Is Hot Desking Right for Your Business? Pros & Cons of Flexible Workspaces

Hot desking has become one of the go-to solutions for businesses seeking flexibility and cost efficiency. It supports hybrid working models, boosts collaboration and reduces office overheads. But hot desking isn’t right for everyone. 

In this article we’ll run through the key hot desking advantages and disadvantages. If you decide that hot desking is worth a try, it’s likely you’ll end up working in a flexible workspace. With this in mind, we’ll also explore flexible workspace pros and cons. 

The advantages of hotdesking

Hot desking helps facilitate hybrid working, enabling individuals to split their time between home and the office while reducing the amount of office space the company must pay for. Here are the three main advantages hot desking provides. 

1. Cost savings

Through hot desking, businesses can maximise their workspace by eliminating unused desks, thus saving money. Employers no longer need to maintain a fixed workstation for each employee - instead, desks are utilised on a rota or ‘bookable’ basis. This can reduce the amount the business pays for utility bills too.

Businesses that occupy leased offices sometimes decide to repurpose their underutilised space into breakout areas and collaboration zones. Doing so can enhance the employee and client experience, providing both with a more dynamic and enjoyable workplace experience. 

2. More collaboration

Hot desking can provide employees with more opportunities for collaboration. 

The lack of a fixed workstation encourages people to work in different places and sit with colleagues they might not usually interact with. The level of mobility helps foster cross-team collaboration and innovation through knowledge sharing. It also builds a more resilient workforce who are better able to adapt to change. 

3. Better organisation

Hot desking can also make you a more organised worker. 

If you share a desk with other colleagues, you’ll be required to keep it clean and tidy. This can make the overall office environment feel more spacious and relaxing. (Regular sanitation of shared workstations is a must.) 

Hot desking setups are usually cloud-based, further reducing the need for paper and physical servers - which is often more eco-friendly too. 

The disadvantages of hotdesking

Like anything, hot desking isn’t suitable for every business. Inconsistent desk availability and lack of personal space can have an adverse effect on productivity, for example. Here are three key disadvantages of hotdesking to consider. 

1. Hot desking isn’t suitable for every sector

Hot desking might not be viable for certain sectors, at least on a permanent or full time basis. It tends to suit tech-driven, office-based sectors best, but might not work for organisations requiring privacy or special equipment, such as those operating in healthcare or the legal sector. 

Research published in 2024 by Bournemouth University revealed that hot desking and remote working is posing challenges to social workers, for instance. Some social workers found hybrid working beneficial, yet others experienced social isolation, lack of support and an absence of team culture. 

2. Hot desking isn’t suitable for every individual

Not every person is willing or indeed able to work on a hybrid, hot desking basis. Some people love working flexibly, while others would prefer a fixed workspace and the option to work in an office every day. Some home environments aren’t conducive to work due to lack of equipment, family or flatmates. 

In 2024, Business Insider shared research revealing that many Gen Z workers consider their own desk as a work perk, with experts arguing that assigned seating can reap benefits for young people seeking mentorship in the office.

3. Hot desking requires management

Long-term hotdesking success requires organisation and management. 

Some businesses opt for coworking desk booking reservation systems to facilitate this. Many coworking spaces provide access to a members app that enables members to book hot desks and meeting rooms themselves without having to call reception. 

It helps to have a hot desking policy in place. 

Here are some ideas for what to include:

• Who can use hot desks 
• Department seating plan/ zones
• Booking rules 
• Clean desk policy
• Essential tech that’s included 
• Map of quiet workspaces, collaboration zones and standing desks
• Locker rules for personal storage

Hot desking in a flexible workspace

If you lease your office you might decide to turn a specific part of it into a hot desking zone. Or you could consider hot desking in a ready-to-go coworking space. Most coworking spaces have dedicated hot desking areas, as well as private offices for businesses (of course, you can have a hot desk or two within your private office).

Advantages of hot desking in a flexible workspace

Flexible workspaces are convenient, enabling occupants to scale up or down within the building at relatively short notice (or quit their agreement, sometimes with just a month of notice). Here’s a handful of flexible workspace and shared office benefits.

1. A ‘blended workspace’

Flexible workspaces and coworking spaces are usually “blended”, meaning they contain a mix of spaces that enable both introverts and extroverts to flourish. Coworking spaces are known for containing both quiet zones and noisier collaboration areas, with many making use of acoustic solutions for noise reduction. 

It’s always a good idea to compare a few flexible workspaces before you sign an agreement. Write a list of non-negotiables and desirable features before you go: are you able to collaborate, work quietly and socialise with other businesses?

2. Convenient costing

Coworking is often more cost-effective than a traditional office lease. You only pay for the space you need, whether this is a private office for 10 people, a few dedicated desks or a couple of hot desks for you and your co-founder. 

Most are priced on a per-desk instead of square foot basis, making it easier to manage. What’s more, utilities, Wi-Fi, cleaning and other business essentials are often rolled into the monthly cost. Some charge for meeting room usage separately, but this information will likely be included in the space’s website and agreement. 

3. Networking opportunities

One of the factors business owners love about flexible workspaces is the abundance of networking that takes place within them. The building is home to multiple businesses, creating a ripe environment for cross-collaboration and ideas sharing. 

Occupiers within coworking may end up working together or collaborating on projects, and many coworking spaces host networking events, workshops, and mentorship programmes designed to get occupiers talking to each other. 

Disadvantages of hotdesking in a flexible workspace 

Like hot desking, there are potential downsides to working in a flexible workspace, including uncertain desk availability, lack of privacy and limited control over the design and aesthetic of the workplace environment. Here’s some detail on each.

1. Uncertain desk availability

When you sign up for a hot desking membership in a coworking space there’s no guarantee you can sit where you want, or even be able to secure a desk - especially at short notice or at peak times. That’s why, if you’re implementing hot desking in your own office, it’s so important to have a hot desking booking system in place. 

2. Lack of privacy

If your business takes confidential calls, hot desking in a flexible workspace might not be for you. Multiple people will be working alongside you in a single space, putting sensitive discussions or client information at risk of exposure. 

Ask your coworking manager about data security: public or shared networks can be vulnerable to hacking, so it's important to know what security measures are in place.

3. Limited control

While it might not matter to some, others may find their lack of control over the design, layout and infrastructure of the office or building frustrating. Every flexible workspace differs though: some allow a level of customisation and personal branding, especially for those renting private offices within the building.

It’s important to remember that if you choose to rent desks in a flexible workspace, you won’t have control over others’ noise levels or meeting room usage. You might have to make an extra effort to maintain cohesion when it comes to company culture.   

Is hot desking right for me?

Now’s the time to reflect on the hot desking advantages and disadvantages. Hot desking or coworking could be ideal if you’re a fan of flexibility, collaboration and cost efficiency, and if you’re trialling the hybrid work model for your team. 

But if your employees require personal workstations and consistent seating, hot desking might not be the right fit. Other things to think about in relation to hot desking are your company culture, operational needs and how your teams are structured. 

Introducing a booking system and ensuring your chosen space has quiet zones could help mitigate some of the disadvantages of hot desking. 

Your next step: view some coworking spaces. 

Flexible workspace management styles vary. 

Different coworking and flexible workspaces are designed for different industries and business sizes. Some are corporate and traditional, whereas others have a contemporary and relaxed vibe. Some are simple, whereas others include a range of amenities. Touring spaces will help you get a feel for what could fit.