Hot Desking Equipment to Make Your Flexible Office Space More Efficient

As companies prepare for a post-pandemic workplace after many employees spent over a year working remotely, research has shown companies are transitioning away from the traditional Monday-Friday, in-person work week. Instead, companies are adopting a hybrid modality, where employees split their time between home and the office. As a result, companies are rethinking their physical layout because if workers are not present in the office everyday, there is less need for individually-assigned personal offices and cubicles.

Hot desking is a model companies are adopting to address the shift in work modality. Hot desking is a system where multiple employees within an organization use the same space or workstation at different times. If your office is embracing the concept of hot desking, it is imperative to make sure you have all the right equipment so the transition, implementation and conversion process runs as effectively and efficiently as possible. Having the right tools at your employee’s disposal can make all the difference when it comes to whether hot desking is a massive success or a huge disappointment. In this post, we are focusing on some of the essential elements that you will need in order to have a successful hot desking atmosphere We are also including some helpful tips when it comes to hot desking in general, that we believe will increase the likelihood of successfully implementing hot desking into your office.

6 Pieces of Equipment You Will Want to Consider

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1. A Workplace Scheduling System

Trust us when we tell you that having a workplace scheduling system can make all the difference between hot desking hell and heaven.

Allowing employees to book workspace in advance, in a manner that is both quick and easy, will  very much help to effectively manage office resources. At Smartway2, our technology allows you to: set simple desk booking rules so the right behaviors naturally emerge, use ‘Smart Desk Recovery‘ to release unused desk bookings and improve wellbeing by making certain desks available to people with specific ergonomic needs.

2. Docking Stations

Docking stations are key to success when it comes to shared desk spaces. Kensington, a desktop and mobile device accessories company, writes that universal docking stations provide, “access to new devices, improved portability, and use of multiple devices.” According to Kensington, “Your staff’s device-specific needs probably differ quite a bit. They must be able to take their laptops with them to whatever workstation they use on any given day. While the market is full of options, the Universal Dual 2K Docking Station is among the favorites for hot desking enthusiasts… Again, universal docking stations are the essential hot desking accessory. It’s not as though your staff can haul desktops with them based on where they need to work each day. Choose a cross-platform, crossover dock like the one discussed above, and their laptops will work just as well as any desktop could.”

3. Effective phone system

GoTo, a platform for calls, meetings and messaging writes, “Select a phone system that supports hot desking. It’s not enough to have a phone system that simply supports hot desking. You also want one that delivers a host of features that support hot desking, including call queues, auto attendants or interactive voice response (IVR), and Find Me/Follow Me.”

4. Adjustable height desks and chairs

Comfort is key when it comes to hot desking and adjustability is an awesome feature when multiple people are sharing a space to work.

FlexiSpot, a company that provides height adjustable desks and desktop workstations, write the following about  the importance of these adjustable office equipment  , “Adjustable height desks offer employees the option to sit or stand during the work day. Adjustable office chairs are also important in an ergonomically correct workplace. Not only are they important for spine health, they’re versatile and cost-efficient since they can be customized to meet the needs of the majority of workers.”

5. Storage

While it may seem obvious, having an adequate space for employees to store their belongings is vital. However, unlike a traditional office layout where employees may have their own individual office or cubicle, in a hot desking environment you need to intentionally plan for employee storage space. Having dedicated storage space can reduce clutter, make people feel more settled and ensure workers have all the things they need to get their job done.

6. Cleaning supplies

In the era of COVID-19, the concept of desk sharing can bring out some anxiety for people afraid who are much more conscious of spreading viruses. Guaranteeing employees have access to cleaning supplies, including disinfectants and wipes, can help to make people feel safe when completing their job. Additionally, and equally as important, having cleaning supplies available can also help to ensure spaces are kept clean from one user to another.

Tips for Success

A quick internet search about hot desking will generate a lot of results and opinions, some which come from those pointing to the pitfalls that can occur with this work style. 

With that said, proper planning and communication can help prevent a negative outcome and instead make the process run more smoothly. 

Comfy, a workplace experience company, published a post entitled “12 Keys to Successful Hot Desking,” and we found the list to be very helpful. We are sharing Comfy’s tips with you: .

1. Get the balance right.
2. Remember: a little variety (in workspaces) goes a long way.
3. Create neighborhoods.
4. Provide places for stuff.
5. Make it easy to choose a desk upon arrival.
6. Help employees find what they need.
7. Don’t forget the little things.
8. Empower employees to personalize their space.
9. Get buy-in from all stakeholders early.
10. Run a pilot first.
11. Help get employees excited!
12. Get feedback regularly and look at the data to know how to improve.

Smartway2 is a workplace scheduling system that helps enable peak performance from employees. Using Smartway2 is easy and can help to pave the way towards a “culture of innovation.”