What are the factors that need to be considered when looking at hot desking? This paper looks at the definition and factors involved in this type of working model.

What is hot desking? – The provision of shared working space, where desks, PC, telephone are provided on an ‘as-required’ basis not on a ‘one-to-one’ basis. With the growth of mobile services, hot desking can also include the routing of voice and other messaging services to any location where the user is able to log in to their secure corporate network. Therefore telephone number, email and instant messaging can be routed to their location on the network and no longer to just one physical desk.

Why should I consider hot desking?

• Most office desks are used 60% of a working day, with 4 hours being the maximum time an individual is likely to occupy a seat continuously.
• The cost of providing a desk in central London is 20k per year.

So we can see that if an organisation is looking to expand or can reduce accommodation costs, hot desking offers real savings.

Disaster recovery Planning

Hot desking can be a very effective part of a DR plan, as the area required for emergency accommodation can be general and will not require a large amount of time to setup. If the DR plan is also run on a ‘hot desking’ basis, costs can again be reduced as your staff will not need a dedicated desk, reducing the number of seats required and increasing the usage of the desks to more key staff.

What styles of hot desking are available?

Two styles are possible, which can be used together or on their own;

• Traditional – Desks in a standard configuration, with storage areas. Services to desks, telecoms and computer services. Printers/fax/copier services provided to desking area.
• Informal – No formal desks, seating area with wireless, telecoms and computer services. (Users will access services via a mobile phone or laptop).Storage boxes for individuals that can be accessed and returned to a general holding area. Printers/fax/copier services provided to single location within easy reach.

What do I need in a hot desking area?

As a guide the following areas would need to be considered;

• Computer services - Ability to connect laptop (data connection, power connection) or PC.
• Telecommunications - Telephone services, which could be allocated by the user logging on to the computer terminal or services.
• Office services - Copier, printer, scanner etc.
• Work area - Work area for non-computer based work.
• Storage and filling areas - Personal storage or shared facilities.
• Meeting area – For client or team meetings.
• Facilities – Toilet areas, drink or food vending.
• Booking system – A receptionist or on line facilities to check availability and book desks or meeting rooms.

Conclusion

It is recommended that a short study is commissioned to look at potential within the organisation and identify an appropriate project that will bring cost savings and increased productivity.