Editor’s note: FM Perspectives are industry op-eds. The views expressed are the authors’ and do not necessarily reflect those of Facilities Management Advisor.
There is no one-size-fits-all solution for the modern office. It is an ongoing journey to define today’s workplace, and many companies navigating this path have turned to hot desking, a practice where employees are assigned to any available desk on a given day.
Touted as a way to optimize space usage and boost collaboration between coworkers, hot desking seems logical. However, recent data paints a different picture—for many employees, hot desking is a villain in disguise. The growth rate of permanent desk creation has outpaced hot desking by 58% year-over-year, signaling a significant shift towards more stable and individualized workspaces.
A Battle Between Efficiency and Comfort
Many companies turned to hot desking to optimize space through the efficient use of the entire office area, boost interactions among employees that may not otherwise interact, and save costs by reducing office size needs. While in theory this may seem practical, the reality for many workers reveals significant drawbacks that negatively impact their productivity, satisfaction, and overall sense of belonging.
Hot desking can be a villain in disguise due to:
- Lack of consistency: The constant shuffle disrupts workflows and makes it challenging for employees to settle into a focused state. This also creates a constantly changing environment that does not lend itself to personalization or familiarity.
- Daily challenges: The morning rush to find a suitable desk and navigate unfamiliar technology setups creates daily frustration. Furthermore, relocating all belongings or desk accessories (think pens, to-do lists, calendars, etc.) and settling into a new space consumes valuable work time.
- Sense of loneliness: Employees may struggle to feel connected to their colleagues, or even the company itself. This lack of belonging can lead to decreased productivity, lower employee satisfaction, and a weakened company culture.
The design of a modern workplace must be strategic and measured. The implementation of data-driven insights is critical for designing office spaces that cater to all employee preferences and needs. Hot desking is an uncoordinated and complex way to align workspaces, and leaders must rely on data to create a modern office experience that fosters productivity and positive company culture.
A Measured Approach
Workplace management tools are critical assets when shifting away from hot desking. By measuring factors such as space utilization, meeting room usage, headcount growth projections, employee attendance, and visitor traffic data, companies have direct insights into the ways employees like to work. By incorporating both qualitative and quantitative data, companies can make more informed decisions about space planning and design.
Rather than focus on hot desking, implementing workplace management tools allows organizations to:
- Highlight employee use: Real-time data on office use shows actual employee needs and preferences and enables companies to empower staff to work most effectively.
- Provide catered, dedicated workspaces: The data gathered can help craft sustainable, permanent workplace layouts that foster a sense of ownership, promoting focus and comfort.
- Bring people together: Specific, purposeful collaborative spaces create opportunities for employee interaction while still providing individual desk spaces for more focus. This encourages a strong sense of community and belonging among employees while also prioritizing individual workflows.
The Path to a Better Workplace
The modern workplace demands a more nuanced approach than hot desking can provide. Hot desking is a villain of the modern workforce. While the goal of hot desking is to maximize space and foster collaboration, it frequently leads to a fragmented and stressful workplace. The disadvantages, such as lack of consistency, everyday frustrations, and a weakened sense of belonging, emphasize the need for a more strategic approach to workplace design.
Ultimately, the objective is to establish a balanced working atmosphere that combines efficiency and comfort. By prioritizing staff needs through data-driven insights, companies can create a thriving workplace that supports both individual and organizational success. The future of the modern office hinges on crafting spaces that are functional and support employee needs and foster a strong sense of belonging and community.
Anay Patel is an analytics engineer at Envoy, an integrated workplace platform that connects people, spaces, and data.