Archie Richards
What is hotdesking and how does it work?
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The first time I tried hotdesking, I found myself caught off-guard. I was used to the comfort of my own dedicated desk—everything neatly arranged just the way I liked it. Suddenly, I had to navigate a shared workspace where finding an available spot each morning was a new challenge. Would I get a seat near the window, or end up squeezed between two busy teams? It felt chaotic initially, but as the days went by, I started noticing the benefits: the flexibility to choose a new environment each day, the chance to meet new people, and even a surprising boost in creativity.
This experience stayed with me, so much that I decided to set up a dedicated hotdesking space at Storage Glen Iris. I wanted to create a space where individuals could enjoy the perks of hotdesking without the stress I initially faced. But what exactly is hotdesking, and how does it work? In simple terms, it’s a setup where desks are available on a first-come, first-served basis—an approach designed to cater to mobile workers, freelancers, and hybrid teams.
In this guide, I’ll be sharing what I’ve learned from hotdesking and managing a hotdesking space, and how hotdesking can work for you!
What is Hotdesking? Understanding the Concept
Think of hotdesking as the “choose your own desk” option for workplaces. Rather than assigning specific desks, hotdesking offers a free-for-all approach where people simply grab whatever desk is available when they arrive. It’s an approach that’s gained popularity, especially in flexible work environments where people are in and out of the office at different times.
How Hotdesking Operates in a Shared Workspace
What I love the most about hotdesking is that it’s pretty straightforward: you walk in, scan the room for an empty desk, and settle in for the day. There are no nameplates and no assigned seats. The goal? To give people the freedom to pick the type of space that suits their needs each day. Some days, that might be a quiet corner for deep focus, and on others, a more open area to catch up with teammates.
What makes hotdesking unique?
Hotdesking is all about flexibility and choice. It breaks away from the “same desk, every day” mindset, making it easy to switch things up depending on the type of work you need to get done. It’s dynamic, a little bit chaotic at first, but definitely energising. Plus, it’s a great way to cross paths with people you wouldn’t normally work with and get your creative juices flowing minus all the pressure of working in a traditional office.
- Hotdesks are flexible
- Hotdesks are first-come, first-serve.
- Every day is a different vibe.
- Offers many opportunities to meet new people.
- Adapts to your working style and needs.
Why Hotdesking Caught My Attention
My first experience with hotdesking was, to be honest, not all rainbows and butterflies. I was so used to having “my own” desk that adjusting to the unpredictability of a shared workspace felt like I was always at a loss each morning. But then I realised—rather than losing something, I was actually gaining the precious freedom to choose where I worked each day. Before I knew it, I started looking forward to picking a spot that matched my mood or needs. Some days I’d find a quiet corner when I needed to focus, while other times I’d choose a more open area to bounce ideas off others and absorb positive working energy. It made work feel less repetitive and kept things fresh, which, surprisingly, made me more productive and engaged.
Key Benefits and Drawbacks of Hotdesking
Hotdesking is a workspace model that has gained significant traction for its flexibility and cost-saving potential. However, it’s not without drawbacks. Here’s a closer look at the primary pros and cons.
Benefits | Drawbacks |
Flexibility | Lack of Personal Space |
Cost-effectiveness | Distractions and Noise |
Networking |
Benefits of a Hotdesk
- Flexibility: Hotdesking accommodates different work styles by allowing individuals to choose a desk that suits their tasks for the day. According to a Global Workplace Analytics study, employees who have more control over their workspace report higher levels of job satisfaction.
- Cost-effectiveness: Saves money by reducing the need for dedicated desks and maximising space use, which is ideal for businesses managing hybrid teams.
- Networking: Creates a dynamic environment where you naturally meet and connect with people outside your usual circles, fostering collaboration and idea sharing.
Drawbacks of a Hotdesk
- No Personal Space: It’s hard to “make it yours” when you’re constantly moving. No family photos or favourite coffee mug to settle in.
- Distractions: Shared spaces can sometimes be noisy or have high foot traffic, making it harder to concentrate.
One of the biggest benefits for me has been the networking. I still remember one morning when I found myself next to a project manager I’d never met before. We ended up chatting, and she shared a few strategies that completely changed the way I worked and how I managed it. But the flip side? I sometimes miss having a desk that’s “mine.”
Choosing the Right Desk: Finding Your Spot
In a hotdesking environment, the freedom to pick your desk is both a benefit and a responsibility. Choosing wisely means aligning your desk with your work style and daily goals. Here are a few tips to help you find the best spot:
- Quiet Work: For focused tasks, seek out a desk away from busy zones. A corner or a spot near a wall often provides the calm you need to concentrate.
- Team Collaboration: Pick a desk closer to open areas or communal tables. It’s easier to connect with teammates and keep the energy flowing.
- Comfort and Convenience: Make sure your desk has access to power outlets and isn’t too close to high-traffic areas like kitchen entrances or restrooms.
I made a rookie mistake during one of my first days of hotdesking. I picked a seat right by the entrance, thinking it would be good to see who was coming and going. Big mistake! The constant foot traffic made it nearly impossible to concentrate. Now, I make a beeline for the quieter areas, especially when I need to power through my to-do list.
Setting Up for Success—Creating a Temporary Workspace
When it comes to hotdesking, a little preparation goes a long way. Trust me, I’ve learned the hard way what happens when I show up unprepared—trying to work without a charger or struggling to get comfortable at a random desk. Now, I’ve got a routine down to a science. Here’s what I always bring to make any desk feel like home, even if it’s just for a few hours:
What should I bring?
- Laptop and Charger: This one’s obvious, but forgetting your charger is a nightmare!
- Laptop Stand: Keeps your screen at eye level and your posture in check.
- External Keyboard and Mouse: Because hunching over your laptop for hours is a recipe for sore wrists and shoulders.
- Noise-Cancelling Headphones: A must-have for cutting through the office noise.
- Mobile Charger: Never fight over the last outlet again!
- Notebooks and pens: Sometimes, it’s just easier to scribble something down quickly.
- Water Bottle: Hydration = focus, and keeping water close means fewer breaks.
Quick Set-up Tips
- Prop up your laptop and use an external keyboard to keep your body aligned. I’ve found this one step alone helps me avoid that midday slump.
- Try to sit near an outlet if you can—nothing kills productivity faster than having to hunt for a plug halfway through the day.
- If it’s noisy, use headphones or even earplugs. It’s amazing how a little quiet can make a shared space feel like your own.
- Adjust your chair height, screen position, and even lighting if you can. A few small tweaks can make the difference between a productive day and a stiff back.
Hotdesking Etiquette for Newbies
When you’re working in a shared space, it’s all about keeping things respectful and considerate. Here are a few golden rules to follow
The golden rules of hotdesking are about maintaining respect for shared spaces. I’ve slipped up a few times myself—like forgetting to clean up after a busy day and realising later how unfair that was to the next person. Now, I always leave the desk spotless. Keep noise to a minimum to avoid disrupting others, and share the space fairly by not claiming more room than necessary. I also stick to bringing only what I need, since one time I nearly took over two desks with my stuff! And finally, always wipe down the desk—it’s just good hygiene and common courtesy.
Is hotdesking right for you?
If you enjoy flexibility, a change of scenery, and the chance to connect with new people, hotdesking could be the perfect solution. But if you crave a consistent space or find it hard to work around distractions, it might not be your best fit. Curious to see if it’s right for you? Experience hotdesking firsthand at our dedicated workspace at Storage Glen Iris—designed to combine comfort, convenience, and the perks of a shared environment. Book a visit today and see how hotdesking can elevate your workday!
FAQ
A hotdesk office space is becoming a very popular workspace among freelancers, remote workers, start-ups, small business owners, and teams looking for fresh and flexible working solutions. They’re ideal for anyone who needs a professional space without the commitment of a long-term contract.
Yes, you can use a hotdesk location as your business address, just like we offer here at Storage Glen Iris. This is especially useful for freelancers and small business owners who want a professional address without the cost of renting a full-time office.
Booking a hot desk is simple. Visit our website or contact our team directly to view availability and reserve your spot. At Storage Glen Iris, we make it easy to secure a desk whenever you need it, whether it’s for a day or a longer period. Reach out to us today to get started!