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How to hot desk

Your organisation might start hot desking for various reasons: culture change, building refurbishment, budget costs or improve flexible working. Hot desking is an organisation system where multiple employees are sharing a work station. For example, there are 100 staff for 80 desks. If this is familiar to you, share your experience by editing this article.

Things you'll need

  • To succeed, you'll need 'anytime, anywhere' connectivity
  • A ‘follow me’ type of phone system
  • IT solution
  • Buy-in from staff

Set up technology


There will be investment for a system to allow employee to make and receive calls from and to any hot desk phone. This is also called ‘follow me’ type of phone system.


An IT solution is often the use a laptop that you can plug into any pc in the building. That way you can sit anywhere and access your personal desktop.


Get staff on board

The real key to hot desking is getting everyone to understand just what you hope to achieve right from the start. Make sure staff have instructions for logging on to the computers and use the phones properly. You are asking them to change their working style and it may affect their productivity.


Don't forget to train the manager. Managers will need to have the tools to support their staff in this new flexible working approach. They need to clearly define people’s objectives and might need training to achieve this.


Top tips to make it comfortable

Clean desk

Avoid leaving decomposing fruits, family pictures and piles of messy paperwork on the desks. If you are hot desking, anyone should be able to sit at your desk. Keep it clean, clutter and paper free for the next person. Some companies have lockers to keep personal items.

Set up

Adjust your chair and screen for correct typing position. Use wipes to wipe down keyword, mice and phone handset.


Moving around the floor or building will allow you to understand other colleague's role better and get to know other member of staff. So enjoy!



Well managed this flexible approach has many advantages including:

  • Happy management with better performance
  • Happy employees with reduced stress and absenteeism are more likely to stay with the organisation
  • The obvious: more efficient use of office space

Further information


Page last edited Jul 05, 2017 History

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