The pace with which workspaces and working patterns have changed recently has meant that whole new concepts are springing up, and that can often lead to misunderstandings. One of the most confusing areas has been the use of desks in office spaces, namely the hot desk and the dedicated desk. This article covers what hot desking is and how it differs from a desk booking arrangement.

Dedicated desk vs hot desk

One way to explain the difference between a dedicated desk and hot desking is maybe by comparing it to public transport, most fittingly trains.

When you go on a train journey, there are two ways you can take a seat. You can book in advance for the journey and have your seat guaranteed, or you can turn up at the station, get on the next train and find any available seat. Both are perfectly viable ways to travel. The first gives peace of mind that you'll be able to get a seat on a busy train, and also choose the exact type of seat you want. Turning up on the day, however, gives you more flexibility. You can decide there and then that you want to travel, and simply get to where you want to be.

This analogy almost mirrors the difference between dedicated and hot desking, although there are some differences, which we'll go into below.

What is a hot desk?

The basic definition of hot desking is where you turn up at an office space full of desks, pick one and get to work. In the modern workplace, a "desk" might be nothing of the sort – it could be a sofa, a cubicle, a breakfast bar or a pod – but the name still applies.

A company might use hot desking for its employees, i.e. there are 20 employees and 20 desks, and people just fill them as and when needed. But there's also hot desking in places like coworking spaces, where people from different companies share the room with freelancers, entrepreneurs and so on.

It should be mentioned that not all hot desking arrangements work on a first-come, first-served basis. There's a middle-ground solution where you still have to book your place, but you can do it on the door, or a few hours in advance - this is often referred to as ‘desk hoteling’.

Other arrangements involve booking a slot in the coworking establishment in advance to prevent disappointment, however, you cannot choose a desk in advance.

Whether desk hoteling counts as hot desking is up for debate, but in its purest sense, it's not the same thing.

Pros

Compared with the traditional fixed desk allocation system in a company (where each person has their own desk), hot desking benefits the company because, it doesn't need to have unoccupied desks during sickness and annual leave, which means a smaller space can be agreed upon. This leaves room for other hybrid arrangements, such as a workspace membership pass, or access to a hybrid office. For the employees, it gives them a change of scene, and the ability to sit next to people they are working with on projects.

Cons

The downside is that some people need or like their own desk, be that to store the paperwork and activity-based equipment they need, or just to personalise it with family photos and such like.

One potential downside is that a guest might turn up and all the spaces have been taken. That can be solved by booking a slot in the workspace (rather than the desk itself). Also, some guests can abuse the system by leaving things on their desk and going off for prolonged periods, which can be frustrating for those looking for a space to work.

In the coworking context, hot desks are the norm, and guests are happy to have the flexibility and cost savings associated with the arrangement.

What is a dedicated desk?

A dedicated desk is where the actual workstation is booked in advance and cannot be used by anyone else while it's booked, even when it is not being used. A dedicated desk can be for as long as needed but generally, this extends to a few days or weeks.

Find out more about dedicated desks in this article.

Pros

The main advantage of this arrangement is that the desk is yours for the duration of the booking. Nobody can take it while you're out for lunch and you can even personalise it to a minor degree. Coworking spaces will usually provide lockers for you to store things overnight, too. It also costs less than a private office, but still has some of the advantages.

Cons

On the down side, this kind of workspace will always cost more than an equivalent time used with hot desk membership in a shared office. To make it worth its cost, you need to be sure you're going to use it, as it's probably not worth booking a slot for two days if you're only going to use it for just three hours.

Difference between a dedicated desk and a hot desk in a coworking space

The choices between the two concepts can be summarised in four ways: cost, flexibility, personal space and collaboration.

How do I know what option is best for me?

The choice between the two options comes down to a balance between the costs and the benefits of each type, and factors such as how much you value privacy and flexibility. If your business is dynamic, like the typical start-up, where you might not know what tomorrow will bring, a hot desking system in a coworking space might be best for you.

If your business is settled and works on set schedules, and you need to just get down to hard work with the minimum of distraction, a dedicated desk is usually best. You'll still have the same amenities, Wi-Fi, shared lounges, meeting rooms and so on, but desk booking will ensure you've got the desk space you want, when you need it. Some users consider hot desking as like having a private office, but with the benefits of a more open workspace.

work. Find out more about youUltimately, there's no right or wrong type of arrangement – it's all down to how Regus's permanent desks and coworking options here.