What is hotel desking?

Hotel desking refers to a flexible workspace that doesn’t include assigned desks, cubicles or, in some cases, offices. Instead, these work areas are available for reservation or on a first come, first served basis. The arrangement is also referred to as “hot desking.”

While you can provide open and flexible working space and allow employees to choose desks as they arrive, this could lead to miscommunication and overcrowded work areas. Hoteling office space typically works best when team members can use a system to reserve spaces ahead of time, especially when you offer hybrid work schedules.

Potential benefits of hoteling office space

Hoteling desks and other areas in your office can have a number of positive benefits for team members, your business’ bottom line and overall productivity.

1. Demand for workspace

Hoteling office space can make it more valuable from a team member’s perspective. When desks and other working spaces have to be reserved, team members may be more likely to use them proactively and think about how best to use their time in these locations.

2. Support for hybrid work schedules

At the same time, hoteling desks conveys the idea that not all work must be done in the office. It recognizes that some work may be best completed remotely, which supports a hybrid work culture that many team members may prefer.

3. Potential cost savings

When you only provide desk space for people while they’re in the office, you can downsize your office space. Hoteling may make it possible to reduce square footage requirements, leading to long-term savings on your business lease or utilities.

4. Team member ownership of schedules and spaces

When you couple hoteling office space with flexible scheduling, you empower employees to find individual best practices for working. This can lead to improved productivity, efficiency and morale.

5. Increased networking and communication potential

When teams aren’t guaranteed adjacent seating, they could be more likely to communicate with others. This can lead to cross-functional communication and brainstorming and a better understanding of the company and processes at every level.

6. More proactive use of space

Many traditional office spaces, such as conference rooms, aren’t used every hour or even every day. Hoteling space lets teams reserve offices or rooms for their current needs. A room could be a conference location, a quiet work spot or a team party room.

Potential downsides of hotel desking in your office

Hotel desking also has some downsides to consider. Potential disadvantages of this arrangement can include:

• No personalization for working stations: Some team members might enjoy working at desks decorated with pictures of their loved ones. Others may need special accommodations or ergonomic equipment.
• Lack of routine: While hoteling desks and other creative working space options can increase flexibility and collaboration, employees may struggle to establish a routine. In some cases, this might increase the risk of errors or reduce efficiency.
• Potential lack of space: If you reduce the desk space you offer due to hoteling and hybrid work arrangements, people could show up to the office at peak times without any spaces available. This can lead to overcrowding, noise pollution and low energy at work.
• Privacy concerns: A lack of individualized desk space can raise concerns about privacy and confidentiality, especially in industries where sensitive information is regularly managed, such as health care or finance.

Related: The Pros and Cons of Outdoor Office Spaces

Hoteling desk space: Important considerations for your business

As you consider implementing hotel desking for your business, consider answering the following questions. Your responses can help you decide whether hotel desking is right for your staff and how to implement it effectively.

Does a hybrid work option make sense?

Begin by determining whether your staff can complete some work at home and how often they may need to work in the office. If most of your team only uses office space for meetings and is unlikely to use it for individual or collaborative work, a full hotel desking setup may not be well-suited.

Consider asking staff about their work preferences and needs. Some people may want to work in the office two to three days a week, even if they’re working on individual tasks. This feedback can help you understand how much desk space is needed.

Do your employees generally self-manage well?

Successful office space hoteling relies on teams to manage and allocate resources appropriately. It also requires people to communicate proactively, reserving space and canceling those reservations if their schedules change.

Can you implement a successful office space reservation protocol?

You may need a system to manage desk reservations. Software automates the process and provides self-serve functions for staff members, which can reduce administrative burdens.

What is your backup plan if you need more space?

At some point, employees may request more in-office workspace. You should have a plan and a policy that helps prioritize reservations and supports business processes and goals.

How can you communicate and roll out this change?

Before launching a hotel desking structure, communicate your intent to the team. Consider how you can create excitement about this offering, inform everyone about how it works and provide access to reserve working spaces when necessary.

Take a holistic approach to your hotel desking decision

Consider getting feedback from a variety of internal subject-matter experts before deciding whether hoteling office space is right for your business. Your human resource team can help you understand the implications of staffing and policies, IT teams can address any hardware or software resource changes that come with hoteling and the finance or accounting department can help you understand the costs and savings associated with this move.

Carefully consider the benefits and potential drawbacks of hoteling desks to make the best decisions for your team.

FAQs about hoteling office spaces

How does desk hoteling affect employee productivity?

The impact of hoteling office space on productivity varies by team. In many cases, the flexibility of the arrangement, accountability and ownership it creates for team members and the options for hybrid work lead to positive productivity impacts.

What steps can help support data security when you hotel desks?

Train employees on best practices to protect information when sharing workspaces with others. Those practices include not leaving paperwork at workstations when leaving for the day and logging out of computers and systems before vacating the space for another employee’s use.