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How to implement hot desking in your workplace
Learn how hot desking works and how to set up your office space. Discover best practices and tips for choosing the right software and managing shared desks smoothly.
What is hot desking?
Hot desking is a flexible workplace setup where employees don’t have assigned desks. Instead, they book a workspace when they need it, whether for a few hours, a day, or specific team sessions. The goal is to make better use of office space, reduce unused desks, and support hybrid work by giving people the freedom to choose when and where they work on-site.
What you’ll learn in this guide:
Whether you’re introducing hot desking for the first time or fixing a setup that isn’t working, this guide gives you the essentials to do it right. You’ll learn how to define clear rules, plan your office layout, choose the right desk booking software, roll out the change smoothly, and manage day-to-day operations without chaos. The goal is simple: make hot desking efficient, fair, and easy for employees to use.
Key Takeaways
- Hot desking works best when it supports how people work, not just when it saves space.
- Clear rules, simple layouts, and the right tools are what separate successful setups from chaotic ones.
- The real win comes from balancing employee flexibility with structure so teams can collaborate without losing predictability.
- Adoption depends on trust, transparency, and making the booking experience effortless for everyone.
Chapters
Why go for a hot desking management platform?
Hot desking only works when people, spaces, and schedules are in sync.
To give your people clarity
Show employees where to work, when to come in, and who they’ll be working with.
To keep teams coordinated
Plan in-office days together, sync schedules, and avoid misaligned office presence.
To manage the office without chaos
Handle bookings, visibility, and space data in one seamless, IT-friendly platform.
Elevate your hot desking experience with deskbird
- Streamline desk booking for your team with an intuitive, mobile-first app
- Improve space efficiency with real-time availability, smart booking rules, and auto-release for unused desks
- Keep hot desking running smoothly with automated check-ins, interactive floor plans, and analytics
Trusted by 100,000+ employees worldwide
Frequently Asked Questions
Learn more about hot desking and how to implement it at your workplace.
How common is hot desking?
Hot desking has become widespread as more companies adopt hybrid and flexible work models. Recent workplace surveys show that more than 50% of organizations now use some form of shared seating. It’s especially common in offices where not everyone is on-site daily, helping reduce unused desks and support more dynamic ways of working.
What are the benefits of hot desking for companies and teams?
Hot desking helps organizations use office space more efficiently, cut real estate costs, and adapt to fluctuating attendance. Teams benefit from greater flexibility, more opportunities for cross-department collaboration, and access to desks that fit their daily tasks. Overall, it supports a smoother hybrid work experience and reduces wasted workspace.
Is hot desking cheaper than fixed desks?
Yes, hot desking is typically more cost-effective. By eliminating the need for one dedicated desk per employee, companies can reduce the number of workstations, shrink office space, and lower overhead costs. Many organizations save significantly by matching desk supply to actual usage instead of maintaining underused fixed desks.
What is hot desk etiquette?
Hot desk etiquette means leaving shared workspaces clean, tidy, and ready for the next person. Employees should clear personal items, wipe down the area if needed, follow booking rules, respect others’ seats, and avoid “desk hogging.” The goal is to keep shared spaces fair, organized, and pleasant for everyone.
What technology or software do you need to run hot desking effectively?
Most organizations rely on a dedicated hot desking or desk booking system to keep shared desks organized and easy to use. The right software lets employees see real-time desk availability, book desks in advance or on the day, and check in when they arrive. For office managers, solutions like deskbird provide booking rules, interactive floor plans, and usage analytics to prevent conflicts, reduce no-shows, and ensure desks are used efficiently.
What are the biggest challenges of hybrid work, and how can companies overcome them?
The most common challenges of hybrid work include uneven employee experiences, communication gaps between remote and in-office staff, unclear expectations, and inefficient use of office space. Companies can overcome these issues by setting clear hybrid work policies, investing in reliable collaboration and workplace management tools, and training leaders to manage distributed teams inclusively.
