Today you’re going to learn precisely what Hot Desking entails to see if it’s a good fit for you and your business.

This will help you safely return your staff to work during the global Covid 19 pandemic. which we are currently facing.

Deloitte has reported that 30% of multinational firms have implemented hot desking, with 45% planning on transitioning to hot desking by the end of this year.

A Seamless Hot Desking Transition

Are you contemplating transitioning to hot desking in your office? If so, you are not alone as this trend is greatly on the rise. Accelerating amidst COVID-19 as organizations strive to manage office capacity.

If sharing desks is in your future, before you schedule a roll-out, it’s important to make sure that you implement it in the right way. With careful consideration so your employees experience a smooth transition.

Who is a candidate?

Its a great way to save money and better utilize space, given that it’s wasteful to have one desk per employee if many people aren’t in the office every day. However, it’s not a perfect fit for everyone. It is best suited for flexible employees and those that aren’t required to sit in the same place every day.

Did you know that research shows the average knowledge worker is only at his or her desk 40% of the time? For employees with a similar schedule, it clearly makes sense to implement a shared desk system.

On the other hand, it can be challenging for those who need 100% concentration and quiet, depending on the layout of your office space. If you have employees who do require their own space a vast majority of the time, it might make sense to leave them out of the equation or consider office pods.

man and woman socially distanced sitting at desks in office wearing face masks

The Bigger Picture: Part of an ABW Strategy?

Activity Based Working (ABW) is all about enabling employees to choose from a variety of settings depending on the task at hand.

The idea behind ABW is that when workers have the right space and workstation set-up for the job they are doing, they can be more productive.

It can work great for an office that has fully integrated activity-based working. The International Workplace Group reports that 50% of employees globally are working outside of their main office headquarters at least 2.5 days a week. 85% say productivity increased in their business as a result of greater flexibility.

Kinnarps research shows that some 70% of study participants report that activity-based workplace design can increase productivity.

To find out more about agile working and ABW check out our webinar.

man and woman socially distanced sitting at desks in office wearing face masks

Making Activity Based Working a Success

According to Kinnarp “The key to an activity-based way of working is that you start with different settings, which have been created for different activities. As an employee, you can sit wherever you like, and you choose your setting to suit your work task. The prerequisite for success is that you have customized and designed the settings to suit the needs of the organization and the employees. That settings really support the various activities and that there’s a sufficient number of them. Otherwise, you can end up in the nightmare scenario you sometimes hear about: that there aren’t enough workplaces. Then people have to arrive at the office early to be sure of having a place to work.”

They touch on the importance of having quiet areas where workers can concentrate. It also has a variety of options of multi-purpose rooms where meetings and phone calls can take place. Lastly, it stresses the importance for social areas like coffee rooms or cafeterias in an activity-based office so employees still have a common gathering space.

man and woman socially distanced sitting at desks in office wearing face masks

Importance of an Agile Work Environment

Hot desking is just one step on the road towards a more agile working environment. It’s important that workers know there are multiple spaces they can go throughout the day where they can select a space that works right for them, depending on the task at hand.

If you are implementing it correctly your employees should feel they have more choice and flexibility. Both items are known to improve morale in the workplace.

Research by Deloitte found that millennials are expected to make up 75 percent of the global workforce by 2025. The Deloitte research continued, “Millennials want to work for organizations that support innovation. In fact, 78 percent of Millennials were strongly influenced by how innovative a company was when deciding if they wanted to work there. However most say their current employer does not encourage them to think creatively. They believe the biggest barriers of innovation were management attitude (63 percent). Operational structures and procedures (61 percent), and employee skills, attitudes, and diversity (39 percent).”

man and woman socially distanced sitting at desks in office wearing face masks

Make Sure Employees Have The Necessary Equipment

Before you implement it you will want to be sure employees are prepared with the necessary tools. Here’s a list of some major items to consider:

• Docking stations complete with keyboards, mouses, printers and any necessary wires/plugs

• Adjustable height desks and chairs

• Storage options

• Cleaning Supplies

• Necessary Technology

Make Sure Everyone is on the Same Page

You definitely don’t want to ambush your employees by changing the logistics of the workplace without proper notification and education. In order to be most effective, you should first take into account employees’ opinions and feedback before implementing it. You will also want to have a clear communication plan in place and explain to your employees, so everyone knows the rules moving forward.

Workplace Scheduling System is a Must

Using a workplace scheduling system can help you to better utilize your space, control the workflow and increase productivity.

Smartway2’s system is flexible, meaning that you can enable all different kinds of rules to make hot desking work seamlessly. For example, you can allow employees only to book one day in advance, or to not book the same desk two days in a row. Having rules helps to create a level playing field and an equal opportunity for everyone looking to find a space in the office. Want to learn more? Click here for a demo.