Hot-desking essentials

There’s a new way of working that has taken over our offices. In the wake of the pandemic, hybrid working — a combination of in-office and remote working — is fast becoming the new normal. For our regular readers, this comes as no surprise. We often write about getting the best out of hybrid work models and how hot-desking could be the key to making the most out of this unusual way of working. For others, managing a hot-desking essentials can be a challenging task.

Hot-desking isn’t a case of telling employees that they can sit wherever they want. It requires a good level of planning and setup to ensure it can be implemented successfully.

With that in mind, let’s look at the basic requirements for successful hot-desking.

Benefits of hot-desking

Some employees may wonder why the office needs to switch to a hot-desking model. At a glance, it seems to be a system in which anyone can just sit wherever they want, with little reason or benefit to it. Of course, this isn’t the case, so the first step in rolling out hot-desking is to make sure everyone understands the benefits of hot-desking essentials.

Working flexibility

Working in an office from 9 to 5 every day can be mentally exhausting. Some may find comfort in the routine of sitting in the same place every day, but others may begin to feel trapped, stuck at a dead end.

Hot-desking gives your workers the best of both worlds by letting them choose where they want to work.Those looking to spice things up can switch locations every day if they wish, while those who are happier with the routine can simply reserve their regular desk and continue as they were.

Some see the hot-desking essentials as a game of musical chairs, but in reality, it simply offers flexibility for workers.

Office integration and collaboration

Traditional office layouts may use tricks, such as open spaces and natural light to give the impression of a flexible, collaborative environment. However, if workers are assigned to a desk, they are less likely to collaborate due to the literal distance between potential partners.

With hot-desking, workers are genuinely empowered to collaborate. They can simply book adjoining workstations and get straight to work. No more running back and forth across the office!

Frees up space

The hybrid work model has left office managers to figure out how to manage their extra space. Hot-desking can help guide their strategy, as they can condense those who remain in the office into a smaller space.

By doing so, they can see how much free space there actually is in the office. This allows them to reduce the office’s square footage or rent that space to external workers looking for temporary workspaces. Either option can lead to more profit for your company, which is always nice!

Hot-desking essentials


So, what do we need to make our hot office a success? Let’s dive straight in.


It’s important to make sure all your workspaces are uniform. No one wants to come in to find they are stuck with the “bad” desk, and no one wants to fight over the “good” desk. Each workspace should be the same size with the same flexible features. That can include comfortable seating that promotes back health and converting from a sitting to a standing desk.

As hot-desking removes the sense of ownership over a desk, you should offer storage outside of the workspace. A coatroom with lockers may feel very high school, but they provide a safe location for workers to leave their things.

COVID-19 Hygiene

Getting sick in the office was always a concern, but keeping your workspace clean isn’t just for the germaphobes anymore. Even as we move from pandemic to endemic, COVID-related anxiety is still incredibly high.

Because hot-desking can mean workspaces have different users every day, it’s crucial to emphasize hygiene in the office.

Make sure that each workspace has hand sanitizer and antibacterial wipes. It also wouldn’t hurt to make workers aware of how to leave their workspace at the end of the day. You could even leave a printout of this very helpful guide to best practices in a hot-desking environment at each workstation.


As we mentioned, one of the best ways to implement a successful hot office is by making each workspace the same. This includes the hardware workers will to use.

It goes without saying that each desk should have a fully functional computer. No one is going to choose a desk they can’t actually work at! However, some offices forget to make sure the equipment is at the same standard throughout the office.

Every computer, monitor, keyboard, mouse, even the mouse pad should be the same on every workspace.This will ensure that everyone will have access to the equipment they need to get the job done no matter where they sit.

Some offices manage to forget the absolute basics. In the quest for the ultimate flexible space, they’ll ignore crucial factors such as power outlets or how each workstation will connect to the internet. Using “library style” benches makes it easy to run power and internet cables through the office without sacrificing style or safety.


Hot-desking holds the potential to become a free-for-all, with colleagues arguing over their preferred workstations. To gain the full benefits of a hot office, you need some kind of organization.

There are automated solutions that can make hot office management a breeze rather than leaving it to some poor soul to manually manage the office, logging where everyone is sitting, noting any patterns, and handling booking requests.

Smartway2 Logo 2021

A workplace scheduling platform like Smartway2 takes all the guesswork and stress out of managing an office. Workers are empowered to make their own decisions through the simple workspace booking process, while office managers can gain valuable insights through Smartway2’s powerful analytics.

Ready to modernize your office? Contact us today to see how Smartway2 can work for you.


Hannah Cresswell

Last updated February 22, 2022