4 Ways To Improve Your Hot Desk System
May 22, 2020
Hot desking offers several great advantages over traditional static seating arrangements. In particular, hot desking boosts collaboration by encouraging employees to move around the office. Sitting and working next to different colleagues every day also helps to build bonds across your company and improve professional relationships. Along with improved communication, hot desking can also increase workplace efficiency and reduce costs by up to 30% through optimising available office space.  More and more managers are acknowledging the benefits of hot desking and implementing flexible seating solutions in the workplace. With this in mind, here are four ways to improve your workplace hot desking system:

1. Make hot desks unique

One of the key benefits of hot desking is that it provides employees with the freedom to choose their own workspace. For instance, SEDES is an innovative desk management system that allows staff to reserve a specific workstation before they arrive in the office. Managers should take advantage of this feature by making desks unique and diversifying workspaces in the office. For example, place hot desks in a variety of locations and next to various amenities and facilities. It may also be a good idea to create a few desks with additional soundproofing and privacy, so that employees can book them when they are planning work calls or video conferences. Offering a variety of hot desks will encourage staff to choose a workspace that suits their mood and work preferences on a particular day. This, in turn, will boost employee engagement levels and improve productivity in the workplace.

2. Provide essential resources

As mentioned, diversifying your workstations is a great way to boost the effectiveness of your office hot desking system. However, you must ensure that every workspace is equipped with the facilities and resources to allow employees to complete their work tasks safely and efficiently. As a minimum, all workstations should include a quality desk and chair, a reliable internet connection, and computer monitors and phones if needed. You should also make sure that the workspace offers things such as efficient lighting and sufficient power outlets.

3. Create a hot desk etiquette policy

Hot desks can be a breeding ground for germs and bacteria when they are not used hygienically. With this in mind, you must create a hot desk etiquette policy to ensure that your workstations are clean, comfortable, and inviting. Encourage your staff to leave their desk in the same condition as they found it. Some basic etiquette rules should include removing any desk mess and waste items, logging out from work equipment, and storing personal belongings out of the way in a secure locker. Employees should also be aware of their colleagues and keep noise to a minimum to avoid causing distractions. Making your staff responsible for their hot desk will encourage them to take ownership of their workspace and be respectful of their colleagues.

4. Gain regular feedback from employees

Gaining regular employee feedback is a great way to monitor the effectiveness of hot desks and identify ways to enhance your working environment and improve efficiency. You can use employee surveys to gain insight into what your staff like about your hot desking system and what can be done to make workstations better. This data can be used to maximise the effectiveness of hot desks and boost productivity in the workplace.


Many modern companies use hot desking in the workplace and it is clear that employees appreciate the diversity and freedom that flexible seating provides. Overall, hot desking is a smart solution to improve workplace efficiency, enhance communication, and optimise available office space. Use the above suggestions to improve your hot desk system and boost efficiency levels in the workplace.