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Pros and cons of an office with hot desking

The shared desk system is a modern strategy in hybrid offices

The hot desking system gives employees flexibility and convenience in the assignment of seats. In these times it has become more and more popular and is expected to be more and more common.

First of all, what are terminals or shared desktops?

It is a hybrid work system in which employees use available desks at different times, operating on a first-come, first-served basis (but setting a schedule in advance). Hot desking maximizes space and potentially lowers real estate costs while giving employees everything they need to stay connected, secure, and productive.



And where does the term hot desking come from? Some think it derives from the naval practice of assigning more than one sailor to the same berth to sleep in different watches in order to accumulate more body heat between two on those cold nights at sea.

And does it really work? The shared terminal system offers different features, but the base is the same:

Workplace organizers determine which desks are available for reservation, assigned with a permanent user, or marked unavailable. They can offer different services on individual desks, such as a second monitor so that employees can reserve an ideal desk according to the day.



The idea is that employees can sit wherever they want and mark their daily seating location through a phone app or web-based login.

Additionally, workplace organizers can reserve desks for team members or guests. Employees can change where they sit each day to collaborate with different teammates or gain a new perspective.



The best thing about this type of modern workplace strategy is that they deliver analytics results by monitoring how desks are being used, allowing you to make informed decisions and adapt the hybrid workplace to run efficiently. One of its most convenient features is that there are platforms that know who will be at each workstation while allowing employees to customize workspaces (phone, technology, etc.) accordingly.

Pro and benefits of the hot desk system

This will depend a lot on how each company manages this practice, but in general, they are:

  • Maximum use of space.
  • Improvement of cleanliness and order.
  • Practical collaboration.
  • Efficiency and flexibility.
  • Employee satisfaction.
  • Improvement of relations with employees.
  • Cost savings.



Cons and dangers of the hot desk system

Having outdated equipment. The best thing is to have desktops that are fast, efficient, and personalized for employees.

Ignore statistics and analysis. Being able to see an overview of hot desking usage by numbers, that information can help you track the success of your hybrid work strategy and size your office accordingly.



Separate teams, projects, and departments. In a hybrid work environment, teams often split their time between working remotely and in the office. Keeping them connected on a professional and personal level with regular video conferencing will be key to productivity and social benefits.