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The Ultimate Guide to Using a Hot Desk
March 13, 2023

The Ultimate Guide to Using a Hot Desk

As the traditional office becomes less of a reality for millions of Americans, many people are adapting to new workspace systems and work environments. Whether your company has transitioned to a hybrid working model, switched entirely to remote working, or changed things up in another major way, there’s no question about it: flexible work is here to stay, and company culture is changing along with it.

One type of work environment that is growing in popularity is flexible office space. This model allows multiple businesses to utilize the same space at different times, with amenities and accommodations for all sorts of possibilities. If you’re considering this type of office space, there’s a chance that you may need to navigate the world of “hot-desking.” Hot-desking is a workspace system that involves desks being allocated to different people on an as-needed basis. It is intended to optimize space usage and provide cost savings compared to renting a traditional office building.

If this seating arrangement sounds like something happening at your workplace, it can be confusing at first, but once you get the hang of things, you’ll be making strides in no time. Consider this your ultimate guide to using a hot desk!

Choose the Right Space

When deciding on a location to work, keep your needs in mind. Some worksites utilize desk-booking software so you can choose the spot you’ll be that day, while others operate on a first-come, first-serve basis. Make sure you have a large enough desk space to work productively and find a location where you'll be able to get comfortable.

Pack the Right Stuff

If you’re used to the world of hybrid workplaces, you probably already have a knack for packing your work bag to anticipate multiple possibilities. Even though many flexible office locations, such as our own Texas Tower, offer many amenities and options, never assume that your desk will have “what you need” automatically. Always make sure you have these extra items in your bag before you head to the office:

  • Phone charger
  • Laptop charger
  • Headphones or earbuds
  • Mobile power bank
  • Notebook or loose-leaf paper
  • Writing utensils
  • Cleaning wipes


Get Focused

Hearing other people typing, talking, walking in and out of meeting rooms, and making other “work sounds” can be pretty distracting if you’re used to working from home or in a sparsely populated office. In order to stay focused, use noise-canceling headphones or earbuds to block out the world around you. If need be, you can also use a portable privacy divider to eliminate visual distractions.

Keep Track of Your Belongings

If you’re used to assigned desks in a traditional office space, you may find that one downside of hot-desking is that you don’t get to leave your personal items in or on the desk for an extended period of time. This means you’ll need to keep track of what’s yours carefully. Label your items with your full name and consider adding contact information so nothing goes missing.

Stay Organized

As you utilize a hot desk space, make sure to keep your belongings in your bag until you need them, then put them away once you’re finished. This makes it easier to leave the space ready for the next person working there while helping you get out of the office quicker at the end of the day.

Be Courteous

When it’s time to leave your desk, conference room, or other “hot” location, be considerate of the person who will be using the space after you. Remove all personal items and wipe down tables, chairs, and other high-contact areas. Return all chairs, tables, and desks to their original positions and follow any sign-out or checkout procedures promptly. Most importantly, don’t take up more time than you’re allotted. It’s impolite to others who need the space just as much as you do.

Change the Way You Work Today!

When utilized correctly, hot desking works well for a wide variety of working environments. If you’re interested in experiencing the benefits of hot-desking for your business, get in touch with The Square today! We offer flexible office space options that are as unique as your company. Experience it for yourself, and you’ll never go back!