What Is Hot Desking?

The pandemic was one of the most significant events in recent history, making paradigm shifts in the lives of everyone, from powerful corporations to rural households. However, now that it’s subsided, some impacts can still last for years to come. One of those is the work-from-home trends that demanded significant modifications from the workplace management software.

Now that most of them have realised that a casual environment is far more comfortable, they are moving towards co-working spaces. While more convenient, such locations may need help assigning the appropriate resources and spots to all employees. That’s why hot desking is crucial to integrate into any co-working soace. You’ll learn about this emerging concept and its practical benefits throughout this piece.

An empty office that can be a great example to use in a workplace management software.

What Is Hot Desking?

Hot desking is the process of assigning a desk or workstation to any individual ad-hoc. That person can visit the site at the assigned time, plug in their devices, and start working. But, they have to manage booking a time slot beforehand.

It can be integrated within the workplace management software that the leasing company uses, with the respective login details for each employee. The process makes it possible to ensure that everyone attending the space has their favourite spot while changing seats keeps the mood fresh and encourages social interactions.

What Are the Pros of Hot Desking?

Hot desking has several advantages over traditional cubicle floors. A few prominent ones include:

An employee that is happy for the satisfaction in her workplace.

Helps keeps the office organised

With hot desking, the floor manager knows precisely where and when everyone is seated. So, it is more convenient to keep the office organised by scheduling cleaning times and providing the necessary resources before arrival.

Benefits hybrid workplaces

Hot desking enables compliance with COVID-19 protocols, including contactless check-ins, by promoting social distancing without emotional isolation. That is a massive win for hybrid workplaces with employees from different firms working in the same location.

Saves money and space

With hot desking, the workplace management software charges for time slots instead of per month assignment. It saves you long-term finances from those working from home or away on sick leave. Moreover, by not availing a spot, you free it up for other employees.

Promotes workplace equality/employee satisfaction

Hot desking with a Visitor Management System (VMS )allows for flexibility with workspaces and time slots, increasing average employee satisfaction levels. Furthermore, as employees from different organisations at individual levels work right next to each other, it helps promote a sense of camaraderie and equality among everyone.

What Are Some Best Practices for Hot Desking?

Hot Desking may be easier for employees to adopt, but the floor managers must follow a careful plan to make it work. That consists of the below-mentioned steps.

Plan ahead

Keep the workplace management software configured so employees can book their slots several hours in advance.

Use proper zone management

Assigning zones to each firm prevents overcrowding and streamlines their workflow. It also helps you decide on the particular requirements of each firm. For instance, an employee with sensitivity to sunlight might prefer a desk with enough shade. Colour coding is a common practice in most co-working spaces.

Utilise technology

Have the necessary technical resources like high-speed Wi-Fi and CCTV set up for your workplace. You can also procure a state-of-the-art VMS from Qbasis to assist with security and asset tracking.

Standardise check-ins

Adequate check-in protocols with a reliable VMS help you ease several tasks, from marking attendance to having backups for overcrowding. You can also use a meeting room booking system for conferences or team-building activities.

Create a robust hot desking policy

Of course, you require proper documentation and agreements to keep the system stable. Therefore, you must create a robust hot desking policy agreeable to all employees and their respective firms.


Hot desking is a new trend with plenty of potentials as more young people join the commercial workforce. It may develop and evolve, helping even big corporations realise that it can help them increase their efficiency in the long run. For the best solutions for an asset tracking system or workplace management software, be sure to connect with the bright minds at Qbasis.

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