Designing an Effective Hot Desking Layout: Strategies for a Functional Workspace


Hot desking is a popular and versatile concept of workspace arrangement within an organization enabling optimal workspace utilization. It allows employees to reserve a desk, meeting rooms, and other resources through a booking system based on their ongoing and upcoming tasks. Thus, it makes their work environment more adaptable and dynamic.

Many companies are embracing hybrid work systems as they have realized the benefits of integrating remote work and office work. Thus, employers can reduce the physical space and devise schedules for work from the office based on the requirements of workforce operating from the office. Hence, hot desking orchestrates desk allocation ensuring optimal utilization of workplace and other resources.

Before we get started, please refer to our blog on “What is hot desking and why is it popular?” for a detailed insight into hot desking and its various benefits.

A few strategies for designing an efficient hot desking layout

Plan your workspace layout

Well-defined areas within the office space allow employees to work in an environment free of disturbances and distractions. Hence, marking designated areas, such as quiet areas, collaborative spaces, board rooms, and their coordinated allocation through hot desking improves the efficiency of workspace and resource utilization.

Updating the availability status of different areas allows utilization of bookable workspaces throughout the day as per the requirements. It improves productivity and workplace utilization by providing space for unexpected operational requirements, such as emergency meetings.

Iterate and adjust. 

A workplace cannot remain static, especially under the hybrid work practice. Employees expect flexibility with their office space, schedule, and resource needs. Hence, an effective hot desking should allow an organization to be flexible with its workspace and remain responsive to your employees’ requirements to fulfil their operations. Accordingly, plan for ways to adjust the desk setup as you go. 

Regular inputs from operations or general managers through surveys help workspace managers understand resource requirements to streamline the workforce under them. The survey data over long-term, say 12 to 18 months, allows organizations to answer questions such as “Are there employees who can benefit from a permanent desk?”  

These surveys help revise the number of hot desks required, alterations in the workspace, and resource allocation. It also allows regular upgradation and updating of office floor plans. 

Find the best platform

A hot desk booking software allows employees to reserve a workspace for a day or more in advance. This practice is called hoteling. It removes the administrative burden of managing a flexible workspace. Hot desking solutions powered with IoT allows real-time tracking, managing and controlling the utilization and auto allocation of space. The package includes complete workflow around desk identification, booking, check-in, and check-out. It also reduces the requirement of managerial staff to handle and oversee desk booking activities.

Following are the two of the features that enhance the management of hot desking

Modular systems 

Modular desk booking system allows you to add modules for other purposes, such as visitor management, facility management, and move management. It helps bring multiple functions under a single administration and coordinate desk allocation and infrastructure maintenance activities. 

Desk analytics 

Choose a desk booking solution that generates comprehensive data related to desk booking. Analytics on workspace occupancy and utilization enables the management to make informed decisions on revising office space management strategies.

Color and environment

A rejuvenating atmosphere help employees to be proactive and focus on their tasks instead of triggering them to seek breaks from their workstations. Hence, consider texture and pattern when you’re choosing furnishings and accessories.

Adding wide range of interesting aesthetics, such as wall coverings and panels, across the office adds variety to the workspace. Employees can choose among different atmospheres within the office space through desk booking system. It helps them active and increase their overall performance.

Ergonomics and comfort

Employees expect their workspace to support their health and well-being. Ergonomic furniture, including adjustable chairs and desks, accommodates users of different heights and preferences. It provides them comfort working for long hours with relentless efficiency and thereby improves their productivity.

In conclusion, a hot desking layout should serve a purpose beyond the management of desk booking. A well-defined desk management plan implemented with the right technology significantly increases the productivity of the office space and reduces the real-estate portfolio.  

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