Jun 20, 2023

Redesign your Workspace with Hot Desking Solutions for Maximum Teamwork

Blog post about hot design solutions

Are you interested in the hybrid work model but concerned about office disorganization or vacancy? A hot desking solution is the ideal compromise for companies with both in-office and remote employees. Continue reading to learn how you can unlock the full potential of the hybrid office.

Why is hot desking increasing?

Productive and motivated employees can transform work into revenue. Hot desking has emerged as a go-to solution for companies that aim to balance remote and in-office work. The increased prevalence of remote work has resulted in reduced office occupancy rates, making real estate costs prohibitively high.

Regrettably, office space remains underutilized when individuals choose to work from home instead of coming to the office every day. Space planners have discovered that hot desking provides a flexible solution that caters to the need for both flexibility and cost-efficiency.

Hot desking offers several advantages, including improved teamwork, enhanced employer satisfaction, and the ability to utilize different office spaces based on daily needs. Employees appreciate the presence of clutter-free desks that enable them to get down to business immediately.

What are the origins of a flexible office environment?

Hot desking is a work style that shares similarities with activity-based working (ABW), enabling employees to have greater flexibility in choosing their workspace for the day. They can easily transition between meeting rooms, hubs, lounges, and different desks based on their goals for the day and the required equipment. These workspaces offer various settings, including

  • Relaxation
  • Contemplation
  • Concentration
  • Collaboration

Although activity-based working may appear to be a recent trend, it has actually been around for quite some time. In the early 1980s, American architect Robert Luchetti conceived the idea of different settings for different work tasks. While it didn't gain much traction in America, the concept spread to other parts of the world, such as Denmark, Australia, and Sweden.

The implementation of activity-based working involved removing cubicles and fixed desks, instead creating diverse spaces where employees could spend as much time as necessary. This approach not only enhances flexibility but also helps manage costs, particularly when occupancy rates fluctuate.

How do you optimize your office space for maximum protection and productivity?

When optimizing your workspace, we recommend dividing the office into different zones. Here are a few examples:

A Social Zone 

The social zone is inspired by the cozy ambiance of a coffee shop, where people can feel relaxed and inspired. It provides comfortable chairs, good coffee, and other services. This zone is perfect for those who prefer soft background noise over complete silence. It is ideal for informal discussions, accountability meetings, and fostering collaboration across departments. The social zone should have good Wi-Fi, wall sockets, chargers, armchairs, round tables, textiles, a coffee station, and a nearby water cooler.

A collaboration zone

The collaboration zone facilitates teamwork, discussions, and brainstorming sessions without disturbing other colleagues. It requires a comfortable seating area, projector, and video conferencing equipment. This type of office space can be a huddle room with glass walls, providing privacy for the team.

A learning zone 

Employees should always be encouraged to grow and learn to stay current with trends and competition. Training motivates them and makes them feel like valuable assets to the company, turning them into brand ambassadors. The learning zone can be equipped with large interactive screens, excellent audio, learning software connected to apps, as well as providing access to necessary books, documents, printers, and scanners.

A silent zone

The power of deep work has gained recognition recently. Setting up a silent zone allows employees to work in solitude and focus on a single task, increasing productivity and ensuring quality work. The silent zone can offer dual screens, ergonomic chairs, and headsets.

Hot desks hold the key

As previously discussed, activity-based working enables employees to be more creative and flexible. Hot desking facilitates easy transitions between various rooms and spaces, ranging from traditional desks to smaller huddle rooms. However, to ensure its effectiveness, a well-functioning system is necessary. While individuals should have the freedom to choose their preferred desk for the day, certain structures need to be in place to prevent misunderstandings and double bookings.

Desk booking software

At Flowscape, we offer a desk booking system that allows employees to reserve a seat in advance. The goal is to eliminate the need for employees to rush around the office searching for an available seat. Instead, they can plan their day at the office in advance. It is essential for employees to have access to proper tools and equipment to excel in their work.

Our desk booking app enables users to locate vacant desks and open spaces easily. Information about the current occupancy rate is readily available. Team members can collaborate and book a room together, eliminating the aimless search for a large table.

The desk booking system alleviates stress and provides opportunities for collaboration. Additionally, the software collects occupancy data enabling space managers to analyze and optimize office utilization.

Furthermore, it is advisable to establish an open seating area that does not require a reservation. This space would operate on a first-come, first-served basis. It is ideal for tasks that require immediate attention before attending a meeting or having a discussion with a colleague.

How to make office workers feel welcome

Hot desking involves employees sitting at a different desk a few times per week. Consequently, they would require a secure place to store their belongings. We recommend providing individual lockers where they can keep their bags and devices.

Although employees don't have their own dedicated desk space, it's crucial to make them feel welcome by creating comfortable and inviting lounges, maintaining clean bathrooms, and offering well-stocked coffee stations. Open spaces serve as excellent settings for collaboration and networking. People gather not only to discuss work but also to get to know their colleagues and feel supported.

Companies take pride in offering various perks such as fruit baskets, espresso machines, and yoga mats. Always strive to provide that extra touch of quality by incorporating personal office layouts with plants, attractive furniture, and adequate lighting.

For hybrid employees to feel motivated to come to the office regularly, cultivating a strong office culture is essential. It's important to make them feel welcomed and motivated, considering that you are now competing with the comfort of their home workspace. When you successfully create a seamless transition between in-office and remote work, the company will thrive.

What are 4 simple adjustments you can make to your workspace to improve your health and productivity at home?

Remote workers may face challenges with motivation and consistency, making it crucial to establish a well-equipped home workspace.

  • To begin with, prioritize an ergonomic office chair and desk. Working at the kitchen table with a laptop is not recommended. Instead, create a dedicated workspace with a proper screen and keyboard.
  • Take care of your eyes and prevent migraines by adjusting the screen properly. Ensure that the room is well-lit to maintain optimal visibility.
  • Some employees may consider investing in high-quality lighting, including good backlighting, to appear more professional during video calls. Adjusting the web camera correctly can result in a more flattering angle for your face.
  • Don't forget to stay hydrated by keeping a bottle of water on your desk. As coffee prices have increased, you might want to inquire with your team leader about potential discounts or explore cost-sharing options with other team members.

Transitioning from a traditional office

Hot desking is generally appreciated by hybrid workers who value autonomy while also relying on well-designed structures. However, there will always be individuals who are reluctant to embrace a new solution, especially if they have been with the company for a long time. Some have even worked hard to obtain their own room, only to find that hot desking has become the new standard.

Naturally, the implementation of a new, flexible solution like hot desking can disrupt existing hierarchies. When nobody has a fixed desk, it can create stressful situations where people are unsure whom to approach or where to go.

Nevertheless, by providing training and ensuring that employees have all the necessary tools, hot desking can be welcomed with open arms. It is important to establish a ticket system for reporting technical malfunctions, network problems, or issues related to cleaning and maintenance.

Hot desking requires good communication

It is crucial to demonstrate leadership and establish processes that communicate what employees can expect and where they can find the information they need. During the initial stages, it is important to carefully listen to their feedback and maintain transparency.

Effective communication between office colleagues and remote counterparts is vital. Fortunately, there are various instant messaging apps available in the market, such as Slack and Teams, that streamline communication. In addition to exchanging emails, conducting online meetings can help swiftly resolve issues.

Want to give hot desking a go?

If you are considering hot desking, you are in good company, as an increasing number of companies are exploring this new solution. There are numerous software and programs available to facilitate a smooth transition to a hybrid office.

Seeking guidance on how to set up your hybrid office for success?

Don't hesitate to schedule a meeting with one of our product experts. They can provide valuable insights into our solutions and how technology can help streamline your office processes without disrupting employees' daily work.

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