How to Facilitate the Change to a Hot Desking Office

Hot desking is the new wave of workplace design where there is no assigned desk or designated area for the employees. There is often a variety of different types of areas for employees to work in such as desks, couches, comfy chairs, as well as conference rooms and gathering spots throughout the office. If it is not occupied, you can use it! There is also hotel scheduling, where employees reserve a space, or zone for activity-based working; where employees designate space for them self or their team. With these new types of office environments, you will find a way to facilitate the change with the whole staff on board!

Here are some tips on implementing Hotel Scheduling and Hotdesking:

1. Have your employees’ input in the planning process.

Most of the time, the office is where people are spending an average of eight hours a day, five days a week. That’s a significant amount of time, so why not let them have involvement of the planning or design? Employees can express or present their suggestions for what environment they work best in, and your designer can make the most synergistic space happen!

2. Create a clear and concise policy for the employees.

If there are no set rules, then employees will just assume, and that is not idea in some cases. Part of managing a new office space that consists of hot desking, make sure the employees know the policy on how to treat the office space. The rules could include wiping down the desk or table after use every day so that the work stations stay clean, or if there are stationary computers, make sure everything is saved and logged out of prior to shutting down at the end of the day. Other policy ideas could include noise and headphones rules, which could tie into the design planning of acoustics in the new office space. Whatever the policy may be, make sure it is clear and known so there is no confusion on how to treat the new office space!

3. Introduce technology for communication.

In a traditional office, most desks have a designated phone that is assigned to the person sitting at the assigned desk. However, in a hot desking, hotel scheduling, or activity-based working situation, the designated phone will most likely not be there. There are so many different types of new technology now that can be used to streamline workplace communications with ease. Skype, G-Suite, Slack, Zoom, Outlook, and HipChat are just a few apps and tools to help unify the office into being in constant communication from any computer or phone. With a simple login, any employee can be connected, and they won’t be tied down to a single designated location!

4. Create a variety of spaces for all types of workers.

This ties back to the first point, keeping your employees in mind during planning is key. Whether you are relocating or renovating the existing office space, it is important to understand your employees needs. You and the designer can work together to create a space that makes everyone happy. You do not have to make the office all hot desking if that may not be suitable for everyone. Perhaps someone enjoys personalizing their space, so create a place to do just that. A bulletin board for personal pictures of flyers can help, where people will take pride in showing others a piece of home or life outside work. Lockers or cubbies can also be added so employees have the option to leave items at work they may not want to bring back and forth from the office every day.

With so many benefits to having your workplace make the upgrade over to the new wave of office design, it is helpful to know how to manage the change. With allowing your employees to feel like they are involved, clearly stating the expectations on how to treat the new environment, making sure communication is accessible, and everyone remains comfortable, you can absolutely take your business to the next level!

Ready to get started on your new workplace design? At HF Planners, LLC we have experienced designers to help transform your space into whatever works best with your office needs. HF Planners, LLC provides Facility Planning, Management, and Design services to help you find the right resources and design styles for your facility. Contact us today!