Our response to COVID-19

What is Hot Desking?

What is Hot Desking?

What is Hot Desking?

With more people turning to flexible work environments and remote working opportunities, hot desking has become an increasingly popular workspace option that offers benefits to all kinds of businesses and workers. With more and more workers  considering flexible working as important to their job satisfaction, the hot desking trend looks here to stay.


Hot desking is a flexible alternative to traditional office rental and often found in coworking spaces and shared offices, where professionals can work alongside other people from different organisations. They often include access to conference rooms and meeting rooms. Workers can typically pay for these spaces by the hour or the day, providing an all-inclusive office environment for all types of business.


In this article, we’ll look at hot desking in detail, uncovering exactly how it works and how it could be beneficial to your business. 

What does hot desking mean?

Hot desking is the practice of using non-allocated desk space, generally on an ad hoc basis. Instead of allocating each worker their own permanent desk space, it allows people to work from any desk that’s available, whether that means turning up and choosing from available desk space, or booking a space in advance.

By providing flexible solutions such as hot desking, businesses can efficiently maximise their work space while offering a unique opportunity for workers to collaborate and engage more freely.

What are hot desks?

Hot desks are workstations that aren’t assigned to any specific person. They can often be pre-booked, or allocated on arrival on a first-come, first-served basis.


Though traditional one-person desks or shared tables with individual spaces are commonly available, modern offices and businesses often provide a variety of hot desk options. They could include communal kitchen areas, outdoor seating or more comfortable lounge spaces, as well as more standard desks and workstations. They can occupy an open-plan office, private booths or more unconventional spaces. 

How does hot desking work?

Hot desking allows workers to simply find a desk and get to work. There are several ways that the process can be managed by organisations or coworking spaces

Some organisations that use hot desking operate on a rota system, whereby workers will swap workspaces with others in the same building. Others use booking systems where workers need to book and reserve their space with facilities managers. However, some coworking spaces will simply provide a number of desks that can be used on a first-come, first-served basis. 

Generally workspaces will vary in the facilities and amenities they include, depending on the environment. As standard, most hot desking offices will provide WiFi, plugs and sockets and printing facilities in close proximity. If you opt for a coworking space, you could also expect shared break-out areas, kitchen facilities and bookable meeting room space. 

At Regus, we offer flexible memberships that enable you to tailor your office experience to your needs. Whether you choose to book a regular desk or prefer to switch up your working locations, you can book a desk by the hour, day or month.

What are the benefits of hot desking?

Whether you’re a freelancer working from home, a start-up or a large and established business, there are several benefits to hot desking. Here are some of the most important:


Hot desking presents agile working opportunities to a range of business types. For remote workers in particular, it offers an ideal flexible working solution and enables access to workspaces in many different locations, including major towns, cities and transport hubs. 

For businesses that are expanding or downsizing, hot desking can make access to professional office space more convenient and affordable.


For businesses, saving money is normally high on the agenda. Traditional real estate can be expensive, especially when you consider the cost of a desk that’s not being used due to travelling, closed office hours, holiday or sickness. 

Hot desking allows businesses to scale their hot desking memberships up or down as they need to, ensuring they only ever pay for what they use.


The nature of hot desking can enhance the social elements of work, offering increased face-to-face opportunities for collaboration, innovation and social networking.

Recent studies have shown that over three quarters of workers regard collaboration and teamwork as important. Providing the means for collaboration means businesses can improve employee wellbeing and therefore improve productivity.


The communal nature of hot desking often encourages a more minimalistic, environmentally-friendly office. People tend to think twice about what personal items they bring with them, whether they really need to print a document or how many brochures they need to keep hold of.

However, as there are occasions when papers and equipment are essential, many offices provide lockers or filing cabinets that can be used by those who need storage.  

Considering hot desking for your business?

Whether you’re considering implementing a hot desking culture in your business or you’re a freelancer looking to bring structure and networking opportunities to your professional life; our memberships offer thousands of locations around the world for you to choose from, so whether you’re rooted to your home or are a digital nomad, you can work your way with Regus.