Traditional offices
Hot desking is often found in workplaces with flexible schedules for employees, where not all employees are actually working in an office at the same time. Employees in such workplaces use existing offices only occasionally or for short periods, which leaves offices vacant part of the time. By sharing offices, employees make more efficient use of space and resources. [5] However, hot desking comes with disadvantages, including a lack of permanent space, an unclear work hierarchy, and possibly inconvenient communication between members of a team. [6] For some employees, hot-desking may be hard to get used to, as people have different ways of using a desk (adjusting the chair height, moving around decorations, keeping the space tidy). [7]
An alternative version of hot desking is possible where employees have multiple tasks and multiple employees may require a certain work station, but not all at the same time. Thus a permanent work station can be made available to any worker as and when needed (also known as a "touchdown" space), with employees sharing it. This could be for a single element of one's work, for example, when a sales employee needs an office for a client meeting, but does not otherwise need a personal office. Another example is when employees need to perform specific tasks at work stations created for those tasks in an assembly line fashion. There, the individual work stations are not set up as personal office space. A collection of such workstations is sometimes called a mobility centre. [8]
With the growth of mobility services, hot desking can also include the routing of voice and other messaging services to any location where the user is able to log into a corporate network. Therefore, their telephone number, their email, and instant messaging can be routed to their location on the network and no longer to just their physical desk. [8]
The COVID-19 pandemic resulted in remote work becoming more common, with many employees only coming into the office for part of the week. This increased reliance on hot desking, to avoid paying for unused desk space. [9]
The future of hot desking
According to a June 2024, Bloomberg article, American workplace seating arrangements have shifted in recent years. In 2019, the vast majority (95%) of office seating was assigned, with only 5% unassigned. By 2022, this had changed somewhat, with 81% assigned and 19% unassigned, reflecting a trend towards more flexible workspaces. However, data from 2023 suggests a slight increase in assigned seating (83%), potentially indicating a move away from fully unassigned ("hot desking") arrangements. [10]
As of 2024, around 60% of North American companies have adopted desk sharing or hoteling [11] . It’s helped reduce the number of empty desks and made better use of space, especially since most offices are still only 40–60% full on a typical day.
The role of office design and desk booking software in making hot desking work
Hot desking can be an effective strategy for supporting hybrid and remote work, but its success depends heavily on thoughtful office design and the right supporting technology. Eliminating assigned desks alone is not sufficient. To ensure productivity and comfort, offices must provide a range of work environments, such as quiet areas for focused tasks, open spaces for collaboration, and informal zones for casual interactions. This variety allows employees to select the most suitable space based on the nature of their work.
However, many workplaces have yet to fully adapt to this need. According to Gensler’s Global Workplace Survey [12] , fewer than one-third of offices have been redesigned in the past three years. Similarly, Cisco reports that less than half of employees and employers believe their office spaces are adequately equipped for hybrid work [13] . In Europe, only 32 percent of employers say their environments are ready for flexible work models.
The consequences of poor design are clear. A 2024 Leesman study [14] revealed that in offices with unassigned seating but limited workspace variety, only 41 percent of employees reported being able to work productively. In contrast, in well-designed offices offering a mix of spaces, that figure rose to 85 percent, which is nearly the same as the 89 percent productivity rate reported by those working from home. Gensler also found that in high-performing workplaces, 94 percent of employees had the ability to choose where they worked within the office. This kind of flexibility contributes to greater satisfaction and performance.
While office layout is critical, technology also plays an essential role in making hot desking work efficiently. Desk and room booking systems help streamline the process by allowing employees to view real-time availability, reserve workspaces in advance, and coordinate with colleagues. According to CBRE’s 2024 Office Sentiment Survey [15] , 64 percent of companies now consider booking software a top technology priority.
