Hot desking is gaining momentum as organisations look for smarter, more flexible ways to support hybrid working, reduce unused space and encourage collaboration - but does it empower employees or create unnecessary friction?
Written by member Morphoza, this article explores what hot desking really means for employees, examining why some thrive with desk sharing while others struggle - and what offices can do to make it work.
What is hot desking?
Hot desking, also known as flex desking or desk sharing, removes assigned desks in favour of a first-come, first-served approach. Employees choose where to work each day, moving around the office rather than returning to the same workstation.
For some, this brings a sense of freedom and variety. For others, it can feel unpredictable and disruptive.
What do people love about hot desking?
- Freedom to move: Hot desking allows employees to choose how and where they work each day. Instead of being tied to one desk, people can select the environment or setup that best supports their focus, comfort and productivity.
- Increased collaboration: As employees move around the office, they naturally interact with colleagues they may not usually work alongside. These informal encounters can spark new ideas and lead to unexpected collaboration.
- Work your way: Hot desking supports different working styles. Whether sitting, standing or choosing a quieter corner, employees can adapt their workspace to suit the task at hand, helping to boost satisfaction and performance.
The psychological challenges of desk sharing:
- Disruption to familiarity and routine: People often find comfort in familiar environments. Removing a consistent workspace can disrupt daily routines, creating discomfort or anxiety for some employees.
- Loss of a sense of territory: Without a personal “home base,” employees may feel less grounded or less connected to the workplace. The absence of ownership can affect how secure and settled people feel in shared offices.
- Stress caused by uncertainty: Not knowing where to sit - or struggling to find a suitable workspace - can trigger stress responses, making decision-making harder and reducing focus throughout the day.
Making hot desking work:
Implementing a desk-booking system allows employees to reserve workspaces in advance, reducing uncertainty and making arrival at the office feel more predictable and less stressful. Clear work zones for focused tasks, collaboration and informal meetings help people choose environments that suit what they need to do, while light personalisation - such as portable items or digital customisation, can maintain a sense of ownership even without assigned desks. Encouraging clear desks at the end of the day ensures workspaces are ready for the next user and supports a tidy, functional office environment.
So… is hot desking hot or not?
Hot desking is not a one-size-fits-all solution - and it was never meant to be. When implemented thoughtfully, it can support flexible, dynamic ways of working. When done poorly, it can quickly turn freedom into frustration.
The key lies in balance: offering choice, structure and a sense of belonging. Because ultimately, a successful workplace isn’t defined by where people sit, but by how supported they feel when they’re there.
Article Credit: Bianka Nagy, who found inspiration through Place X training at Studio Alliance.