Maximizing Efficiency with Hot Desking

The concept of hot desking has been applied more and more often lately because it can optimize the work area, and is more flexible. This hot desking strategy in coworking space can support a more efficient and reliable work system for modern work concepts. Read more about the explanation of hot desking and its benefits.

About Hot Desking

Work area management is very important and one of the strategies that can be implemented is hot desking. This workplace arrangement strategy allows employees to choose an available desk. In other words, employees do not have their desks or do not use a desk permanently.

The hot desking system provides efficiency and flexibility benefits, so many organizations are interested in implementing this strategy. Workspace can be well optimized if hot desking is implemented and can even minimize certain costs. Hot desking layouts are much more dynamic than traditional desk layouts.

Employees can choose the desk position they need most such as near an exit, near a window, or a restroom. Hot desking is not only applied to offices with a modern approach but also in places like coworking space.

Hot Desking Background

Implementing hot desking in the work environment means making the work system more dynamic. One of the strongest reasons for implementing hot desking is the pandemic effects. The new work management required employees to come to work only for a few days.

They can also use different spaces at certain moments. Such hybrid systems are becoming the new norm because they have their benefits. The new work management can provide cost efficiency and flexibility, also still maintaining the quality of productivity. Many companies are then considering the shift in the work system.

One of the elements implemented in the new work system is hot desking. Hot desking allows seats and desks to be used flexibly. Workspace can also be utilized more optimally. However, it is still necessary to maintain effective management so that hot desking can be implemented as efficiently as possible.

How Hot Desking Works?

The implementation of hot desking makes employees no longer dependent on their desks. You can find this desking concept in coworking space. Employees no longer have a desk that is used permanently, they can choose the desk they want to use.

After arriving at the office, employees can decide which desks are available. But hot-desking works either on a first-come, first-served basis or through desk booking, depending on the office policy.

Such desk management systems can help reduce office infrastructure costs. Hot desking combined with strategic work scheduling can be good for work-life balance and effective work strategies.

What are the Benefits of Hot Desking?

One of the benefits of hot desking is work efficiency. Hot-desking can make it easier for employees to work at any desk without having to first book a desk or coordinate the use of a desk for each employee. So, employees only need to come to a certain desk location, then sit down and prepare work equipment.

But hot-desking must be implemented through proper management so that it can produce useful benefits for both employees and companies. So, what are the benefits of hot desking? Here are some of them:

– Increase Opportunities For New Work Ideas

If hot desking has not been implemented before, it can support the potential for new ideas to emerge. In some cases, hot desking may enable collaboration between employees from different departments. Work performance can also be done cohesively and objectively because it can lead to new cooperation between coworkers.

– Space Can Be Utilized As Much As Possible

If hot desking is implemented properly, the space can be utilized to its full potential. The possibility of empty desks can be reduced with this system because instead of a dedicated desk, any desk can be used by anyone. A single desk can also be shared, as you can find in coworking spaces.

Through the concept of a shared table, the function of the table can be utilized as well as possible.

– Reduce Excessive Costs

Since the office space is utilized as best as possible, there is no need for the company to improve infrastructure if it is not needed. If the company starts implementing a hybrid work system, then hot desking can greatly help reduce excessive infrastructure costs.

Space usage needs in a hybrid system can vary and even change significantly, so hot desking can be a great solution. You can find out how the function of a coworking space that implements hot desking can benefit many workers.

– Supports Good Relations Between Employees

Since desks are not permanently used by employees, there are more opportunities for employees to interact with coworkers they rarely meet. Communication opportunities between coworkers can also increase, which can increase the power of interaction and collaboration. The new connections that arise due to hot desking can also support new collaborations between departments.

– Simplify Collaboration For Projects

An office environment that implements hot desking can facilitate collaboration between several departments to work on projects. A department no longer has to rely on just one workspace but can use other desks so that meetings between employees from different departments can be done more easily. Project completion will also be faster with a coworking space-style work concept.

– Provide Flexibility And Comfort For Employees

Companies that implement hot desking can increase their employee satisfaction. Employees can decide where they want to work, they can freely choose the desk position according to their needs. As you can find in coworking space, the fastest person to a particular desk location gets access.

– Supporting The Cleanliness Of The Work Environment

Cleanliness of the work environment is one of the important things to maintain productivity and work comfort. Hot desking can help improve the cleanliness of the work area so that employees can always focus on working because the work environment is clean. But certain rules need to be applied, namely that every employee who finishes working, must ensure that the table is clean enough first.

Challenges in Hot Desking Implementation

Any working system has its challenges, including hot desking. If not done with adequate management and equipment, hot desking can be difficult to implement properly. There are times when employees are not satisfied with this work system. They feel it is more inconvenient because they have to switch desks continuously every working hour.

Employees also have to recondition their belongings at their new desks and can face a variety of potential distractions. Employees are also not able to get the easy cooperation opportunities that they had before due to different coworkers.

Therefore, the implementation of hot desking must be done with careful planning, there are quite a lot of things that must be considered in implementing a working system like this. Not only in professional office, coworking space also manage their hot desking system as optimally as possible to increase the satisfaction of each individual.

Optimal Practices for Hot Desking

To overcome the challenges of hot desking, certain optimal practices are required, such as the following:

– Adequate Resources

Each desk should have adequate resources to increase employee satisfaction. Work equipment should be fully stocked including modern technologies that employees need at each desk. Each desk location should have stable internet access, ergonomic chairs, adequate power outlets, and other essential resources.

– Guidance And Communication

Before implementing hot desking, it is necessary to convey the policy to each employee with clear information. Explain the maintenance procedures, cleaning rules, how to work, reservations, and so on. With a thorough explanation at the beginning, it can avoid misunderstandings between employees.

– Provide Alternative Settings

The work environment system should be organized as flexibly as possible. Not all employees and departments are suitable for hot desking. Therefore, it is necessary to provide other alternative arrangements such as the availability of private rooms with various capacities.

– Employee Training

Training is also needed so that each employee can easily adapt to the hot desking system. Employees should be supported with comprehensive guidelines including training on the use of work resources, and how to book desking. If a reservation system is available, it should be made as easy as possible.

Reservations should be made efficiently and easily accessible to avoid conflicts between employees and inappropriate use. In addition to the above practices, it is also important to provide a clear mechanism for employee feedback. Feedback can help make wise adjustments to create a more optimized work environment.

Hot desking can be an efficient solution to the employee work system but it must be accompanied by thorough anticipation. Many challenges can be faced by businesses or companies that implement a system like this but there are solutions for each of these challenges.

Hot desking is one of the basic implementations of coworking spaces. Coworking spaces provide shared workspaces that can support work collaboration, and work procedures efficiently. In addition to providing shared workspaces, coworking spaces usually also provide private spaces for work teams.

As the best coworking space in Bali, Bali Bustle provides flexibility, security, efficiency, and convenience for digital nomads. You can choose between a common shared workspace, a small private office, a Skype room, or a big private office, visit here for more info.