However, implementing hot desking can be challenging, especially for organizations that are used to traditional office setups. In this blog, we will provide you with tips to implement hot desking in your workplace successfully.

From planning and communication to technology and workspace design, we will cover all the key aspects that you need to consider to ensure a smooth transition to hot desking. So, whether you are a small business or a large corporation, these tips will help you make the most of this innovative office concept.

Prepare workspaces and technology

One of the key factors in successfully implementing hot desking is ensuring that desks and shared workstations are set up properly with all the necessary equipment.

Basic equipment

Basic equipment includes computers, phones, and headsets, as well as any other equipment that is required for employees to do their jobs effectively. By making sure that each workstation is appropriately equipped, you can help ensure that employees are able to work efficiently and productively, no matter where they are sitting.

Hot desk booking system

Investing in easy setup technology solutions like the Offision smart office system can also help to minimize configuration hurdles and make it easier for employees to get up and running quickly.

Offision is designed to be user-friendly and intuitive, with a simple setup process that allows employees to easily connect to the network and access the desk, tools, and resources they need to do their jobs. By using a solution like this, you can help to remove some of the barriers to adoption and make the transition to hot desking as smooth as possible.

Hot-desk panel

Qbic TD-0350 is one of the best choices for companies as hot-desk devices on their desks, provide a complete desk reservation experience.

Booking a space through any platform is only one part of the reservation process. With devices like Qbic TD-0350, reserving, locating, securing, identifying, and checking into a desk reservation experience is made complete.

This can help to eliminate confusion and ensure that each employee has a designated workspace, even in a shared environment. By providing employees with a user-friendly and reliable reservation system and simple, elegant devices, you can help to make hot desking a more attractive option for your team.

Establishing clear policies

Establishing clear policies is essential to the successful implementation of hot desking in the workplace. This includes outlining policies around reservations, cleaning, and etiquette to ensure that all employees are aware of the expectations and guidelines for using shared workspaces.

It’s important to ensure that these policies are clearly communicated to all employees, both verbally and in writing. This can be done through training sessions, company-wide emails, or by posting the policies in a visible location, such as in the shared workspace itself. By ensuring that everyone is on the same page, you can help to minimize confusion and ensure that hot desking is a positive experience for all employees.

With the Offision smart office system, policies can be implemented automatically, making it easy to enforce guidelines around desk reservations, cleaning, and other important aspects of hot desking.

For example, the system can automatically release a desk if it has not been occupied within a certain period, or it can call service staff to clean their workspace before leaving.

By using technology to help enforce policies, you can ensure that everyone is following the guidelines and that the shared workspace remains organized and productive.

Consider schedule flexibility

Consideration of schedule flexibility is an important aspect of implementing a successful hot desking program. Allowing employees the flexibility to assign and change their hot desk reservations can help to make the transition to hot desks easier and more appealing. By giving employees some autonomy over their workspace, they are more likely to embrace the new system and be productive in their work.

One way to facilitate this flexibility is by using a hot-desk device like the Qbic TD-0350. Hot desk panel installed on the desk provides a user-friendly interface that allows employees to easily reserve, release, and change their hot desk reservations on-site at any time.

This can help to eliminate scheduling conflicts and ensure that employees always have a designated workspace when they need it.

Monitor and tweak as needed

By gathering feedback from employees, you can gain valuable insights into what is working well and what needs improvement. This feedback can be gathered through surveys, focus groups, or one-on-one meetings, and can help you to identify areas where changes may be needed.

Once you have collected feedback, it’s important to make adjustments to the office management system accordingly. This may include changes to the reservation process and booking policies, adjustments to the layout of the workspace, or updates to the technology used to support hot desking. Offision fully supports these kinds of customizations in your office within a few steps.

By implementing changes based on the feedback you receive, you can help to ensure that the hot desking program continues to meet the needs of your employees and the organization as a whole.

Conclusion

In conclusion, successfully implementing hot desking in the workplace can bring numerous benefits, including cost savings, increased collaboration, and improved flexibility.

By leveraging technology solutions like the Offision smart office system and hot-desk devices like Qbic displays, organizations can streamline the hot-desking process and make it a more attractive option for employees.

To ensure a successful hot desking implementation, it’s important to follow the tips outlined in this blog, including preparing workspaces and technology, establishing clear policies, considering schedule flexibility, and monitoring and tweaking the program as needed.

By taking these steps, organizations can help to create a productive and efficient shared workspace environment that meets the needs of all employees.

Overall, hot desking has the potential to be a game-changer for modern workplaces. By embracing this innovative concept and leveraging the latest technology solutions, organizations can create a more flexible and collaborative work environment that benefits everyone involved.

The post Tips to successfully implement hot desking first appeared on ONEs Blog.

However, if each person has their own desk that they only use a few days a week, you will have a lot of wasted space. Hot desking is now the ideal answer for businesses transitioning to hybrid work.

Recently, executives at Europe’s largest bank also told to try ‘Hot Desking’, noting it comes as the bank pursues plans to shrink its office space by 40% in a post-pandemic shake-up.

On paper, hot desking appears simple, but in fact, it is more difficult to accomplish. You will quickly have a hectic office and angry staff if you do not have a practical strategy to handle desk sharing.

What does Hot Desking mean?

Hot desking is an organizational workspace system in which desks are used on an ad hoc, first-come, first-served basis by different people at different times.

It is a workplace practice in which some or all employees exchange desks rather than having a permanent one, which is most common in an activity-based work environment. It allows multiple users can use the same workstation at the same time. 

The advantages of hot desking

Typically, the aim of hot desking is to maximize space efficiency and lessen real estate risk by reducing redundant office space. Hot desking can also provide a temporary home wherever and whenever they need it.

Reduces operational costs 

Hot desking necessitates fewer total desks, lowering the amount of money a firm spends on office space.

Based on the survey of Inc., 40% of an office’s dedicated desk space sits unused on a given day. Employees are on vacation, work a flex schedule, or are stuck in back-to-back meetings. So it is not surprising that hotdesking can free up this 40% of unused desk space for better use.

Instead of manually allocating each employee their own desk, build up a structure via a desk booking system in which workstations may be shared as needed during the day by flexible staff. This means there will be no vacant workstations wasting space and resources.

Allows for a hybrid work environment

Aside from cost savings, hot desking allows for a more flexible working environment. A Microsoft report published in 2021 discovered that 73% of employees want flexible remote work options to remain post-pandemic.

The transition to hybrid work is unavoidable. Many employees choose hybrid work after the pandemic, and hot desking is the greatest strategy to maximize the utilization of hybrid offices.

Instead of leaving empty desks when employees work from home, offices can reduce office space by implementing desk sharing.

Facilitates cross-departmental collaboration and innovation

Hot-desking, whether in a private office or a larger coworking space, brings people from different teams or companies together, creating a diverse microcosm of professionals.

This connection frequently leads to new opportunities, such as the acquisition of new clients, investors, partners, or employees through hot-desking introductions.

Employees rotate workstations during the day and have more opportunities to meet and communicate with team members from other departments. These connections may also provide novel ideas and solutions for the firm.

Studies have discovered that hot-desking increases innovation and entrepreneurship. This is due to the autonomy afforded to hot desk users, who can work wherever and whenever inspiration strikes. It also occurs in hot-desking environments through knowledge sharing, social interactions, and the decentralization of innovation processes.

When you’re surrounded by a diverse range of expertise, it’s natural to come up with new ideas and processes. An ever-changing work environment also reduces the risk of burnout and project fatigue.

Implement your own hot desking

Hot desking is a planned technique designed to keep everyone’s schedule flexible.

Misusage, on the other hand, may result in undesirable outcomes such as repetitive procedures and a lack of organization. A shared desk layout is a possible alternative for employees.

Keeping this in mind, everyone engaging in hot-desking must have the same attitude. It is vital to observe good etiquette.

Now, let’s look at some guidelines you should use in your organization to minimize hot desking problems.

Proper desk reservation

It simply does not work to just let your user use the hot desk freely. Some companies may just implement hot-desking by simply a sign or dry-erase board on a desk indicating whether or not it is reserved and to whom.

But sooner or later this kind of manual setup will be a pain for management. All firms that are experimenting with hot desking should have a smart office system in place for employees to reserve workstations.

Meanwhile, employees should be adequately taught and authorized to use whatever mechanism they have in place to discover and reserve a desk.

Always maintain a professional demeanor

Professionalism is one of the top hot desking behaviors. Employees may be less conscientious about workstation cleanliness and organization during hot desking because they do not have assigned desks.

Hot desking policies guarantee that everyone uses office space fairly and responsibly:

1. Sanitation: Sanitize and tidy the desk after use.
2. Consideration: Treat your coworkers with respect and give help if they need it.
3. Maintenance: Encourage staff to restore everything to its original location.

Avoid making reservations at out-of-service desks

You most certainly have workstations in your company that are out-of-service to serve or are only available to some teams. People should be trained on which workstations are designated for hot desking, or this could be checked by your desk booking system.

A smart office floorplan function is also a powerful data visualization that can allow anybody to see which desks are available by looking at the live view.

What makes hot-desking successful?

There are a few significant factors that you should consider when you implement hot-desking environment:

Bookable at ease

Lots of offices with hot-desking environments allow people to reserve meeting rooms, hot desks, and facilities via an app or a web log-in, such as using an all-in-one one-stop smart office solution. A hot-desk reservation device can be used to indicate the desk status and help to manage the schedule.

Common facilities usually include share areas that allow people to easily gather and have a quick meeting, chat, or rest, such as Collision point, Focus room, Brainstorm room, Touchdown spot, etc.

Easy Access to power outlets and phones

Hot desks mean that there will not have a fixed workspace for people to use. Therefore it typically comes with its own power outlets, USB power supply, etc.

Also, a phone booth or Quiet car can be provided for people taking phone calls in a private and quiet environment.

Technology and internet

Hot desking would be impossible without laptops, tablets, and smartphones, and all offices with hot-desking arrangements should provide WiFi to accommodate these devices.

Some users may require more than just their laptops to function properly. As a result, some hot desks include a monitor and a VGA, DVI, or HDMI connection, allowing users to plug in and temporarily use a second screen.

Personal item storage

Some coworking spaces allow users to leave their belongings at a hot desk for a set period of time while they attend meetings or eat lunch. Other coworking spaces offer cubby holes or lockers to their hot-desk users.

In private offices, it’s more common for employees to spend the entire day at the same desk, regardless of meetings or lunch breaks. Therefore, a simple locker can easily serve this case.

Determine the number of desks you needed

Ratio-based seating is used to calculate the number of workstations required in an office area for hot desking. Traditional hot desking arrangements place one person at each desk (1:1), however hot desking allows numerous persons to share a desk at various times (1:X).

Through wise desk allocation, businesses can run on a desk deficit with ratio-based seating. By analyzing data to determine the lowest and maximum occupancy, a corporation may forecast what proportion of its staff won’t need desks at any one time.

Smart office in a simple tool: How ONES can help your office

Effective change management is required to ensure the effectiveness of hot desking. ONES is here to help if you are ready to adopt your new smart office setting but do not know how to begin.

Our smart office management software enables your employees and visitor to rapidly find, choose, and reserve the workspace that best meets their needs.

Schedule a demo of Bookings ONE now for more details.

The post Hot Desking 101: a quick guide first appeared on ONEs Blog.

Experts say the trend of employees not having fixed desks in Singapore is likely to continue, even though safe management measures have been relaxed since April 26 to allow all workers to return to work.

What you should know?

• Hot desking is likely to stay in Singapore in the near future.
• Singapore companies get staff connected through open spaces and discussion rooms.

Learn more: Hot Desking 101: a quick guide

Hot Desking is about…

Hot desking is a workplace practice in which some or all employees exchange desks rather than having a permanent one, which is most common in an activity-based work environment. It allows multiple users can use the same workstation at the same time. 

Workplaces that enable employees to share desks save a lot of space and money. Certain areas, for example, have a high real estate value, causing municipal offices to cut back on spending. This works effectively for employees who spend less than half of their time at a desk during the day.

The reason why hot desking is likely to stay in Singapore is that it can help Singaporean companies to get employees more connected to each other and reduce office costs by cutting off their fixed workstations.

No fixed desks for everyone, even the bosses

More businesses are adopting a flexible and connected workplace, foregoing fixed workstations in favor of more community spaces and shared hot desks.

Tech firm SAP implemented a complete hot-desking strategy in Singapore when it began renovating its offices in April 2021, with the goal of increasing collaboration among its 1,200 or so employees while also providing flexibility in how employees work.

In SAP Mapletree Business City‘s office, there are no assigned desks across the three floors, not even for its senior leaders. Still, there are plenty of options – high workbenches for those who prefer to stand, workstations designed for small groups, or cafe-style seats.

SAP introduces 270 meeting spaces spread across three floors, with a mix of closed pods, open tables, and diner-style booths. This is a significant increase from the previous 104 meeting rooms.

“We see a lot more of the teams sitting on different floors, trying out different spaces,” Verena Siow, President & Managing Director for Southeast Asia of SAP, mentioned. “Also, when you sit on different floors, maybe you’ll meet colleagues that you may not have interacted much with before.”

Implementing hot desking in Singapore can thus help companies to improve cross-departmental communication and relieve the productivity paranoia of decision-makers.

Coming into the workplace is no longer about the physical amenities, it is about the employee experience,

Verena Siow, President & Managing Director for Southeast Asia of SAP

Reduce office costs by cutting fixed workstation

Takeda Pharmaceuticals has reduced the number of fixed workstations in order to create more meeting rooms and community spaces. Its redesigned workspaces were made available to employees at the beginning of this year.

As Inc. studies found out that 40% of an office’s dedicated desk space sits unused on a given day, hot desking can highly help Singaporean companies to reduce their office costs by freeing up these dedicated workstations.

There are now only 40 hot-desking workstations in Takeda Pharmaceuticals’ Singapore office, down from around 120 previously. Lockers have also been installed to provide employees with the option of storing their belongings if necessary.

 “With the exception of meeting rooms, all workspaces are on a first-come, first-serve basis.” Ms. Janice Yee, head of HR at Takeda’s growth and emerging markets business unit, said.

(Takeda’s office is now become) a venue for meaningful face-to-face collaboration, networking, and social connections, rather than keeping to the traditional definitions of what an ‘office’ is

Ms. Janice Yee, head of HR at Takeda’s growth and emerging markets business unit

How to implement hot-desking?

Hybrid work in Singapore means a diverse working style of working at the office and working from home. You can allow your employee to have high flexibility in choosing their desirable workspace.

You can also consider how to reduce the operational cost such as reducing the office workspace and fulfilling the expectation of both employees and administrators.

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease.  You can easily perform virtual meetings, desk hoteling, and digital office management with our Desk Booking and Management features.  

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post Why is hot-desking likely to stay in Singapore from now on? first appeared on ONEs Blog.