What is the Hot Desking? Introduction of advantages, disadvantages and case studies

• Update:2023/12/25

In response to changing social conditions and reforms in work styles, an increasing number of companies are considering the introduction of a hot-desking in their offices.

If a free-address system is introduced, it is expected to increase communication between departments and improve work efficiency and productivity.On the other hand, one of the disadvantages is that the cost of implementation and management may become complicated.

This article explains what a hot-desking is, and then describes the advantages and disadvantages of introducing a hot-desking for companies, as well as actual examples of hot-desking.

What is the hot desking?

The hot-desking is a system or office style in which each employee is free to work at his or her preferred seat without having a fixed seat in the office. In order to realize a hot-desking, it is necessary to introduce laptop computers and a paperless office.

By eliminating the own seat they used to have, employees can work in a way that suits their work situation of the day, such as communicating with employees in other departments or creating time to concentrate alone.

The introduction of a hot-desking is expected to lead to a variety of employee work styles and new innovations.

Advantages of Hot Desking for Companies

The hot-desking, which responds to the diverse work styles of employees, is a work style that results in many benefits that can be felt by companies. Below we discuss three advantages for companies to adopt the hot-desking.

Communicate across departmental boundaries

By introducing a hot-desking, it becomes easier to communicate across departmental boundaries.

With the conventional style of having one’s own seat, many people are inevitably involved with employees in the same department, and many of them become entrenched in their thinking. By introducing a hot-desking and interacting with employees in other departments, it is expected that ideas will be generated from different perspectives.

In addition to providing an opportunity to interact with employees in different departments, the hot-desking is a chance to shorten the distance between supervisors and subordinates. The closer physical proximity provides an opportunity for employees to consult with their supervisors, listen to the concerns of their subordinates, and deepen mutual understanding among employees.

The hot-desking, which allows communication across departmental boundaries, is significant for sharing know-how and building relationships of trust.

Increased operational efficiency and productivity can be expected

Many companies are adopting a hot-desking to improve work efficiency and productivity.

Hot-desking are a good option for companies that work in collaboration with other departments or as part of a project team. By having employees working in close proximity to each other, they can easily hold small consultations and meetings.

On the other hand, for those who prefer to work alone and work in silence, the hot-desking is also a beneficial work style. A variety of seating options, such as private rooms where you can concentrate on your work and height-adjustable chairs and desks, make it easy to choose a comfortable work environment.

Another major advantage is that employees can expect to improve work efficiency and productivity by creating a comfortable work environment for themselves, such as days when they can work in collaboration with other employees and days when they can work alone.

Effective use of office space

Another advantage of adopting a hot-desking is the effective use of office space. If there are many employees who are away from their seats during the day due to outside sales trips or regular use of remote work, a hot-desking eliminates the need to provide a sufficient number of seats for all employees.

By reducing the number of unoccupied seats to save space, the office environment can be expanded by using the available space to create a conference room for meetings or a private room for concentrated work. Relocating the office to a more compact location may also be considered.

By introducing a hot-desking, dead space can be eliminated and effectively utilized to create an office space where employees can work comfortably.

Disadvantages of adopting a hot-desking for companies

While there are many advantages to implementing a hot-desking, some companies may not feel comfortable with it. Please check the disadvantages of adopting a hot-desking for your company and consider whether it is a good fit for your company.

Installation costs incurred

When implementing a hot-desking, keep in mind that initial costs will be incurred. There are significant financial costs associated with changing the layout of the office space and purchasing office furniture, laptops, and other equipment.

Depending on the current network system, it may be necessary to consider the introduction of cloud services or a new system and the development of the system environment.

In addition, implementation costs are not limited to economic aspects. There are also human and time costs involved, such as setting up internal rules and redecorating offices to implement the new system.

Although the hot-desking has many advantages in the long run, its disadvantage is that various costs are incurred at the time of introduction.

Management becomes more difficult

With the introduction of a hot-desking, management may find it more difficult than in the past.

In a hot-desking, where workers are free to choose their own seats, it becomes difficult to keep track of who is in which seat. One concern with the hot-desking is the hassle of having to search for subordinates and supervisors who work in fixed seats, whereas in the past they could immediately call out to their subordinates and supervisors working in fixed seats.

Also, employees who are uncomfortable with internal communication may feel anxious and stressed about not having their own seat.

In order to keep track of which seats are used on any given day, a solution would be to introduce a system for managing employee presence or a chat tool. For the management of subordinates, it is important to introduce a system to manage the progress of work as well as to talk to them individually.

Ingenuity is required to manage personal belongings

The hot-desking, in which employees do not have their own desks, requires ingenuity in the management of personal belongings. Employees must consider where to put stationery, work-related documents, and other items that would conventionally be kept on their own desks.

If a position requires the use of many tools and equipment related to work, the burden on employees when moving around can be significant. In addition, if the number of moves is large, there is a possibility that important documents containing personal information or confidential information may be misplaced or lost.

It is important to have operational rules on how to manage not only business luggage but also personal belongings to avoid problems. When preparing office space for a hot-desking, it is necessary to consider the provision of personal lockers, bags for carrying documents, and desks fitted with special equipment.

Successful examples of hot-desking implementation

Here are some examples of two companies that have actually succeeded in introducing a hot-desking.

In order to be successful with the hot-desking, it is also important to consider how to create an office that fits your company. Reconfirm the purpose and benefits of introducing this system, and consider how to make it work for your company.

Summary

The hot-desking, which allows employees to work in their own seats without fixed seating in the office, is expected to stimulate communication among employees, improve work efficiency, and increase productivity. However, in order to enjoy the benefits of the hot-desking, it is important to consider how to create an office that fits your company’s needs.

If the purpose of introducing the hot-desking and the image of what it will look like after the system is introduced are not clear, management and personal belongings may become more complicated. To avoid spending money to introduce a system only to have it abolished, we recommend that you consider this issue while referring to successful examples of companies that have actually introduced the hot-desking.