Back to the Office? Here is everything about how to hot desk

Hot desking app

Trends like hot-desking are quite popular since they allow for flexible scheduling, shorter workweeks, and hybrid work environments. In a survey, 73 per cent of participants said they would prefer a flexible work schedule because it would increase their productivity. This makes way for ideas like a hot desking app, which upholds the core value of flexibility. Additionally, 40% of allocated office desks are vacant at any given time. Empty workstations result in space loss whether employees are working from home or are preoccupied attending meetings. Additionally, empty desks don’t encourage productivity

Current Scenario

Fewer desks are being used by the same number of employees since the majority of offices are transitioning to activity-based centres. Two factors account for this:

– The first generation to have grown up with cutting-edge technology at their disposal, the millennials, do not enjoy being constrained by predetermined seating configurations. They enjoy moving easily from one area to another.

– In the hybrid workplace, a sizeable portion of the staff members are employed remotely. This indicates that at any one time, the workplace is only half full.

What is hot-desking all about?

If you are wondering what hot desking meaning, it is nothing but an organizational workspace arrangement in which workstations are employed on an as-needed basis by various people at various times. Usually, the goal is to reduce redundant office space in order to maximize space efficiency and lower real estate risk. The hot desking app can be used in both coworking areas and private offices. Hot desking is frequently related to an increase in employee invention, and its social component is frequently mentioned as a means of fostering cross-disciplinary cooperation.

The benefits that you will enjoy

Here are the advantages of desk reservation software that are available to businesses of all sizes, from time and cost savings to improved work-life balance for employees.

Save Time

Desk booking can facilitate the rapid and simple discovery, booking, and check-in of desks for employees when used in conjunction with the appropriate desk booking app. Team members can also save time depending on the kind of bookable desks utilized at work; for instance, self-service desks don’t need permission to be reserved, which can free up facilities staff to concentrate on other crucial activities.

Cost reductions

Does your company have a mobile workforce, a flexible facility, and the resources to make the desk booking app effective? If so, purchasing a desk booking system might be a terrific method to reduce idling facility expenditures since having fewer internal employees gives room for downsizing. Then, you can put these savings to use in places where they’ll really matter, maximizing the value of your desk booking strategy for your company.

The Advantages of Hot Desking for Workers:


It Gives Them Independence

Hot desks primarily give you and your staff freedom of movement. You can still be flexible while being mobile, though. This implies that your staff members can decide how their work will look. You might enjoy the window next to you, for example. You can choose that seat whenever it becomes available with hot desking. Or mention that someone prefers to work quietly. They can choose a less distracting corner seat thanks to hot desking. It not only expands on the idea of flexibility, but it also allows your staff more freedom of choice.

Open-plan workspaces are designed to encourage collaboration and teamwork, so the hot desking app makes perfect sense in this environment. Employees have access to any equipment they need when they need it, so there’s no need for them to return to their desk once they’ve finished working on a project or task – other than perhaps to pick up some more paperclips! Hot desking app encourages employees to be more mobile during the day, meaning less time spent sitting down in chairs or leaning on walls – which is good news for your back!

It Encourages Social Interactions

Imagine if every day a fresh person sits next to you. As you get to know each of them, your office becomes a lively and engaging environment. You talk more, and you communicate with people outside of your team. You learn a lot about the other team members from the various departments. This creates new opportunities for inspiration, particularly in the most unexpected settings. Increased cohesiveness encourages improved collaboration as a result of increased socialization with a wider range of people

It makes room for efficiency

You should leave a desk empty for someone else to use if you come into the office to attend a meeting but don’t require it. You need a tiny conference room because you need to make multiple calls. Allow someone who needs it to use the desk. For that major project, you’re working with people from various teams. For that day, you want to be seated close to them. You see, all of these situations are made feasible by hot desks. Each of these calls for adaptability in the office layout. You may increase productivity by creating mobile space with hot desking.

Better time management skills needed by employees

Having shared desks forces employees to be more organized with their time management skills since they cannot linger at their desks as long as they would if they had private offices or cubicles to themselves

Is hot desking right for your company?

Hot desking functions well in a variety of different work environments.

For instance, the hot desking app can allow flexibility and foster a sense of camaraderie inside the workspace, even if you are completely in the office. Additionally, hot desking enables you to share a working space with others if you are a member of a tiny business that is just getting off the ground. This enables you to expand without having to pay for a permanent office’s real estate. Examining your corporate culture is one of the greatest methods to determine whether hot desking is ideal for your firm. Hot desking app will probably work well for your workplace if efficiency, adaptability, mobility, and safety are your top priorities

So how can hot desking be made to work with various flexible work models?

If your company allows remote work, hot desking app might provide employees with the opportunity to stop by an office or coworking space and reserve a desk for the day. Hot desks can be a huge help to people who wish to switch up their routine without committing to an office location full- or part-time, whether this is in a shared or private workspace.

If your company has a hybrid working environment, hot desks can accommodate employees who have irregular hours of arrival and departure from the office. Hot desking, for instance, can assist you in ensuring you have enough workstations available on any given day for individuals to utilize if you have a hybrid work strategy that mandates people to come in three days per week.

If your company has a strict “on-site only” policy, the hot desking app can support cross-functional communication within it. Coworkers are grouped together by permanent desk assignments, which limits the opportunity for interaction with those not in their near area. On the other hand, the hot desking app encourages office movement, interaction with coworkers, and a sense of community.

With the implementation of new technologies, alongside the growing trend towards flexible workspaces, the hot desking app is set to become more common in more companies in the future – and with good reason. Employees can have a better experience at work, with less time wasted commuting to and from work, as well as less time shuffling around for a desk when they get there. No matter your field or industry, there are some good reasons to consider a transition to a hot desking app. This article has discussed a few of them. Hopefully, we’ve inspired you to consider this model, and maybe even try it out in your workplace. No matter what decision you make, remember to think outside the cubicle and get creative with your workspaces.

Neoffice desk  booking software

With the Neoffice desk booking system with the hot desking feature you can find and book your preferred desk on our interactive floor plan which replicates your actual design in the office. Neoffice is the only hybrid workplace software solution which offers solutions to every use case for seat planning. You can schedule employees to seat, create seating rosters, and do hot desking or hoteling. 

Neoffice is built with a suite of workspace tools that help employees choose how and where they work while providing organizations with a platform to manage their hybrid workplace with ease and complete control.

The solution comes with 9 features on one single app – Team planner to manage a collaborative effort for a team, Seat Scheduling, Meeting room Booking, Hot Desking, Car park Slot Booking, Digital cafeteria to pre-order your meals at work, Employee commute solution, Survey forms. All Features are modular and the client can choose to subscribe to the relevant solution.

To know more about the solution, do drop a mail to [email protected]

Neoffice is the only hybrid software solution which offers all facilities which an employee needs to pre-book before coming to the office all on one single interface. Available as a mobile app and web app.