or neighbourhood coffee shop. They can go to their actual workplace and interact with other colleagues. A coffee shop is nice, but it lacks the synergy of a collaborative place where two or more people work side by side towards a same goal. And this is what you will gain if you adopt a hot desking solution in your company.

Even with all of the benefits mentioned above, deploying a hot desking system in your organisation hastily can lead to severe complications. This could mean limited adoption since your staff don't grasp the benefits of hot desking, or it could mean a workspace shortage due to overbooking. Here's how to set up a hot desk system in your office:

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Publicize Your Hot Desking Program

Your first step should be to actively advertise your hot desking programme to your staff. Encourage employees to use it by educating them on the benefits of hot desking, and make certain that everyone in your organisation understands how to do it correctly (even if they choose not to).

Before you launch your hot desking programme, ask your employees what they need, desire, and anticipate from it. Then, based on their feedback, set attainable goals for your hot desking programme.

Select a Manager

The hot desking mechanism cannot function on its own. Appoint someone to manage desk reservations, resolve disputes, troubleshoot with IT, and perform other hot desking-related activities on your team.

Consider the hotel industry.

Hot desking and hoteling are frequently used interchangeably, however they are not the same thing. The practise of sharing a communal workplace on a first-come, first-served basis is known as hot desking. Hoteling allows your staff to reserve a room in advance.