Hot Desk to Success: 4 prerequisites to Make Your Hot-Desking Office Work

What is hot desking?

Hot desking is not as sensational as it may sound. Hot desking is a workplace practice which is all about sharing space. It is ideal for situations where the workforce either doesn’t have a specific assigned or permanent space or they are sharing a desk space with other members of the staff on revolving shifts.

Think of it like this: You go to the office early, and the majority of the desks are empty; including the one you like which is right next to a window. As a result, you settle yourself there, adjust your chair, plug the laptop, and punch your code into the handset. Automatically your telephone populates your directory, programs your speed dials, and adopts your every customized setting.

It is your office phone now, till you log out.

Hot desking is not new. It has existed since the late 80s. The accessibility of hot desking, nonetheless, was joined to your finances, requiring enterprise-grade IT and hardware capabilities.

Is hot desking a good fit for your office?

In general hot desking is used to make the most of floor space. Organizations compensate a large percentage of their budget renting and maintaining offices for their workers. However, research recommends that almost 40 percent of that costly office space is generally vacant. Hot desking provides a way to reduce office size, reduce unnecessary furniture and hardware expenses. Furthermore, it accommodates different preferences of workers’ schedules and seating. Hot desking also certainly lead to workers from different departments interacting with each other. It can promote socializing, build unity in the company, and make improved collaboration opportunities. By freeing workers to pick their own workspace, companies also hope to improve workforce satisfaction and efficiency.

However, hot desking has its own set of challenges. Here is what you should watch out for:

  • Clique-forming. A number of workers complain that the freedom to pick your workstation can lead to the creation of exclusive “cliques,” which can promptly turn any business culture toxic.
  • Territory-staking. A number of workers may keep watch on territories, and any breach of these unspoken claims can feed workplace hostility.
  • Clutter and nesting. Somebody’s untidy workspace can suddenly become your untidy workspace.
  • Logging in. If your login procedure is long, complexed, or regularly plagued by technical issues, then getting your staff up and running every day can become a regular drain on efficiency.
  • Hygiene. Unfortunately, hot desking means employees have to share more than just a desk. It also exposes you to other employees’ germs and bacteria.

Any office plan comes with possible shortcomings, and hot desking is no exemption. Implementing a hot-desk office space that stays away from these issues usually comes down to having the correct tools and the right policies in place.

How to hot desk successfully: equipment, employees support, and policy.

To find a way around the obstacles that can harm a hot-desk strategy involves taking a few preliminary steps.

Here is what we recommend:

  1. Choose a phone system that supports hot desking.

It is just not sufficient to have a phone system that supports hot desking. Also, you need a phone system that provides a host of features that support hot desking, such as call queues, auto attendant or interactive voice response (IVR), and Find Me/Follow Me.

  1. Get easy-to-set-up IT solutions.

Buy devices like computers, laptops, keyboards, docking stations, etc. that are steady and balance each other. This decreases the problems with hardware compatibility and reduces the time it might take for staff to login and get to work.

  1. Get your employees on board.

Hot desking can be a serious transformation for your staff. There is going to be some disturbance in their lives even if the change goes effortlessly. The best method to make it easier on your employees, and steer clear of any dip in productivity, is to ensure everybody’s on the same page. Help your staff in understanding the benefits of hot desking, why it’s needed, and the policies you aim to employ to ensure the change will benefit them. Free up resources to respond to your workers’ queries and fix any tech problems that come up.

  1. Employ policies to help employees change to hot desking

The right policies make an environment and set up basic standards that are hot-desk-friendly.  A number of practices you should consider include a:

  • Clean desk policy. This kind of policy might raise a number of objections as workers like to personalize their workplace. However, if they are sharing a workspace, that’s no longer a choice not without infringing on someone else’s workspace. Support employees to still bring items to personalize their workspace, nevertheless to keep them small and portable. Anything that is simple to set up, take down, and the store would work. Otherwise, you could give lockers where staff members can store up their personal effects until the next day.
  • Hygiene and workplace health policy. Eliminate health worries by urging essential hygiene practices. Post signs as a reminder for your workers to clean their hands with hot soap and water for 20 seconds in the restroom. Supply sanitizing wipes so that workstations are simple to clean after a shift, together with hand sanitizer around the office.
  • Personal headphone policy. Continuously shifting your workplace can lead to taking a spot where there’s a lot of traffic or talk. Ensure that your workers are prepared to ask them to bring a couple of headphones to work. Encourage them to use their headphones by set up policies that restrict playing music or podcasts out loud.
  • Prioritize hardware-replacement policy. With shared working stations, a monitor or phone that goes out won’t just hold back one employee, but more than a few. Make certain that substituting faulty hardware is an important priority, and think that ordering and shipping new hardware can take days. One way to stop this from slowing down your workers is to keep a number of substitute equipment readily available. Then you can simply change the old, busted hardware with the new hardware.

Is hot desking the right option for your workplace?

Hot desking is simply an approach to optimize office place and reduce expenses. However, company owners like to have choices accessible to them in case they want to make a quick turn. Therefore VoIPBusiness offers hot desking as a standard feature, our Hosted VoIP (voice over Internet protocol) product.