August 9, 2023 BY WorkSocial Press and Editorial
Hot desking is not a new concept but it is now becoming more mainstream with even larger corporations adopting this practice. Most members or member companies of coworking spaces are already using a hot desk work environment and aware of the benefits but there are still a few who are on the fence. If you are looking to implement a hot desk system or are wondering if hot desk coworking is right for you, we help you find the answers.
Hot desking is a form of workplace sharing wherein you do not have a specific desk but rather book and use a free one for that day only. The next day, a new desk, new people. Typically, you would use some booking software to reserve a desk for yourself before the start of the workday. A hot desk system is mainly implemented to conserve space, reduce costs and encourage communication.
If you are looking to implement this system in your office here’s a ready checklist:
A traditional office will typically have to change its layout and design as well as onboard new technology or software to effectively implement a hot desk system. On the other hand, coworking spaces have always been at the forefront of new work environments designed for a diverse crowd with varied requirements. And this remains true even in the case of hot desking. Coworking spaces by their very nature and set-up are designed to facilitate a hot desk system.
Here’s how hot desking works in a coworking space:
Subscription
Members or employees of member companies are issued a monthly or daily pass allowing them access to the coworking area and its amenities. This pass also acts as an ID badge.
Booking System
A coworking space will offer a robust booking system allowing its users to book a desk in advance for the day. This reduces hassles, stress and last-minute runarounds for all concerned.
Access to Amenities
In a coworking space, you always have access to amenities like power outlets, printers, high-speed internet, teleconferencing facilities and many more, all designed to ensure a seamless workday and improve productivity.
Access to Facilities
Coworking spaces also provide access to facilities like dedicated meeting rooms, conference rooms, and training rooms, all equipped with the latest and the required technology
Private Space When Required
During your course of work, you would have to attend certain calls or meetings that would require a temporary private office. As a member of the coworking space, you can utilize its private offices for client or internal meetings, confidential calls etc.
Flexible Working Hours
Typically, coworking spaces are operational well beyond normal office hours. This allows you to use the hot desk at your convenience and on your schedule.
Networking and Other Events
As a member of a coworking space, you can always attend a networking or a mixer event organized by the coworking space operator. Coupled with hot desking, this ensures that you can maximize networking opportunities and reap its benefits.
More Affordable
Simple economies of scale make hot desking a more cost-effective option – whether you are a freelancer or entrepreneur, a small or large-sized business. If you are a solopreneur or managing a small team, a coworking space is much more affordable compared to long-term office leases. On top of that, a hot desk system is even more cost-efficient compared to any other system within a coworking space.
Improved Collaboration and Networking
If you regularly work on cross-functional teams, hot desking is ideal for you as you can choose to sit with a different team as per project requirements. Even if you are an entrepreneur, hot desking allows you to easily interact with an expert from another discipline or company enhancing your knowledge and expertise.
Uncluttered Desks
Since you are technically sharing the desk with multiple other people over the days, you have to keep the desk clean. This means you also get a clean desk every time. And a clean desk has been proven to improve productivity and focus.
Accommodates Temporary Staff
If you have to bring additional resources onboard for a short duration, a hot desk system can easily manage the sudden influx of team members without disrupting your existing system.
There are numerous benefits of a hot desk system but it may not be suitable for everyone. Especially, if you have any of the following requirements:
Need to Store Sensitive Files
If your profession calls for physical storage of sensitive information, you cannot use a hot desk since you are sharing the desk which possesses a security risk and you have minimal storage capacity.
Frequent Long Calls or Meetings
In a hot desk system, you are discouraged to undertake long calls or meetings from your desk and instead book a meeting room to attend these calls. If you are in a role that requires frequent calls, then a private office space might be more suitable for you than a hot desk.
Large Equipment Setups
If you are a product designer, engineer or from any role that requires large pieces of equipment at the desk to execute your role then a hot desk will not work for you.
Personalization
Every individual is different and some need to make a space their own to be more productive. While this can be achieved with a dedicated workstation, a hot desk does facilitate this level of personalization.
Working in Specific Large Teams
If you have to work with a specific team and if the team size is sizeable, a hot desk will not be very convenient and may in fact be counter-productive.
If you are looking for a new office space in Jersey City, you might be overwhelmed by the variety of options available. From traditional cubicles to modern coworking spaces, from downtown skyscrapers to waterfront buildings, there is something for every taste and budget. But how do you find the best office space for your needs? How do you ensure that your work.
