December 14, 2021 by Andrea Rajic

How to Create a Hot-Desking Policy

How to Create a Hot-Desking Policy

With more and more companies adopting the hybrid work model and adjusting their offices to employees' needs, hot-desking has become one of the most popular working strategies in today's business world.

Hot desking refers to a practice where employees don't have dedicated desks; instead, they can use any available desk in the office.

In addition, hot desking is suitable for companies of all shapes and sizes regardless of where their employees work, and it can be applied in flexible workspaces, too.

However, despite the concept's flexibility, companies need rules to make hot-desking work, and the best way to do so is through a well-thought-out policy.

If We Have Embraced Flexibility, Is a Hot-Desking Policy Necessary?

It sure is. The simple list of dos and don'ts will ensure every employee has access to a desk when needed and within a particular time frame.

Remember, the lack of rules could cause disagreement and conflict between employees, and you may end up with additional issues you would have to resolve.

Hot-Desking As a Shared Vision

Hot-desking will not only benefit your company from a financial standpoint but also your employees, allowing them to establish a work dynamic based on their workload.

Management's job is to ensure everyone understands its goal and the necessity for creating and following such etiquette.

The Basic Elements of a Hot-Desking Policy

We are talking about a pretty straightforward document, a list of rules everyone should follow. Still, it is not mandatory to call it a policy or rule. It is not the form that matters, but the content.

Now, let's see what your policy should include.

First, Write an Introduction

Write a brief introduction explaining why you find such a policy necessary and what you believe it will bring to the team.

Explain How Booking Works

First, choose scheduling software that's easy to use and meets your business needs. Then, introduce it to your team members.

Remember, giving your employees access to such a system allows them to reserve desks, make changes, and avoid overlapping. How they use the booking system will show the level of collegiality within your team.

So, aside from informing them about the booking process, explain the importance of canceling desk reservations if something comes up and they are not coming to the office.

The Golden Rule: Treat Others the Way You Want to Be Treated

Or, in this case, leave the desk the way it was when you arrived (assuming it was clean).

Every hot-desking policy should have a section dedicated to sanitary measures employees should adhere to, including cleaning the keyboard and mouse after using them.

Also, leftovers and dirty coffee mugs are things no one wants to see on the desk they plan to work at.

Mutual Respect

We all have different working habits, but we need to be aware of our surroundings when working in a coworking space.

To conclude your policy, ask your employees to be attentive to their teammates. For instance, a meeting room is more suitable for phone calls and online meetings than an open space.

Are Flexible Workspace and Hot Desking the Future of Your Company?

If you are still wondering whether hot desking is a solution worth considering, we'll have something that may encourage you.

Some of the most successful companies globally, including Microsoft and Square, have embraced hot desking. It doesn't matter how young your business is or how big your team is; you can adjust this concept according to your needs.

Written By

Andrea Rajic

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