December 14, 2021 by Andrea Rajic
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.
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 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.
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.
Write a brief introduction explaining why you find such a policy necessary and what you believe it will bring to the team.
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.
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.
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.
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.
Even if you don't have an office, hot desking is available in flexible workspaces. How to find a suitable space, you may wonder. Well, you've come to the right place. Reach out to us today, and we will help you find a perfect working space for your team.
That's not all. Regardless of where its employees work, every company needs to measure their performance and provide the best working experience in order to grow. Gable offers an all-in-one, hassle-free employee management dashboard, a tool designed to help you manage your employees and drive their professional development.
In addition to this short guide to creating hot-desking policy, we wanted to help you save time and maximize your efficiency. How? We crafted a hot-desking policy template that you can download and adjust to your company’s needs! Download it here and let us know how it worked for you!