Long gone are the days of the assigned desk where 'one employee equalled one designated
desk'. With the way we work constantly evolving and being redefined, the requirement for
designated seating arrangements is fast becoming extinct in the modern workplace.
With today's office now home to a mixture of permanent, mobile and freelance staff, it
means that more and more companies are seeing desks lie empty and unused on a regular
basis. By carrying out simple desk occupancy studies it is often the case that you
actually don't need half the desks that you think you do, and that these empty desks are
costing you not only space but money too. With flexible working on the rise, as well as
the cost of office rental rates, many companies are turning to hot-desking as a space
saving solution, seeing as much as 30% reduction in office running costs as a result.
The Benefits of Hot-Desking
Apart from reducing the amount of wasted space in your office, hot-desking also offers a
range of other benefits to your workforce as well as your business. With no permanent
seating arrangements, employees are forced to work in a variety of different areas
within the business. This allows colleagues from different departments to interact with
those who they would not have normally on a day to day basis, allowing thoughts and
ideas to be spread across the company, leading to a more open company culture.
With collaborative working on the rise, hot-desking fits in perfectly allowing employees
to choose the correct working environment for them and the task in hand. Whilst the
designated desk restricts employees from doing this, hot-desking means employees can
move freely around the workplace, retreating to a quiet place for some head down space
or a team table in order to bounce some ideas around.
Why It's Not Working For
In theory, the concept of hot-desking is a great idea, however when put into practice
many companies struggle to implement it effectively within their organisations. So,
where are you going wrong?
Here are a 5 of common problems companies are facing when implementing a hot-desking
approach and some simple yet effective solutions, in regards to office furniture
- Mistake 1:
Not allowing for personalisation. Whilst
hot-desking does not allow for personalisation in the sense of photos of loved ones,
potted plants and other desktop accessories, by creating a well-designed workplace
for your employees you are able to not only inspire them but give them that
much-needed sense of belonging to the organisation. In recent years office design
has shifted towards a more holistic approach blurring the boundaries between the
home and the office so that people feel comfortable and relaxed in their work
surroundings, giving them a sense of ownership at work.
- Mistake 2:
Not considering technology. In order for
hot-desking to be successful the right technology and IT infrastructure must be put
in place. Not only is important that all your staff are able to be mobile through
the use of mobile devices such as laptops and tablets, but you must also consider
communicative technology to ensure your staff can be reached no matter where they
are working within the building. This might include using internal communication
software such as internal social networks, phone systems or an instant messaging
- Mistake 3:
Not encouraging your employees to move around the
office. Although the intention for hot-desking is to allow your
employees to be mobile and move around the office, many will do the complete
opposite and will find themselves setting up camp at one desk for the whole day and
avoiding movement in the fear that they will lose their desk to someone else. This
sedentary behaviour will not only lead your employees to be less productive but can
have detrimental effects on their physical health. Encourage your employees to get
moving by centralising communal devices such as printers, copiers and bins as well
as creating spaces specifically designed for different tasks.
- Mistake 4:
Not implementing a clear desk policy. One of
the main benefits of hot-desking is that it should encourage people to cut down on
the desktop clutter and keep desks clear. However, if this does not happen then this
can start to cause problems. In order to solve this a strict clear desk policy must
be put in place to ensure that people do not 'claim' desks by leaving personal items
and paperwork out. This can be done by implementing simple rules like, if a desk is
empty for an hour or more, it should be left clear so others can use it.
- Mistake 5:
Not having the right storage in place. Without
a personally assigned desk your employees will not have anywhere to store files and
basic office equipment. Make sure there is adequate, well-organised storage
available in a communal area so that they are able to keep desktops clear. Use
lockers and personal storage solutions such as boxes and desk tidies as well as
communal storage accessible to all for shared files and reference material.
- Mistake 6:
Not having the correct ergonomic furniture available.
If your employees are expected to sit at a range of different desks you
must ensure that the furniture you provide is fully adjustable so that the user can
adjust and change it to suit their individual ergonomic requirements. Office chairs
should offer adjustable arms, height and lumbar support in order to fully support
each individual. If your office chairs don't have these features then people will
either be reluctant to using different desks or if they do, suffer from problems
such as back pain or other musculoskeletal disorders. It's not just chairs you must
consider - computer screens should be on flexible monitor arms, allowing the user to
bring their screen to the right eye level in order to avoid eye strain.
When implementing hot-desking within your own organisation the most important thing to
remember is to consider the needs of your employees and listen to what they want. Whilst
many employees may not favour hot-desking, by asking them what it is they do not like or
dislike about it, you will be able to design your office furniture in
Berkshire around this.
Need High-Quality Office Furniture In Berkshire? Contact Active Today
For more help and guidance about implementing hot-desking in your office design or for
any more information on our office furniture in Berkshire
service, please get in touch with a member
of our team today!
can get in touch by either calling us on 0845 130 9066 or
by filling out our contact form
and we will get back to you as soon as possible.