What is a hot desking arrangement?

Hot desking is a workplace arrangement where employees do not have assigned, dedicated desks instead, they use any available workstation on a first-come, first-served or booking basis. It is a space optimisation strategy used by companies with a significant share of remote or field workers who are not in the office every day.

How Hot Desking Works

• No fixed seating desks are shared on a rotational or booking basis.
• Employees bring laptops and personal items daily.
• Desk booking managed via app (Microsoft Teams, Robin, Skedda).
• Storage lockers provided for personal items.

Benefits for Companies

• Space reduction: 30–50% reduction in office footprint when occupancy is 60% or lower.
• Cost savings: Less office space = lower rent, utilities, and maintenance.
• Collaboration: Encourages cross-team interaction when seating is not fixed.

Hot desking is a powerful space efficiency tool in the hybrid work era but its success depends on cultural acceptance, sufficient desk-to-employee ratio (typically 0.6:1 for hybrid offices), and reliable booking technology. It works best when paired with collaboration zones and focus rooms to offer a range of workspace options.