I remember the first time I walked into an office that didn’t have fixed desks. It was a bright, open-plan space in central London. There were no name tags, no personalised desk setups, no cluttered shelves stacked with coffee-stained mugs. Just a series of clean, well-lit workstations — each one ready to be claimed for the day. “Pick any spot,” someone said with a smile. And just like that, I had my first taste of hot desking.

Back then, it felt like a novelty. Now, it’s rapidly becoming the norm.

As the way we work continues to evolve, traditional office setups are being replaced by more flexible, agile models. Among them, hot desking stands out — not just as a practical space-saving measure, but as a philosophy that speaks to how modern teams operate: mobile, adaptive, and always changing.

But while the concept sounds simple — no assigned desks, just take any available seat — effective hot desking requires a lot more thought and strategy than most people realise.

What Exactly Is Hot Desking?

At its core, hot desking is the practice of not assigning permanent desks to individuals. Instead, employees or members of a workspace choose from available desks when they arrive. The idea is to promote flexibility, encourage collaboration, and make more efficient use of space — especially when not everyone is in the office every day.

Hot desking isn’t a one-size-fits-all solution. Some offices implement it full-time; others use it as part of a hybrid working approach, where employees alternate between home and the office. Some pair it with zones — quiet areas, collaboration corners, phone booths — while others opt for more open, free-flowing layouts.

Whatever the model, the goal is the same: to make better use of space, foster dynamic working, and support a workforce that’s more mobile than ever.

The Appeal of Hot Desking

So why has hot desking taken off? A few reasons stand out.

First, space efficiency. With hybrid working now commonplace, many desks sit empty on any given day. Hot desking reduces that waste. Offices can accommodate the same number of employees with fewer physical desks, freeing up room for meeting spaces, breakout zones, or even quiet pods.

Second, collaboration and culture. By rotating where people sit, hot desking breaks down silos. You might find yourself next to someone from a completely different department — and that casual proximity can lead to new conversations, fresh ideas, and stronger team bonds.

Third, it fits with the modern mindset. Today’s workforce values choice, flexibility, and mobility. Hot desking allows people to move around depending on what they need that day — a quiet spot for deep work, a collaborative table for brainstorming, or a sunny desk by the window just to lift the mood.

The Challenges to Get Right

Of course, for all its perks, hot desking isn’t without its pitfalls. Anyone who’s ever wandered around looking for a desk at 9am knows the frustration. And without the right systems in place, it can lead to confusion, tension, and even a drop in productivity.

Here are some of the biggest challenges — and what good hot desking solutions do to address them.

1. Desk Availability & Booking Systems

One of the key issues is simply knowing where to sit. If too many people come in on the same day, it can quickly become a scramble. And in larger organisations, you may not even know where your own team is sitting.

That’s why many companies introduce desk booking systems. These can be as simple as a shared calendar or as advanced as an app that shows real-time desk availability, allows bookings in advance, and lets you filter by location, amenities, or proximity to colleagues.

A well-thought-out system removes the guesswork and puts control back in the hands of employees.

2. IT and Connectivity

In traditional office setups, desks are often pre-wired with personal equipment. In a hot desking environment, plug-and-play becomes essential.

Desks need to be equipped with docking stations, power outlets, fast Wi-Fi, and any other tech tools employees rely on. A poor tech setup quickly erodes the benefits of flexibility.

Some spaces also offer lockers for staff to store laptops, chargers, or even small monitors between visits, helping to strike a balance between mobility and convenience.

3. Cleanliness and Hygiene

Hot desking gained traction pre-pandemic, but COVID-19 brought hygiene concerns to the forefront. With multiple people using the same workspace, cleanliness protocols are critical.

Sanitising supplies at each desk, regular cleaning between uses, and clear communication around health standards can help staff feel more comfortable and secure.

4. Personal Space & Comfort

One thing that can be lost with hot desking is the sense of ownership. Without your own desk, where do you keep your things? How do you make the space feel yours — even if just for a day?

The best solutions find a middle ground. Some offer dedicated storage lockers, while others encourage personalisation in small ways — allowing you to bring your own mouse, use noise-cancelling headphones, or even choose from ergonomic seating options.

The key is to make people feel at home, even in a shared space.

Designing for Behaviour, Not Just Space

What’s become clear over the last few years is that hot desking isn’t just about shuffling desks. It’s about rethinking how people interact with space.

It’s not enough to place a few desks in a room and call it a solution. The real success of hot desking lies in intentional design: creating environments that support a variety of work styles.

This might mean:

• Zoning areas into focus spaces, collaboration zones, and casual lounges.
• Providing quiet booths or pods for calls or deep work.
• Making it easy to transition between spaces throughout the day.
• Ensuring a sense of fairness — where everyone, from interns to senior staff, has equal access to desirable workspaces.

And crucially, it requires listening to the team. What works in theory doesn’t always work in practice. Regular feedback helps fine-tune the system and keep it aligned with actual needs.

A Cultural Shift

Perhaps the biggest shift that hot desking brings is cultural, not physical. It asks people to reimagine what work looks like.

No longer tied to a particular desk, role, or routine, employees have more autonomy. It encourages ownership of your schedule, your tasks, and your environment.

It also signals trust. Rather than micromanaging where people sit or how they work, organisations are saying, “We trust you to choose what suits you best.”

This autonomy, when balanced with thoughtful systems and support, can lead to more engaged, empowered teams.

Looking Ahead: The Future of Hot Desking

As hybrid and remote working continue to shape the landscape, hot desking isn’t going anywhere. If anything, it’s evolving — becoming smarter, more intuitive, and more personalised.

We’re seeing new technologies emerge: desk sensors, workplace analytics, app integrations that allow you to book desks, meeting rooms, and even parking spots in one tap. AI is helping predict occupancy trends, optimise layouts, and reduce friction.

But at its heart, hot desking remains a simple idea: give people the space they need, when they need it — and trust them to use it well.

Final Thoughts

Hot desking might not be for everyone. Some people prefer consistency, and certain roles demand dedicated setups. But for many, it offers the freedom and flexibility to work smarter, not just harder.

And in a world where the lines between office, home, and everywhere in between are increasingly blurred, having the right hot desking solution can make the difference between a chaotic workday and one that flows with focus and ease.

The desk you sit at might change from day to day. But the ability to do great work — in a space that supports you — should always stay the same. Visit for more:https://www.ibc.co.uk/services/hot-desking/