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Hot Desking Checklist: Top 6 Must Haves for Flexible Seating at the Office

Man hotdesking with Kensington products

The growing trend in offices throughout America (and the rest of the world) is known as hot desking.

In the world of business, every office needs a competitive advantage. One way to remain competitive is to reduce operational costs. The best way to do this is to downsize office space. 

Employers in the United States expect to decrease 30% of their real estate footprint since the start of the COVID-19 pandemic. These companies have opted to employ a hybrid workforce - where staff comes into the office a few days a week while working the rest of the time remotely. 

Hot desking is an efficient way for businesses to make the most of their space and reduce real estate costs. By supporting flexible seating arrangements at the office, less space is needed as companies schedule which staff members work where and when.

What is Hot Desking?

The concept of hot desking involves booking a workstation based on days in which specific employees will be in the office. Hot desking is utilized to save space but also maximize productivity. 

Companies do this by allowing employees to sign up for the desk space most appropriate or convenient for the project they are working on. 

However, for hot desking to be most efficient, each desk requires techy equipment, like wireless charging pads or ergonomic chairs, so moving from place to place won't be too challenging. 

When done correctly, the benefits of hot desking include:

  • Promoting flexibility: Approximately 78% of employees report that flexible work arrangements make them more productive, and nearly as many say flexibility increases their satisfaction at work. By giving staff members a choice of where to work in the office, you promote flexibility. 
  • Reducing unused space: Your company can minimize wasted space around the office with hot desking, especially in offices with remote and hybrid workers. Why assign a desk to someone who is in the office only part-time? 
  • Facilitate collaboration: Hot desking is another way to promote productivity. It allows teams to work more efficiently together, facilitating collaboration.

6 Must-Haves on Your Hot Desking Checklist

So, what should be on your company's hot desking checklist? First, consider the hardware that should remain on each desk throughout the office. This portion of your checklist should comprise of:

  • Monitors
  • Keyboards
  • Mouse and trackballs
  • Charging ports
  • Docking stations
  • Power strips

Along with the tech accessories that remain at every workstation, your company must also provide furnishings and other equipment to support and streamline hot desking activities. These are the top six must-haves for your organization's hot desking checklist.

Sit/Stand Desk Capabilities

Adjustable desks employees can convert from either a sitting or standing position promote an ergonomic work environment. Desks with a sit and stand capability promote wellness and comfort.

They also decrease stress from remaining in one position for too long. This can reduce strains and eliminate repetitive motion injuries (RMI) like carpal tunnel syndrome or nerve issues like sciatica.

Ergonomic Set-Up Options

Your company can promote ergonomic wellness for its employees when you provide ergonomic equipment. Using ergonomic equipment can help customize the workstation for a more comfortable fit.

You can help employees promote mental health, fitness, and physical wellness regardless of work demands by providing ergonomic equipment like: 

  • Footrests
  • Backrests
  • Wrist rests
  • Seat cushions
  • Laptop risers
  • Keyboard drawers
  • Monitor arms
  • Vertical mice
  • Other ergonomic devices

Cozy Adjustable Chairs

When choosing the right chair for the hot desking workstations at your office, it’s essential to consider comfortable and adjustable options. Investing in furniture that encourages wellness ensures that your staff remains productive and reduces downtime due to injury or fatigue.

Providing ergonomic chairs will also help ensure that your staff maintain good posture and stay happy and healthy all day long. So, make sure you purchase chairs with lumbar support and height-adjustable arms.

Coat Racks, Hooks, and Closet Spaces

Employees tend to store personal items at their desks when companies assign them personal workstations. They place these items (such as jackets or coats, an extra pair of shoes, gym bags, etc.) on the back of their chairs, in drawers, or under the desk.

Employers can help staff keep their hot desking workstations organized and free of clutter by providing coat racks, hooks and designating closet space for these personal items. This will also help keep employees from leaving anything behind in a drawer or under the desk. That way, the next person to use the space will not be forced to work around a colleague's clutter.

Office Storage Cabinets, Carts, Lockers, and Secure Containers

In a hot desking work environment, employees switch desks from day to day. Sometimes they may move desks within the same day. As a result, your organization should consider providing a long-term storage solution.

That way, employees are not expected to tote personal belongings whenever they move around the office. A centralized storage station, lockers, cubbies, or secure containers are excellent options for these scenarios.

Sanitization Stations

Since the COVID-19 pandemic outbreak, people have been more conscientious about sanitization. Incorporating a hot desking environment at the office requires sanitation stations that allow employees to clean and sanitize their workstations before and after every use. 

You can opt for a centralized sanitation area (or more than one for larger offices) where cleaners and sanitary wipes are available. It's also a good idea to keep disinfecting wipes at each workstation for intermittent use throughout the day.

Finding Hot Desking Checklist Items for Mobile Workers

Adopting a successful hot desking strategy in your office requires the right tech accessories for employees. Additionally, setting up shop at one location can be quick or take minutes, depending on what type of equipment is available.

Once these basics have been set up properly, employees can move workstations as necessary. With the correct planning, organizations can initiate a hot desking policy that benefits employees and the company.

For more information on how to incorporate a successful hot desking environment at your office, turn to Kensington's resource page for the latest news and information. We can help you manage a remote and hybrid workforce efficiently.