Simplify your hybrid work life with hot desking for the days you’re in the office.
Ease in to hybrid work with hot desking
Eliminate the anxiety of wondering where you’ll sit during your time in the office.
Easily switch workspaces
Seamlessly transition from your home office to your work office without a complicated tech setup.
Feel more secure in a shared space
Gain peace of mind knowing that your personal information isn’t saved on shared devices.
Access all your files
Simply log in to a Teams device to pick up working where you left off.
Make any workspace your own with hot desking
Learn more about the benefits and challenges of hot desking.
A workspace whenever you need one
Check out some of the benefits that hot desking offers.
Reduce your building footprint
Save money and office space by eliminating the need for each employee to have a dedicated desk.
Come and go as you please
Work from home to save on commute time while also having the option to come in person when you prefer.
Mix up your surroundings
Because you’re not tethered to the same space, you can interact and collaborate with different coworkers and teams each time you’re in the office.
Prevent challenges before they’re a problem
Although hot desking offers many benefits, like any office setup, it’s not without its drawbacks.
Limited flexible desks
If many hybrid workers want to come in at the same time, there may not be enough flexible workspaces for them.
Inability to personalize flexible workspaces
To some people, having a personalized desk at work decorated in their own style is an important feature.
Change is hard
It’s natural to resist change, but if many people are voicing resistance, particularly managers and other leadership, the effects can be damaging.
Plan ahead to prevent pitfalls
Prevent hot desking challenges from ever happening with a bit of planning.
Help have enough seats with hot desking software
Good hot desking software will offer a booking system that shows the available seats, the option to book for a full or partial day, and details about the technology you’ll have.
Get leadership on board
Give employees the full picture about why you’re implementing hot desking and how it will make their lives easier.
Read more about hybrid work and hot desking
Three time-management tips to reduce stress levels
Your guide to reopening the office
Brace yourselves: Hybrid work is hard
To thrive in hybrid work, build a culture of trust and flexibility
What is hot desking?
“Hot desking” refers to reserving flexible workspaces in an office that aren’t assigned to a specific employee. These spaces act as a perfect solution for hybrid work by giving people a physical place to sit when they visit the office, rather than a dedicated personal desk—which takes up space and goes unused when people are working remotely.
Prepandemic, dedicated cubicles for each employee were extremely popular, with other employers opting for a mix of cubes and individual offices and some choosing open-concept floor plans. Today, as many offices begin reopening, hot desking has become a popular option for hybrid workers.
How does hot desking work?
Hot desking typically uses a form of hot desking software that allows employees to view which flexible desks are available at the office on a given day and time. They can then book the seat they’d like to work from for a full or partial day so it’s ready for them when they arrive. Depending on how an office with hot desking spaces (or a “hot desking office”) is set up, workers might bring their own laptop or might already have a computer at the desk that they can sign in to with their credentials to access company drives, files, and folders.
The effect of COVID-19 on hot desking
The COVID-19 pandemic changed work life forever. Suddenly, organizations were rushing to figure out how to make remote work fit their needs. As global health concerns diminish, it’s become clear that the return to physical offices won’t look like it did prepandemic. According to a 2022 Work Trend Index report, several reasons contribute to this:
- What people want out of work and what they’re willing to sacrifice for a job has evolved—53 percent of workers are now more likely to prioritize their health and wellbeing over work, while 18 percent of respondents quit their jobs last year.
- Leaders need to make the office worth the commute—38 percent of hybrid employees say their biggest challenge is knowing when and why to come into the office.
- Rebuilding work relationships looks different in a hybrid world—while most hybrid workers have been able to maintain their team bonds (58 percent), only half of remote workers say they have a thriving relationship with their direct team, and even fewer (42 percent) have a strong relationship with those outside their team.
Hot desking provides a strong solution for these concerns and obstacles by enabling a balanced mix of at-home and in-office time. In an office, employees still get the benefit of seeing coworkers in person, resulting in greater bonding trust, and teamwork, and hot desking allows employees to achieve this with flexibility.
When it comes to strengthening coworker relationships, hot desking can also be a great aid. Even though virtual meeting technology has advanced significantly since March 2020 to become more engaging, for some situations, there’s nothing quite like face-to-face in-person interaction. In a hot desking office, employees still get the benefit of seeing coworkers in person, resulting in greater bonding, trust, and teamwork.
Additional hot desking resources
Simplify your work life with hot desking and Teams.
Microsoft Teams displays
Plan, deliver, and manage Teams displays in your organization.
Introducing Microsoft Teams displays
Streamline your work experience and help prioritize what’s important using Teams displays for hot desking.
What’s new in Microsoft Teams
See how hot desking looks on a Teams display.
Frequently asked questions
“Hot desking” refers to reserving flexible workspaces in an office that aren’t assigned to a specific employee.
Hot desking typically uses a form of hot desking software that allows employees to view which flexible desks are available at the office on a given day and time. They can then book the seat they’d like to work from for a full or partial day so it’s ready for them when they arrive.
One of the biggest benefits of switching from a traditional office to a hot desking office is the cost savings. Additional benefits include increased flexibility and the option to work in a variety of places.
Some hot desking drawbacks include:
- Not having enough flexible workspaces for the employees who want to come in at the same time.
- The inability to personalize flexible workspaces.
- Resistant company culture from leadership that isn’t fully onboard.
Besides having the flexible workspaces themselves, most importantly, you’ll need good hot desking software. Ideally, this should include:
- A booking system that allows employees to see which workstations are available on a certain day.
- The option to book a workstation for a full day or a few hours and to make the reservation recurring.
- Details about the technology that the workstation will be set up with.
- A place to add information about how to contact IT for any troubleshooting that employees may need.
Get started with Microsoft Teams today