Beyond Cubicles: The Rise of Hot Desking and Office Hoteling in Agile Workspaces

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5 MIN READ | Last Updated on 13 April 2024
 
BY: Kanchana Nirupamala (E223799) 



Source: (Rodeo Software, 2024) 

Agile Office Evolution Post-Pandemic 



Organizations are increasingly adopting agility at a large scale to survive and gain competitive advantage in VUCA (volatile, uncertain, complex, and ambiguous) environment, especially after the COVID-19 pandemic (Bundtzen & Hinrichs, 2021; Baran & Woznyj, 2021). While agile workspaces were all the hot topics a decade ago, the term "agile office" took on a new connotation when the COVID-19 pandemic hit the world. An agile workspace is an office that is adaptable and flexible enough to accommodate many types of work and work styles; it promotes productivity, creativity, and teamwork. Unlike a traditional office with cubicles and fixed workstations, an agile workplace can change and adapt to the organization's and its employees' demands (Hogarty, 2021). 


Transforming the Office with Hot Desking and Hoteling Magic 

As per a survey conducted by Gallup, (2023) among US remote capable employees, the majority prefer hybrid work environments. As physical office spaces shrink and hybrid working practices prevail in the post-pandemic era, Hot Desking and Office Hoteling have emerged as two types of agile workspace. 


Work Locations for Remote-Capable Jobs in USA 
Source: (Gallup, 2023) 

Hot Desking allows employees to pick their desks on a first come, first served basis without prior reservation (Maurer, 2022). Desk hoteling, or "Office hoteling" as it's more often called, is a versatile method of booking a desk at the office for a particular duration. A hotel's operations are the model for hoteling, as the term implies: making a reservation, checking in, enjoying the stay, and finally, checking out. 

There are similarities and differences between these two concepts. You won't find the typical desk assignments in both, and you get no seat assurance because both depend on desk availability. However, hot desking gives greater flexibility but less control over desk availability. Thus, it is most suitable for companies that do not commonly require office attendance. With hoteling, workers have more say over their work environment and never have to worry about showing up to a desk that isn't available. It is suitable for organizations with hybrid work arrangements, particularly those requiring employees to be in the office weekly. 

Check out this video to understand more about hot desking and office hoteling: 


 Source: (Plugable, 2022) 


Workplace Innovators: How Hot Desking and Hoteling Are Changing the Way Companies Use Office Space 

Deloitte, an international consulting firm in the "Edge" office complex in the Netherlands, has adopted the hot desking concept with 1,000 desks for 2,500 employees (EDGE, 2024; Vecos, 2024). Other companies that make use of the hot desking concept are Microsoft (USA), Credit Suisse (CHE), and Square (USA), among many more (Robin, 2018). Since employees are not given specific workstations in these companies, they use intelligent or automated lockers to secure their belongings. Employees show their badge to a locker that's lit up green, and it's theirs. Perfect for a quick phone conversation, small rooms in office buildings have little more than a lounge chair, a light, and no desk. In addition, wireless syncing with any mobile device or computer is possible on every office corner's massive flatscreen. 

The office hoteling concept is popular among tech firms (Dickler, 2021) and accounting firms. EY, one of the big four accounting firms, uses this in their Chicago office. When they needed a desk, an office, or a conference room, EY workers who were often on the go or working remotely could contact the "office concierge" to make the reservation (Wiegand, 2023). 


Hot Desking at Deloitte 
Source: (Deloitte, 2018) 

The Pros and Cons of Hot Desking and Hoteling Models 

Each model has its benefits and drawbacks. Due to its flexibility and availability, hot desking is a great option for coming in, finding a spot, and getting to work. However, there is also the risk of having no space when you walk in, which can significantly cost you precious time and hinder productivity (Bond Collective, 2024). One significant advantage of hoteling as opposed to hot desking is the increased security it provides regarding location. With hoteling, you may book a particular desk for as long as you like. Yet, reservation flaws or non-availability of tracking methods or software will cost your time and productivity (Miroslavov, 2023). 

Both methods have their pros and cons compared to traditional workstations as well. Like hot desking, hoteling makes it hard to make your desk seem like home. If that happens, morale, engagement, and output might all be impacted for specific team members. Hot desking or hoteling for a big team might be challenging since there might need to be more neighboring workstations to suit everyone (SmartWay2, 2022). Yet, improved employee autonomy, as employees have a great deal of freedom in deciding when and where they get their job done when they are employed remotely, is a crucial benefit of these models. Agile workspaces enable organizations to control costs. Maintaining today's workplace environments may be rather costly due to the accumulation of expenses such as furniture, design, technology, repairs and maintenance, and cleaning. 

HR as Change Agent in Hot Desking and Hoteling Success


HR as Change Agent 
Source: (Whatfix, 2022) 

When implementing new workplace tactics like hot desking and hoteling, HR departments play a pivotal role as change agents in the dynamic world of modern workplaces (Gerwing, 2016). Human resources have an operational and strategic role in these models, checking that the practices fit in with the company's values, objectives, and workers' happiness. 

• Policymaking and Long-Term Planning 

Human resources are crucial in building the groundwork for hoteling and hot desking strategies. Policies outlining the process for putting these models into action must be drafted to do this. Part of this process is laying up specific rules for how spaces should be reserved, used, and managed. HR must ensure these policies are inclusive and consider the workforce's diverse needs. 

• Integration of Cultures 

Employee buy-in is crucial for hot desking and hoteling to succeed. Human resources must oversee the cultural transition, inform workers of the advantages, and resolve any issues arising from opposition. They need to encourage an environment that thinks and acts collaboratively and flexibly. 

• Methods and Resource 

New equipment and technology are usually necessary to implement hot desking and hoteling. Human resources and information technology must work together to install essential software for employees, such as desk booking applications and safe storage solutions. 

• Continuous Improvement 

Human resources should set up ways for people to provide input on these new ways of functioning. They should frequently review this input and be ready to change rules and procedures to fix problems or improve the system. 

• Ensuring Productivity as well as Wellness 

 Monitoring the effects of hoteling and hot desking on employee health and productivity is the responsibility of human resources. Supervisors must monitor work patterns, workstation usage data, and employee feedback to ascertain that these models are economical and advantageous to employees' productivity and job satisfaction. 

In Conclusion: 

The dramatic rise of hot desking and hoteling reflects a broader cultural shift in the workplace towards a value system prioritizing efficiency, autonomy, and adaptability. It is more than just a response to the pandemic. The HR divisions of companies are pivotal to this revolution. Their responsibilities go beyond just setting policies; they also include fostering culture, enabling technology, and ensuring continual progress. During optimizing environments, they must balance human and logistical factors to ensure employee well-being. As a result, Hot desking and hoteling are not workplace fads; they are the beginning of a new era of work, which HR can lead as change agents. 

References 

  • Baran, B. E. & Woznyj, H. M., (2021). Managing VUCA: The human dynamics of agility. Organisational Dynamics, Volume 50, pp. 1-11. [Online]. https://www.ncbi.nlm.nih.gov/pmc/articles/PMC7439966/. Accessed on 14 March 2024.
  • Bond Collective, (2024). Hot Desking Vs. Hoteling: Benefits And Drawbacks Of Each. [Online] . Available at https://www.bondcollective.com/blog/hot-desking/. Accessed on 14 March 2024.
  • Bundtzen, H. & Hinrichs, G., (2021). The Link Between Organizational Agility And VUCA – An Agile Assessment Model. Socioeconomic Challenges, 5(1), pp. 1-43. [Online]. Available at https://www.researchgate.net/publication/351079089_The_Link_Between_Organizational_Agility_And_VUCA_-_An_Agile_Assessment_Model. Accessed on 14 March 2024.
  • Dickler, J., (2021). Post-pandemic, the office will now have a whole new look. [Online]. Available at https://www.cnbc.com/2021/07/12/post-pandemic-offices-have-a-new-look-as-employers-adopt-hoteling.html. Accessed on 14 March 2024.
  • Deloitte, (2018). Creating Spaces: Transforming our workplace, New England Street, Brighton: Deloitte. [Online]. Available at https://www2.deloitte.com/content/dam/Deloitte/uk/Documents/about-deloitte/deloitte-uk-creating-spaces.pdf. Accessed on 14 March 2024.
  • EDGE, (2024). The EDGE. [Online]  Available at https://edge.tech/developments/the-edge. Accessed on 14 March 2024.
  • Gallup, (2023). The Future of the Office Has Arrived: It's Hybrid. [Online]. Available at https://www.gallup.com/workplace/511994/future-office-arrived-hybrid.aspx. Accessed 14 March 2024.
  •  Gerwing, C., (2016). Meaning of Change Agents within Organizational Change. Journal of Applied Leadership and Management, Volume 4, pp. 21-40, [Online] Available at https://www.econstor.eu/bitstream/10419/156751/1/17107-66665-1-PB.pdf. Accessed 14 March 2024.
  • Hogarty, S., (2021). WeWork Ideas. What is an agile workplace? [Online]. Available at https://www.wework.com/ideas/workspace-solutions/flexible-products/agile-workplace#:~:text=An%20agile%20workplace%20is%20a,their%20objectives%20at%20that%20time. Accessed on 14 March 2024.
  • Maurer, R., (2022). Workplace News & Trends. Viewpoint: Hot Desking Is Not Genuine Flexible-Work Model. [Online]. Available at Viewpoint: Hot Desking Is Not Genuine Flexible-Work Model. Accessed on 14 March 2024.
  • Miroslavov, M., (2023). Hot Desking vs. Hoteling vs. Desk Sharing [Full 2023 Guide]. [Online] Available at https://www.officernd.com/blog/hot-desking-vs-desk-hoteling/. Accessed on 14 March 2024.
  • Plugable, (2022). What is Hot Desking (and why you should care). [Online]. Available at https://www.youtube.com/watch?v=YKFph4uTny4. Accessed on 14 March 2024.
  • Rodeo Software, (2024). Man Sitting alone in Office. [Online]. Available at https://www.pexels.com/photo/man-sitting-alone-in-office-16254451/. Accessed on 14 March 2024.
  • Robin, (2018). Blog/Desk Booking. 10 Companies Hot for Hot Desking. [Online]. Available at https://robinpowered.com/blog/10-companies-hot-desking-activity-based-office. Accessed on 14 March 2024.
  • SmartWay2, (2022). Hot-desking problems and their solutions in order to succeed. [Online]. Available at https://smartway2.com/blog/hot-desking-problems-and-their-solutions-in-order-to-succeed/. Accessed on 14 March 2024.
  • Vecos, (2024). The Edge of Tomorrow. [Online]. Available at https://www.vecos.com/en/client-stories/deloitte-amsterdam/. Accessed on 14 March 2024.
  • Whatfix, (2022). Change Management: The Role of a Change Agent: Characteristics, Types, Skills (2024). [Online] Available at https://whatfix.com/blog/change-agent/. Accessed on 14 March 2024.
  • Wiegand, C., (2023). Desk & Room Booking. What is Office Hoteling & How Can it Benefit the Workplace? [Online]. Available at https://cxapp.com/blog/benefits-of-office-hoteling. Accessed on 14 March 2024.

Comments

  1. Dinesha Paranagama ELMSApril 6, 2024 at 10:36 AM

    Kanchana, your article on hot desking and office hoteling is really informative and easy to follow. I appreciated how you explained complex workplace concepts in a straightforward manner. The real-world examples you included made it relatable, and your insights into the role of HR were insightful. Overall, it's a great piece that sheds light on the evolving workplace dynamics. Well done!

    ReplyDelete
  2. manojidilushaApril 7, 2024 at 7:28 AM

    Hotdesking and office hot lining article is very important to update our knowledge. Great idea

    ReplyDelete
  3. Kanchana Nirupamala (E223799)April 8, 2024 at 1:10 AM

    Thank you Anjali!

    ReplyDelete
  4. Sameera SandaruwanApril 8, 2024 at 10:36 AM

    very valuable read. Thanks!

    ReplyDelete
  5. Geeth ChathurangaApril 9, 2024 at 4:30 AM

    Very important & useful article. Well done.

    ReplyDelete
  6. LAthan (E223750)April 9, 2024 at 6:47 AM

    This blog sheds light on the evolution of office spaces in response to the pandemic and the volatile world we live in. It introduces the concepts of hot desking and hoteling, which offer flexibility and adaptability in the workplace, especially in hybrid work environments.

    By any chance, would you know if any of the Sri Lankan companies are allowing their employees to choose their desks on a first-come, first-served basis or to book desks for specific durations?

    ReplyDelete
    Replies
    1. Kanchana Nirupamala (E223799)April 9, 2024 at 8:40 PM

      yes Sri Lankan tech companies (Informatic) and market reserach companies (Uzabase, Frontier) with workplace flexibility do allow this.

      Delete
  7. Piyumi FernandoApril 10, 2024 at 9:36 AM

    Very useful article, keep it up

    ReplyDelete
  8. Ashani De AlwisApril 10, 2024 at 10:33 AM

    The inclusion of real-world examples, such as Deloitte and EY, adds depth and credibility to the discussion, illustrating how leading companies are embracing agile office concepts to enhance flexibility and productivity. Furthermore, the comparison between hot desking and hoteling offers readers a comprehensive understanding of the different approaches and their respective advantages and disadvantages.

    ReplyDelete
  9. Gayathri De Silva April 13, 2024 at 1:12 AM

    Hot desking and Office hoteling is Well described with real world examples of EY, Microsoft etc. Enjoyed reading.

    ReplyDelete

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