Hot-desking: An alternative to traditional offices (Benefits)

You have probably heard of this space management model, the hot-desking.

It is undeniable that it is fashionable, just as the rising number of people who is choosing to join it. Due to Covid-19, this model has been increasingly expanded, providing a strong alternative to traditional offices. But is it really a good substitute? What are its benefits? Is it an opportunity to reinvent the office idea?

What is hot-desking?

The concept ‘hot desking’ first appeared in the 80’s as a model that facilitates the reduction of space through shared and more efficient management. It represents a good option for freelancers, commercial agents or workers who spend most of their time outside the workspace. 

We put aside the traditional model in which we have a fixed position. The hot-desking allows us to work on the desk that is available, instead of on a fixed one, of your own. By finishing with individual desks, space is saved and therefore also costs.  

This current trend has been implemented from coworking spaces to big companies.

Advantages and disadvantages of hot desking


The hot desking concept requires employees to be able to choose: between working from the office or from home. For hot desking to be successful, it has to be paired with mobile working and flexitime. In this way, all employees can design their workday themselves.

Coworking and hot desking, on the other hand, are gaining more and more adherents in the wellness strategies of organizations. This is because they provide employees with greater work flexibility in order to improve the company's image and retain talent.


However, hot-desking also has its disadvantages. Fewer desks than employees can cause frustration and stress. For example: you can’t have a place next to a window unless you arrive very early, or you don’t know if you’ll find a place available.

In these cases, the employees also identify less with the company. They miss having a fixed space. Also, they can find difficult to concentrate in an open office: with conversations on the contiguous desk and being permanently available. Besides, it’s very intimidating for many to have the boss sitting close by. 

Does hot-desking work?

Hot-desking is not convenient for all businesses or for all types of work. Moreover, implementing and maintaining this model requires an IT capability. Therefore, our advice is to do a pilot test with a small group before implementing it in the whole company. It should be said that this model would not be possible without laptops, tablets or smartphones. It is essential that all offices with hot-desking models provide free Wi-Fi.

However, some users require a little more than just their laptop to work efficiently. This is why some of these spaces are equipped with a monitor and a VGA, DVI or HDMI connection; allowing users to temporarily plug in and use a second screen.

Hot-desking in a company

"Hot offices" are an organizational system in which tables are used by different people at different times as needed.

However, space management becomes a fundamental piece in the implementation of this model so that it can be carried out successfully, safely and efficiently. In addition, this model also allows companies to recruit their best talent without geographical restrictions. All these factors are making companies reflect on the future of their work spaces and on how to adapt them correctly.

Shared desks can be installed in both private offices and coworking spaces. There is often a link between the flexibility associated with hot desking and the increase of employee innovation; while the social aspect is cited as a way to encourage interdisciplinary collaboration.

Hot-Desking in a Coworking space

For workers who perform miracles with diverse conditions in different locations, hot-desking also allows them to find a workspace and stay connected, even in different cities. This suitability increases productivity and provides the benefits of an office space wherever your work takes you.

The 5 main benefits of Hot-Desking

Collecting the advantages of hot-desking that we mentioned above:

1. Cost savings.
2. Increased efficiency and social relations.
3. Flexible working hours.
4. Better use of office areas.
5. More tidy workspaces.

But what are the perspectives that companies and employees have of this model?

- From the company’s perspective, hot desking means cost savings and increased efficiency. Office space can be smaller, rental and heating costs are lower, fewer computers need to be taken care of, etc.
- For employees, hot desking promotes greater flexibility in the organization of working hours. Also, the workplace can be chosen according to their needs; for example, to work with a specific coworker.


Hot Desking is more than a new trend, is a natural evolution. It allows professionals to work from wherever they want and whenever they want. It is an instrument that companies and workers use to be productive, even if they have to move to other places.

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