Suppose you are not convinced about how hot desking and office sharing can benefit your company. In that case, you are probably wondering how office sharing can make an office experience more convenient for office workers and how it can empower employees.
Many companies offer some form of hot desking, which can help employers provide a more flexible workspace for their employees. Some examples of this are hot desking, collaboration space, and other hybrid workplace practices that improve productivity.
You may be wondering what you need for hot desking. What equipment will you need? What tools and software are essential? What should you have at your hot desk? This article will help you get set up quickly and easily. Read on to find out!
Hot desking setup
There are many advantages to hot desking. These include reduced overhead, flexibility and productivity, and improved health. Hot desking also reduces equipment costs. It also encourages collaboration and cross-departmental communication. Many times it can also reduce wasted office space. Hot desking equipment can be purchased for a variety of applications. But choosing the right type of hot desking equipment for your needs is crucial.
Each person is different and has different needs for a comfortable working environment. Hot desking provides flexibility for your employees by letting them choose their desk space and where they work. For example, some people work best in a lively atmosphere, while others need a quieter, more private environment to complete their work. The right hot desking equipment allows employees to choose where they want to work and where they want to sit, which is something that hopefully gets the employees excited.
If you are implementing a hot desking program in your office, it is essential to designate a clear plan. Make sure to identify the number of hot desks and fixed desks you need and create rules for cleanliness. It would be best if you also used software and app solutions to manage the program in the best way possible. So considering investing in a hot desk management system is definitely something you should do to get the most out of a hot desking system.
When setting up hot desks, you should ensure that all employees use the same monitor settings. By doing so, you will create a more ergonomic workspace. You can purchase specialized monitors for design work, such as a dual-monitor setup. And while you're at it, ensure everyone uses the same keyboard and mouse. And make sure to label these items so you can easily find them when needed. You'll also need to invest in ergonomic chairs and various other accessories.
What do I need for hot desking
Depending on the size of the workplace, you may need to consider a centralized sanitation area. A centralized sanitation area may include sanitary wipes and cleaners, but for a smaller workplace, you may want to keep a supply of disinfecting wipes at every workstation. The right tech accessories are essential to an effective hot desking strategy. Setting up your hot desk can be quick and easy, and you might also be thinking about making it easy to move around when needed.
In addition to a plug-and-play setup, you'll also need to provide your employees with a USB-A and USB-C hub for easy access between the computer and different accessories. Most hot desking programs assume each employee will bring a laptop, but some may offer stationary notebooks or desktops. To accommodate a wide range of users, you'll need a universal docking station that houses both PC and Mac users. In addition, as we pointed out earlier, a dual-monitor setup is often a game changer regarding productivity.
As mentioned, hot desking requires the participation of most employees, but you must consider that certain employees will need an assigned desk or conference room. Essential administrative staff such as HR will need a permanent desk to remain on the company's premises. So it's vital to plan for this and be thoughtful about who needs to be seated in assigned seating. You'll also need adjustable desks to promote a healthy work environment. These options also eliminate repetitive motion injuries and reduce the stress associated with standing.
For most businesses, having the right hot desking equipment is essential to ensure the success of your hot desk program. To maximize productivity, you'll need to provide your staff with everything they need to be productive. This might include secure cubbies and easy ways to lock the laptop by the desk when leaving for a meeting or lunch. Hot desking equipment should consist of enough outlets for laptop charging and enough storage space for personal belongings. Choosing the right hot desking equipment and design will make your office more flexible and enjoyable.
How do you set up a hot desk?
So, how to set up a hot desk? One of the first things you need to set up is a different kind of workstation for each employee. This way, they can choose where to sit depending on their needs. For example, someone who frequently works on the phone might want to sit near a window or a phone booth. In addition, hot desks will also make it easier for you to predict your space needs.
When creating a hot desk, you must determine the required equipment at each workstation. Bluetooth keyboards and mice are essential for hot desking work, but you should also consider providing monitors and dongles at each workstation. To provide convenience and a connection, you should distribute sanitizing wipes in each workstation. You don't want to have to share a piece of equipment with someone who will use it for a long time.
You can also set up hot desks in different locations around the office, which means a more flexible workplace and flexibility for your employees. If you are interested in learning more about our hot desking solution, you can read more here.
Hot desking software & hardware
There are a variety of hardware and software options to support hot desking. These options can help ensure your hot desk users have an easy and convenient setup. A reliable power supply is also a key consideration. Be sure to look for ADA-compliant equipment to ensure an ergonomic work environment. If you're planning to deploy hot desking hardware at your workplace, be sure to prepare for the needs of each team member.
In addition to the right kind of hot desking hardware, you should also consider the type of Wi-Fi connection you'll need for your employees to access the network at their workstations quickly. A dependable, fast Wi-Fi connection is essential if you want to make hot desking as convenient as possible. Scheduling software is also helpful if you're worried about having an overcrowded office space with insufficient room and desks for everyone to sit at. If you're concerned about space and want to make the most out of the space you have, consider purchasing desks with enough seating for two. If you're using a hot desking setup for long periods, ensure you have an adequate workspace.
Another benefit of hot desking is that it can reduce the cost of office furniture. If you're providing workspace to multiple employees, you may need to purchase office furniture to meet their needs. However, this doesn't have to be an expensive investment. Hot desking can help you reduce costs while promoting workplace wellness. You can also set rules to release desks that aren't being used, which can benefit your employees.
Don't forget the little things
Please ensure the employees can keep their personal belongings and business materials secure. Lockers at the workplace are vital, and you should also have enough closet space and coat racks spread out in the office to make it easier for the employees to hang their coats close to their workstations. Consider giving a housewarming gift to your coworkers, such as pencils, sticky notes, or note pads.
Choosing the Best Hot Desk Furnishings
A variety of options are available when it comes to hot desking furniture. They can, for example, stand alone or be clustered in groups of up to six and come with or without integrated power. The latter is less expensive and can preferably be placed near existing outlets. Low-profile desk models are ideal for collaborative teamwork, while taller desk models are perfect for private workspaces. The mid-height models accommodate people of any height.
Get the right equipment
While the idea of hot desking sounds appealing in theory, it can be difficult to adjust in practice. One of the biggest challenges is finding the right equipment to make you feel comfortable and productive. If you don't have the right tools, you may struggle to finish your work.
Hot Desking Equipment Checklist
Ergonomic chairs are a must in any workplace, but they are essential in a hot desking environment where people may sit for long periods. Make sure to have various chair options available to accommodate different body types and preferences.
Hot desking offices often have a mix of both standing and sitting desks. Make sure to have a variety of desk heights available to accommodate different people's needs.
If your office uses laptops, have a docking station or other means of connecting them to a monitor and keyboard. This will make it easier for an employee to use their laptop for extended periods.
Make sure to have a variety of monitor sizes and types available to accommodate different people's needs.
Be sure to have a printer that is easily accessible for all people in the office—maybe having a printer in each work area or having a central location for printers.
Be sure to have a variety of supplies available, such as paper, pens, and post-it notes. This will make it easier for people to find what they need and start working immediately.
Whiteboards can be an excellent way for people to collaborate on projects. Make sure to have a variety of sizes and types available to accommodate different needs.
Be sure to have a variety of electronic devices available, such as chargers, extension cords, and surge protectors. This will make it easier for people to use their devices and stay connected.
Be sure to have plenty of storage options, such as filing cabinets, shelves, and storage bins. This will make it easier for people to keep their work area organized and tidy.
Be sure to have a kitchen area that is easily accessible for all people in the office. This may include a refrigerator, microwave, and coffee maker to make it easier for people to get the food and drinks they need during the day. And as we all know, many interesting discussions and ideas occur by the coffee machine.
Be sure to have toilets that are easily accessible for all people in the office. This may include a handicap-accessible bathroom and a shower for people who like to do some exercise on the way to work.
Be sure to have a security system to protect people and property. This may include security cameras, alarms, and locks that will make it easier for people to feel safe and secure in the office.
To sum it up - What you need to create a great hot desking environment
Hot desking is often an effective solution to desk-sharing needs when working from home some days of the week. Hot desking has many advantages, including its flexibility and lower cost. However, it can also lead to problems, including higher turnover, lack of structure, and increased distractions.
Hot desking software helps you reserve desks and workspaces quickly and easily. With our software, you can reserve a workspace in three easy steps - a simple click on your computer or smartphone, and our software will take care of the rest. Then, you can schedule your visits and invite remote team members and clients to join you. The software also tracks time and attendance data, which can be valuable when calculating wasted space costs. Whether you're working in a virtual office or a physical location, a hot desk tool like our hot desking solution will help you make the most of your workspace by saving you money and time.
Some organizations struggle with introducing new technology to an organization with long-standing traditions. Without the right technology, having successful hot desking transitions often fails. For example, if employees choose a desk, they may still end up at their assigned one out of habit or comfort. Desk scheduling software helps businesses avoid unspoken resentment and conflict by ensuring employees choose where to work. Hot desking tech solutions are essential to make this transition successful.
Read more from our blog
- Hot Desking Essentials – A guide on creating the ultimate Hot Desking Space
- Meeting Room Etiquette – 5 rules to follow when returning to the office
- Why Flowscape is the top hybrid-workflow management system
- The evolution of the hybrid workplace model
- How to set your company up for success with the hybrid model
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