Hotdesk: the future of shared workspaces

When you start at a company, you’re usually introduced to your desk, the one spot that will always be yours. But what happens when you’re a remote worker? I know, the default thought is your desk at home. But when your company gives you the freedom to work where you want, the first thing you do is find the coolest place to work, or at least, that’s what happened to me. 

I started going to coworking spaces, and that’s when I began hearing the term “Hot Desk”. At first, I thought it meant something like a heated desk, funny, right? I know. But after learning a little more, I got hooked. The things I enjoyed most about coworking spaces were the freedom to choose where I wanted to work based on my preference, outdoors, a beanbag chair, or a more ergonomic seat.

The simple act of choosing was already a bonus. But let me tell you more about what hot desking really is and why it is important to go beyond just knowing its definition. There is so much to discover about its advantages and strategies you can implement thanks to it.

What is “Hot desking”?

It’s simple but essential in a remote worker’s daily life. Hot desking is the concept where a desk doesn’t have a single owner or any owner at all. Unlike a conventional office with assigned spaces, in a coworking space, you have the flexibility to sit wherever you want.

The first time I visited with my colleague Cami, I wasn’t quite sure how it worked or what to expect. But I quickly understood what people meant by the freedom to work wherever you wanted.

It works like this. You arrive, pick the spot you like most, and settle in. if you feel like switching seats the next day, you can. Some people even start their day in one spot and end it in another during long work sessions. That’s the beauty of flexibility. 

For me, hot desking is perfect for those who value the chance to personalize and improve their work experience. It’s also exactly what remote and hybrid companies need today, the right balance between adaptability and collaboration. 

How did companies go from traditional offices to this kind of flexibility? Let’s talk about the evolution of shared workspaces. 

The evolution of shared workspaces 

A few years ago, the traditional office model was the norm. Every employee had a fixed desk, and changes were rare. People would decorate their spaces to make them more personal. But with the rise of remote work and hybrid models, things have changed drastically.

In my experience, coworking spaces have become essential hubs for working comfortably and staying connected without the rigidity of a fixed office. 

Today, many companies prefer flexible workspaces not just because they save costs but because they foster collaboration. These spaces encourage creativity and boost productivity. It’s amazing how spaces like these transform the way we work, offering the chance to connect efficiently with colleagues while also building relationships with others who can bring value to our professional lives. 

Image: Coworking Workology in Mexico - Pluria

The benefits of hot desking

How can something so simple bring such significant benefits? When I experienced hot desking for the first time, I was amazed at how practical it was. Here are some of the benefits it can offer to you and your employees:

• Cost savings: It’s not a secret that hot desking helps reduce expenses on furniture and maintenance, which are major costs for companies with traditional offices. Offering this option allows remote workers like me to enjoy the freedom of not being tied to a single desk while staying productive.
• Flexibility: I love being able to choose a quiet spot to focus or sitting close to my colleagues when I need to collaborate. There’s nothing like brainstorming in a space designed to spark creativity.
• Increased collaboration: Coworking spaces make it easy to interact with people from different teams or even other companies. This exposure offers fresh perspectives on our work. I’ve often met professionals who have given me valuable feedback and assistance, helping me avoid the tunnel vision that can come from always looking at things from inside the business.
• Encourages tidiness: Knowing that someone else will use the space after me motivates me to leave it clean and organized.
• Better use of space: Hot desks make the most of every corner in a coworking space within a hybrid work model, optimizing resources and improving team efficiency.

Why are hot desks important today?

With the rise of remote work and the transition to hybrid models, companies need solutions that combine flexibility and functionality. This is where the importance of hot desking lies, in its ability to adapt to modern work needs.

Coworking spaces are a prime example of this.  These spaces not only offer hot desks but also meeting rooms and collaborative areas. Employees can choose the environment that best suits their daily tasks, directly boosting team productivity and efficiency.

Coworking Workmates in Bogotá, Colombia - Pluria

What does a hot desk include?

You might wonder, is it just a desk? In many coworking spaces, hot desks come fully equipped with everything you need for a productive workday. For instance, you’ll find single-persona desks, perfect for those moments when you just need to focus, as well as large desks that can accommodate up to six people, ideal for team collaboration. 

One of the great things about hot desks is the thoughtful extras they provide. For example, power outlets are conveniently located right next to you, so you don’t have to bother your coworkers in the spaces. Some even come with small amenities like personal lamps, cushions, and more. Plus, you can enjoy shared areas such as painting stations, coffee bars, game rooms, terraces, and much more. Sounds cool, right?

Neon Coworking - Pluria

How to choose the perfect working space

People who know me often refer to me as an expert in coworking spaces. I wouldn’t say I am, but I do have enough experience to share my best tips to help you have an amazing experience to share my best tips to help you have an amazing experience.

When looking for a coworking space, I always make sure to consider a few key things to ensure I have a great day and avoid any unpleasant surprises. Take note, and your next experience might just be as good as, or even better than, mine. 

Location: It might sound obvious, but I always make sure it’s easy to get to. For example, I look for spaces near public transportation, or somewhere I can easily grab a taxi. I also consider its proximity to wherever I am, whether it’s near a doctor’s appointment or just to home.

Amenities: This is essential. There’s nothing like arriving at a place that feels comfortable and suits your style. I appreciate good lighting and prefer warm, cozy spaces that don’t feel like a dull bank office. Of course, fast internet and coffee or snack options are a must.

Hot desk layout: Before choosing a coworking space, I check photos and videos to see how the hot desks are arranged and if there’s variety. For instance, I look for options like different table setups, outdoor seating, or even beanbags (my favorite). Knowing these details in advance ensures the layout fits my preferences.