How does hot-desking work?

How does hot-desking work?

Find a desk, plug in, and get to work: Hot desks provide space for professionals to work as needed, in both private and shared office spaces. That means that the particulars for hot-desking may vary depending on the environment, but here are the primary factors to consider. 

Access to power outlets and phones
Hot desks typically come with their own power outlets and WiFi connection. In shared coworking spaces like WeWork, there are dedicated spaces away from the desk for taking calls—phone booths or in shared lounges, for example. In private office environments, particularly in sales companies, a permanent phone is likely attached to the desk for different employees to use as needed.

Bookable meeting rooms
Most hot-desking arrangements in shared coworking spaces allow you to book meeting rooms through an app or a web log-in. Amenity-rich solutions like WeWork also afford you access to shared lounges, kitchens, brainstorming areas, conference rooms, and a global network of professionals.

Printing facilities
Similar to booking conference rooms, hot-desking spaces often have a central printer that workers can use through an app or web log-in. These printers are managed by the community team in shared workspaces and internally by office managers in private environments.

Storing personal items 
A frequently touted concern associated with hot-desking is the absence of a dedicated “base” for users to store their bags, coats, and work accessories. The way this is addressed changes between workspaces: In some coworking spaces, users are permitted to leave their belongings at a hot desk for a certain amount of time as they attend meetings or have lunch. Other shared spaces provide cubby holes or lockers for their hot-desk clientele. In private offices, it’s more common for an employee to camp out at the same desk for the whole day, regardless of meetings or lunch breaks.

Technology and internet
Hot-desking wouldn’t be possible if it weren’t for laptops, tablets, and smartphones—and all offices with hot-desking arrangements should provide WiFi to accommodate. Some users, however, need more than their laptop to work effectively. For this reason, some hot desks come with a monitor and a VGA, DVI, or HDMI connection, allowing users to plug-in and use a second screen temporarily.

Bathrooms, kitchens, and other common areas

As in most office environments, amenities like bathrooms and kitchens are included in a hot-desking arrangements and are cleaned, stocked, and maintained by office management. In all-inclusive solutions like WeWork, hot-desk agreements also give you access to free-flowing coffee, quiet rooms for meditation, showers, bathroom necessities like lotion and hair products, as well as perks like community meals and frequent networking events.

Private space when needed 
Most professions call for some privacy during the workday, whether it’s for attending meetings, strategic planning, or discussing finances. These conversations are likely too sensitive for a hot desk, especially when you’re surrounded by people from other teams or other companies, and require a more private space.

Both private offices and coworking spaces provide bookable conference rooms for holding private meetings or taking sensitive calls; however, workspace solutions like WeWork also provide sound-proofed private phone booths. Plus, intentionally designed lounges offer private nooks for taking calls or having conversations.



Hot-desking is linked to increased collaboration and innovation—for all
Whether it’s in a private office or a wider coworking space, hot-desking brings people together from different teams or companies, creating a diverse microcosm of professionals. This connection often leads to fresh opportunities, in which new clients, investors, partners, or employees are gained through hot-desking introductions.

According to 2018 research, coworking spaces are particularly valuable in forging relationships between “entrepreneurs, other businesses, startups, and innovators.” This is achieved through intentional, data-driven workspace design that includes shared spaces and infrastructure, and technologies like apps or online coworking communities.

Many studies have linked hot-desking to an increase in innovation and entrepreneurship. This comes, in part, from the flexibility afforded to hot desk users—they can work where and when inspiration strikes. It also occurs through knowledge-share, social interactions, and the decentralization of innovation processes in hot-desking environments. Discovering new ideas and processes happens naturally when you’re surrounded by a variety of expertise. Plus, the risk of burnout and project fatigue is reduced by an ever-evolving work environment.

How to know if hot-desking isn’t right for you 

Certainly, while the benefits of hot-desking might be multifold, the arrangement doesn’t suit all industries or all work styles. Employees dealing with highly sensitive information may prefer a more private solution, while teams that require consistent structure and ongoing collaboration throughout the workday could grow frustrated at the changing seating. Training new employees calls for different considerations, and finding colleagues may require some reconnaissance through chat clients. In these cases, consider dedicated desks or a small private office within a coworking environment. Arrangements like these afford you and your team a more controlled, personalized workspace while retaining the perks of the wider space and coworking community. 

Whether you’re freelancing for yourself or running a remote team, hot-desking helps drive productivity at different locations. It allows you to make bold business decisions—like expanding into new markets or employing the best talent remotely—unencumbered by the long-term commitment and costs of traditional office space. Finally, it exposes you to fresh opportunities for innovation while giving you access to a vibrant community of professionals.


Whether you are a freelancer, a small business owner,individual contractor or a remote worker.Pick and allot yourself and your team a suitable desk space and give your business a dedicated space that's always reseved just for you.