What are Hot Desks?
The modern workplace has changed significantly over the past decade. With hybrid working, flexible schedules, and remote teams now commonplace, many organisations are rethinking how they use office space. One of the most popular solutions to emerge from this shift is hot desking.
But what exactly are hot desks, and how can they be implemented effectively?
What is a Hot Desk?
A hot desk is a shared workspace that is not assigned to one specific person. Instead of having a permanently allocated desk, employees use any available desk when they come into the office.
Rather than fixed seating, desks are shared across the team and used as needed making hot desking particularly well suited to hybrid workplaces.
Hot desking is commonly used by:
Hybrid and flexible organisations
Businesses with part-time office attendance
Growing teams with limited space
Companies looking to reduce unused desks
How Hot Desking Works
In a traditional office, every employee has their own desk, even if it is only used a few days a week. With hot desking, desks are pooled and shared.
Employees may:
– Choose a desk on arrival
– Book a desk in advance
– Select different desk types depending on their work for the day
To work well, hot desking needs clear rules, consistent desk setups, and the right technology to support it.
How Should Hot Desks Be Configured?
One of the most important factors in successful hot desking is consistency. Employees should be able to sit down at any desk and start working immediately.
A well configured hot desk typically includes:
A laptop docking station or USB-C dock
Two external monitors for productivity
Keyboard and mouse (optional, depending on policy)
Standard power and cable placement
A clean, uncluttered surface
Keeping desk setups simple and uniform reduces friction, avoids wasted time, and makes the experience predictable for employees. The goal is to make every desk feel familiar no matter where someone sits.
Clear desk policies are also important, ensuring desks are left tidy and ready for the next person.
Benefits of Hot Desking
- Better Use of Office Space
- Greater Flexibility
- Supports Hybrid Working
- Encourages Collaboration
Using Desk Sensors to Manage Occupancy
Many modern offices use desk occupancy sensors to make hot desking more efficient.
These sensors are typically installed under desks and detect whether a desk is actually being used. This allows organisations to:
Confirm real-time desk occupancy
Automatically release desks if someone does not show up
Reduce “ghost bookings”
Improve the overall availability of desks
For example, if an employee books a desk but never arrives, the sensor can detect that the desk remains unoccupied and release it for someone else to use & this ensures desks are not blocked unnecessarily and helps maximise office capacity.
Occupancy data also provides valuable insight into how space is used, helping workplace teams make informed decisions about layouts and desk numbers.
The Role of Technology in Hot Desking
Hot desking works best when employees have clear visibility of:
Which desks are available
Where colleagues are sitting
When the office is likely to be busy
Without this clarity, hot desking can quickly feel chaotic rather than flexible.
How UMA Supports Hot Desking
UMA helps organisations run hot desking smoothly by combining desk booking, real-time availability, and workplace insights in one platform.
With UMA, teams can:
Book hot desks quickly and easily
See live desk availability, including sensor-verified occupancy
Automatically release desks when no-shows are detected
Understand office usage patterns to optimise space over time
By pairing simple, well-configured desks with smart software, UMA removes the uncertainty from hot desking and ensures desks are used fairly and efficiently.
For both employees and workplace teams, this means fewer frustrations, better use of space, and a smoother hybrid working experience.
Is Hot Desking Right for Your Workplace?
Hot desking is no longer just a trend it is a practical response to how people work today. When desks are configured properly and supported by the right technology, hot desking can reduce costs, increase flexibility, and improve the overall workplace experience.
If your organisation is adopting hybrid working or already using shared desks, UMA helps make hot desking simple, visible, and effective.
Our adoption team are always willing to help & give advice.
info@askuma.ai
