HOT DESKING, ANYONE? An Introduction to shared desks or free seating

When you imagine an office, what image comes to mind? Each employee has a designated table, right? Some have cubicles while others sit in rows, but everyone has a permanent spot.

However, times are changing. Companies are exploring alternative arrangements and the use of their space for both economic and practical reasons. Enter the concept of hot-desking.

What is hot-desking? It’s an open seating arrangement where employees can choose where they want to sit. Basically, first come, first served. It’s similar to going to a cafe and choosing where to enjoy your drink and get your day going.

Some people LOVE this concept and why not? They have:

• Free choice. They can sit in the area that best suits the needs of their work for the day. They can choose to work using the corner table or find a seat at a long table. Some offices even have areas set up with couches and some employees prefer to work there. They can choose the spot that puts them in work mode most effectively.
• Access to the best equipment. Not all equipment is equal. The company may have bought a few computers, a larger monitor, or any technical equipment that is much in demand. Hot-desking allows everyone a chance to use the new equipment and enjoy its capabilities.
• Improved socializing. They’ll have more opportunities to meet different people in the company since one could be seated next to someone different every day. One could sit next to a friend or a stranger the next day and meet a new acquaintance. The opportunity to build one’s network is invaluable. Building stronger relationships not only results in the employees working more efficiently but also helps develop a more friendly and relaxed atmosphere.
• Collaboration is easier. If one has people working on a project seated together, they can work together more easily. Though it is indeed possible to collaborate virtually, many find their creative juices are more easily stimulated by a face-to-face discussion.

On the other hand, others strongly dislike it. Some argue that hot-desking creates unnecessary stress for employees, especially when:

• All the best spots are taken. Imagine being the last one to arrive. Everyone has already chosen their seat. Even if you aren’t the last, someone else may have already picked the desk/s you wanted. You get stuck with what’s available. Good luck!
• It takes too much time to find a seat. Rather than being able to immediately buckle down to work, the employee has to waste time finding a desk. This seems an inefficient way to start the workday.
• It takes time to set up every day. Since no one has a permanent area, you always have to adjust the settings to what works best for you. This may be a minor annoyance but if you have to do it every day, the annoyance can build up.
• Personalization is gone. For many people, their workspace is like their bedroom in the office. They want to put their stamp on it: display pictures of their loved one on the desk or have flowers in a vase. Not being able to do so adds to their feeling that they are just a tiny, unimportant piece in the corporate machine, easily replaced.
• Noise. Some people need a certain level of quiet to be able to work well. If they get unlucky and end up at a desk where there are a lot of calls, colleagues who speak loudly, or if there are a lot of conversations happening, their efficiency and productivity can go down as they get distracted and cannot concentrate.
• Cleanliness issues. Different people have different habits and not everyone has good habits. Ending up working at a station that has a sticky keyboard is definitely not a pleasant way to start the workday. You have to take time to clean and disinfect the desk and equipment before you can start. This may take more time than some want to spare, especially if they actually have a lot of work to get to.
• Health issues. There is a higher chance of passing on diseases spread all over a shared workstation. For example, someone who has pinkeye (conjunctivitis) can spread the disease through the keyboard. This means you have to take time to clean and disinfect the desk and equipment before you can start. And if you forget, do not be surprised if you pick up a bug.

Is hot-desking a good idea? It depends on the nature of the business. You may apply hot-desking to some departments or sections but not to all. In general, most employees do not like it, but your office can give it a try. 

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Note: This article was previously released in the printed issue of The Corporate Magazine, Guide and Style for Professionals.