In this article we explain the concept of hot desking, a workplace management trend that originated in London . Essentially, it’s about allowing different colleagues to make calls using their own phone number at each desk using the respective device . In this article, you’ll find out how hot desking actually works and what advantages you can benefit from.
What is hot desking actually?
Hot Desking – What’s behind Hot desking is an organizational workplace system in which employees no longer have a fixed desk , but instead occupy a new workstation in the office every day and share it with other colleagues. All workstations have the same technical setup. However, the concept of hot desking originally comes from hot bedding , a method in which sailors in the American Navy shared beds. Sailors who had just finished their shift could lie down in the still warm beds of their predecessors.
requirements
To ensure that your employees have access to programs and data from any workstation, you need an IP network to connect all devices. This shared IP network then enables collective access to information, programs, telephone directories, etc.
Application
The areas of application for hot desking are wide and depend on the requirements of each company. Being reachable by telephone also plays an essential role in almost every company when it comes to the technical setup at the employees’ workplace. Hot Desking – What’s behind As a specially set up function of the telephone system, hot desking enables every employee to log in to any VoIP device using their own user account on the telephone system. After logging in to the device, your employee can make calls via this device using their usual extension. You can find out how to activate the hot desking function in your uae phone number list Their individual settings, such as forwarding rules or the extension, are adopted from the account settings.
Advantages and Disadvantages of Hot Desking
The hot desking method can create opportunities to optimize everyday office life and enable better collaboration between employees and staffing of workstations in the office. However, the concept is not suitable for every company. Below we explain various advantages and disadvantages.
A major advantage of hot desking is the cost savings that result from shared workstations. By sharing workstations in the office, smaller office spaces can be rented and less equipment can be purchased.
The freedom to choose your workplace can be particularly beneficial for team projects, as employees who work on something together share a workstation and can therefore work even more efficiently.
In addition, hot desking brings variety to employees’ daily work routines and always remains exciting. Your employees have the opportunity to sit at a desk with colleagues from different departments or other work areas and get to know them better. As a result, the feeling of belonging to the company and team spirit is promoted.
Activity-Oriented Office
In contrast, changing workplaces every day can also be a significant stress factor for employees. Your employees do not know where they will be sitting the next day and which colleague they will be sitting next to. The lack of structure in the workplace can make some employees feel uncomfortable. They also lack the individual design of their own workplace, which makes everyday office life more pleasant and can give them a feeling of being at home.
The free use of workstations can also lead to chaos and stress if there is no clear system for allocating workstations. If your employees can book desks in advance for the next day , for example, misunderstandings can be avoided.
Is hot desking right for your company?
The question of whether hot desking is the right concept for your company depends on various factors. The method can be particularly worthwhile for companies whose employees have flexible working hours, as in this case an office with less capacity is sufficient. Optionally, you could even provide fewer workstations than employees, assuming that not all employees are present every day.
In addition, your company should have the necessary capacity and be able to provide every employee with access to the programs they use and a stable internet connection . Make sure that your office still has enough opportunities for conferences or team meetings even after the workplace organization has been changed so that other employees are not disturbed.
Please also remember that this change must be well organized and that in addition to the technical changes, your employees must also be introduced to the new concept.
Hot desking is not a suitable solution for every type of company. Companies that work with highly sensitive data may prefer more private workspaces. The type of work is also a decisive factor. Employees who are used to a uniform structure and continuous teamwork may find changing desks every day more frustrating than motivating.
alternatives
The hot desk concept is just one way to move workplace organization away from the rigid, classic office to a dynamic and modern one . Nowadays, new organizational options are regularly appearing to make everyday office life as efficient and pleasant as possible for employees. Below you will find various alternatives:
Activity-based working adds several dimensions to hot desking and is already being used in various European Microsoft offices . Instead of setting up the office like a co-working space, it is divided into different task areas . For example, there is an area for concentrated work alone.One for conferences and team meetings. For making phone calls and for small talk.
Overlap Zones
The so-called overlap zones place particular emphasis on interaction and exchange between employees. Special zones or areas are created where employees meet to exchange ideas and interact with one another. This method is used, for example, on the Google campus in California.
superdesking
Unlike hot desking, where a desk is used by a maximum of two employees. Super desking uses only one large table for all employees. With this method, everyone from managers to interns sits in one room and at one table. This concept can promote team spirit and internal communication, especially for small companies with flat hierarchies . However, implementing this variant could be problematic for medium-sized to large companies.
Conclusion
Hot desking is already being used by many. Companies that want to create a modern workplace. And change their working environment. This is not, as is often assumed. Just about rearranging the desks. But rather means a how to buy telephony for business profitably major change in the way work is organized. Ultimately, the focus should be on your employees and. The potential to promote satisfaction, productivity and team spirit.
FAQ
What does hot desking mean?
Hot desking is a form of workplace organization in which. Employees no longer occupy their own desks. But instead occupy a different workstation. Every day and share it with other employees.
What are the advantages and disadvantages of hot desking?
Using hot desking can, among other things, increase employee productivity and team spirit. It can also save costs such as rental mobile list costs or computer costs. Nevertheless, hot desking can be a potential stress factor for employees and affect concentration.