The Rise in Popularity of Hot Desking -

This article first appeared in UC Advanced magazine issue #21.

Martin Hollerup, Managing Director of Sandberg discusses the rising trend of hot desking. With most modern offices offering some form of this option for remote and hybrid employees, Martin gives insight on the essential peripherals businesses should consider to make hot desking flexible for all.

What is Hot Desking?

Hot desking, the flexible workplace phenomenon where employees share work areas instead of having their own assigned desks. When an individual arrives at the office, they choose their pre-booked or any available workspace rather than returning to the same desk each day.

Origins

Drawing inspiration from the naval practice known as ‘hot racking,’ where sailors on different shifts shared bunks due to space constraints, hot desking is believed to have originated in the early 1990s. Inspired by the aviation industry, airline staff would share limited desk space, leading to the metaphor of desks being ‘hot’ from constant use.

This now common practice has only grown and evolved since, as organisations adapt to changing work cultures, technological advancements and economic pressures. Hybrid working and the Covid-19 pandemic have further accelerated the pace of change and ensuring workplaces are set up to be flexible is now a must.

Bringing together diverse cultures and teams through hot desking has helped increase collaboration and innovation and at the same time has helped with cost efficiencies and more.

Benefits of Hot Desking:

🔥 Office Space Optimisation – Companies can reduce their spend on expensive office space, through eliminating regularly unused desks and balancing attendance.

🔥 Flexibility & Autonomy – Employees can choose workspaces based on their tasks or mood which can improve job satisfaction.

🔥 Collaboration – Alternative seating arrangements can encourage cross-departmental discussions and knowledge sharing.

🔥 Hybrid Working – Hot desking integrates seamlessly with remote and flexible work models where office attendance may vary by a team, individual and/or role.

🔥 Sustainability – Reduced energy consumption with savings on heating or cooling office environments.

Criticisms of Hot Desking:

☔ No Personalisation – Some employees may feel disconnected without their own dedicated space to make their own.

☔ Team Cohesion – Frequent desk changes can make it harder for teams to bond and collaborate effectively.

☔ Hygiene Concerns – Shared desks should have stricter cleaning procedures to ensure bacteria and illnesses are not transferred easily.

☔ Booking Conflicts – Double bookings and/or insufficient space can make finding a desk frustrating.

☔ Disrupted Working Environment – Varying or inconsistent IT hardware can hinder productivity and focus.

According to CBRE data, only 40% of companies now maintain a 1:1 desk-to-employee setup, a dramatic drop from 56% in 2023. This is combined with organisations targeting a desk-sharing ratio between 1.5 and 2.0 employees per desk. These findings highlight the need to set up environments effectively with the right technology paramount to realising the benefits and overcoming the criticisms. Booking systems are now being used to reserve places in advance to ensure there is sufficient space for everyone. Smart building systems which control heat and lighting based on occupancy are also becoming more prevalent. Not forgetting the basic essentials, which ensure seamless connectivity, secure working and guarantees a productive day. Sandberg have a comprehensive range of peripherals designed with this in mind, all covered by a unique 5 year warranty.

Hot Desking Essentials

💻 Keyboards & Mice – Ergonomic, vertical, wired/wireless devices can help prevent RSI and provide comfort throughout the day.

💻 Deskpads & Mats – These relieve strain on the wrists and provide a non-slip surface for better precision and control.

💻 Docks – Multi-port hubs facilitate a central connection for all peripheral devices so that only one USB-C connection can be used for I/O, power, display and network.

💻 Headsets – Active Noise Cancellation technology provides excellent, undisturbed sound in noisy office environments. High quality materials also provide supreme comfort for hours of nonstop use.

💻 Webcams – High resolution, automatic focus and light correction with wide field view for professional meetings no matter the setting – select Sandberg models now Windows Hello ready

💻 Privacy Filters – Keep confidential information private with displays appearing blank unless directly in front of the screen.

💻 Power Banks – Keep mobile devices fully charged when on the move or when sufficient power outlets aren’t available.

💻 Chargers – Universal USB-C adaptors provide extra power when needed and reduce the points of failure and/or accidental disconnections.

💻 Cables – Durable, military grade connections between regularly used devices across numerous colours and lengths to prevent any downtime.

Sandberg’s full range is available from authorised distributor EET – eet.co.uk

The Future of Hot Desking

Hot desking is expected to evolve further in response to employee feedback and workplace trends. While some companies are reconsidering fully unassigned seating, many are adopting hybrid approaches that balance flexibility with stability. Future hot desking initiatives will focus on employee well-being, smarter working, sustainability and inclusivity. Ergonomic setups that can be tailored to suit an individual’s needs or a team project will further increase employee satisfaction and productivity. Sitting at a traditional desk, standing at an electronically adjustable desk, meeting in pods and/or booking entire rooms or sections of an office is only likely to continue.

Hot desking will remain a key component of the dynamic workplace, enabling organisations to adapt to changing demands while nurturing innovation and collaboration. The evolution of hot desking reflects broader shifts in how we perceive work and workspace. From its humble beginnings in aviation and the navy to its current role in hybrid and tech-enabled offices, hot desking has transformed the modern workplace. While it presents challenges, its benefits in flexibility and cost-efficiency make it valuable for organisations navigating the future of work. Whether in a coworking hub or corporate office, hot desking is here to stay. Reshaping not just where we work, but how we work for the better.