What is Hot-Desking and Why Do You Need It?

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As a result of the COVID-19 pandemic, hot-desking has become far more popular than it was this time last year. Workers need flexible working arrangements. Hot-desking can enable flexible working. So, what is hot-desking and why do you need it?

What is hot-desking?                      Workspace  Workspace Hot-desking employee

Hot-desking is a flexible working arrangement for employees. Multiple employees use the same single physical workspace during different time periods. These employees will no longer have an allocated desk space. Instead, employees are given the opportunity to book workspaces in a shared office space. This will help companies with flexible working arrangements for employees. During the COVID-19 pandemic, employees began to work from home. This has led to the biggest shift in workplace dynamic in years. Now employees want the option to work from home as well as in the office. Hot-desking is perfect for flexible working arrangements. If employees work from home 40-60% of the time, they don’t necessarily need their own desk. Whereas other employees who work in the office full time are more likely to be given their own desk.

The reality of hot-desking is companies can use a mix of both hot-desking and fixed desking. Employees can be allocated workspaces based on their need for a desk. Many employees will be able to blend remote and office working. These employees are ideal candidates for this new way of working. Companies can test out the method of facilities management using hot-desking software, or some form of rota.


Why do you need hot-desking?

Hot-desking can be useful when designing flexible working arrangements for employees, but why do you need it?

Hot-desking will empower employees

Empower Employees

Hot-desking can empower employees. By using hot-desking as a flexible working arrangement, employees can decide when they want to work onsite. By using a software or rota system, employees can plan their onsite and remote working. This will empower employees, giving them free reign over how they wish to work. Which means that when employees do come to work onsite, there will be a workspace for them to use. Empowered employees are happier too!

Safety in the Workplace

Hot-desking can aid health and safety

The COVID-19 pandemic has forced Ireland, the UK and Europe into further lockdowns this New Year. Safety in the workplace is definitely top of mind for companies across the world. Transmission of the virus is very simple. But what does that mean for hot-desking? Some critics claim that hot-desking in the current climate makes contact tracing impossible. If done correctly, it’s very much the opposite. Using a hot-desk booking system, like Ronspot, or an Excel timetable, contact tracing is much simpler. Ronspot users book their spot each day to work onsite. Ronspot can create daily contact tracing reports as a result. Giving employers an automated and paperless way of contact tracing. Along with contact tracing reports, desk cleaning reports can be generated. Making it easier for cleaning staff to know which desks need to be sanitized each day.

To stop the transmission of the COVID-19, public health guidelines can be followed. Employees can wear a mask, regularly wash and sanitize their hands and socially distance. Social distancing can be difficult in a shared office space. But with the right hot-desking system in place, social distancing is easy. Ronspot’s booking system considers social distancing rules when allocating spaces. When an employee books a workspace, the system will block off any other spaces that are within 2 meters. Meaning staff are safe and socially distanced whilst they work. Some companies with plenty of space, will be able to physically socially distance workspaces. These companies may decide that they have more office space than needed. Hot-desking can help with that too.

Cost Savings Hot-desking is cost saving

Hot-desking can be useful for employers. It is a great way to empower employees and to maintain safety in the workplace. However, the potential for cost savings from hot-desking cannot be ignored. With hot-desking in place, employers can optimize their office space. In large organisations, often times office space is not utilized efficiently. Space can be wasted, or just not used by employees. As you’ll well know, every square of office space will cost the company money. If this space isn’t being used, then why should it cost the company?

By implementing hot-desking, employers can analyse how well they use their space. Hot-desking will provide data on desk occupancy levels, helping employers understand office demand. Ronspot can provide reporting on occupancy levels, and aid in maximising efficiency. Once employers analyse these reports, they can use this data to evaluate real-estate. With many employees working from home, companies will opt to reduce their real-estate commitments. Hot-desking can further help with maximising space. When employees have shared desk space, fewer physical desks are needed. Therefore, less office space will be leased or rented. Ultimately reducing the costs for the employer.


Hot-desking is a simple and effective way of empowering employees, keeping them safe at work and ultimately cost saving on real-estate. Keep an eye out for our next blog, where we will give you some tips on how to introduce hot-desking to your office!

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