How to Manage a Hot-Desking Office

Many companies that use a hybrid work model already have a "hot desking" setup in place. When the number of on-site employees can vary significantly daily, creating a dedicated space that anyone can reserve is usually a practical approach to capacity problems.

With the use of booking apps, hot desking can give employees more assurance that they will have a desk when they visit the office. That means that you do not need to wake up early to secure your spot.

 

What is hot-desking?

Hot desking is a workplace system in which staff members use available desks on a first-come and first-served basis at different times. The goal is to decrease redundant office space to maximise space efficiency and lower real estate risk.

 

Providing assurance

Hygiene is a concern when using a hot desk. Not personal hygiene; instead, the condition of a desk that many people will use throughout the week. Although COVID may not be as urgent a problem as it once was, the need for hygienic workplaces has not decreased.

You need to alleviate their concerns and give them an experience that does not require them to pick up the mess the desk's previous user left behind if you want to create a workspace that the staff look forward to visiting. They should have the assurance that both their interests and well-being are taken into account.

In other words, keeping your desk tidy before and after a workmate uses it is crucial. What should you be considering to achieve that goal, and what additional steps should you take to guarantee the security of your hot desking arrangements and promote office visits?

 

Hot desk hygiene recommendations

1. Hot desks with social distance

Distance provides a sense of security and safety. Ensure that the desks are at least six feet apart; this will keep people working together while lowering the risk of spreading germs. This might require creating new floor plans and carefully considering where to place your desks. You might also want to restrict how many people can use your hot desk space overall. Some people may find the working environment too crowded due to coworkers sharing desks occasionally and people coming in and out of the area.

 

2. Spread out shifts and schedules

Encourage people to book at different times if you are flexible about when they can use your hot desks to lessen crowding. You can control how often your hot desk is used by using an effective desk scheduling system. That is good for hygiene and a logical extension of a flexible work schedule where the traditional workday is from 9 to 5.

 

3. Set aside time for cleaning.

Establish a period in between desk swaps to allow for thorough cleaning. Give yourself enough time to implement a rigorous cleaning protocol, ideally one that includes a hot desk disinfection system. Whether it takes less than 30 minutes or you decide to add more time to account for any unforeseen difficulties, make sure there is a gap between the bookings.

 

4. Make maintaining hygiene simple.

Colleagues should be given the supplies they need, such as hand sanitiser, to clean their desks. Desks and larger areas should have personal hygiene stations available. Does everyone have access to a disinfectant? There should be supplies on hand in case anyone forgets to bring their masks to work since many people still want to wear them.

 

5. Other COVID policies

Consider that you want to address hygiene thoroughly. If so, you might add additional components like screens between desks, contact tracing, or rules for signing in and out of your office. Evaluate the need for risk reduction by asking employees for their feedback. As people get back into the habit of working from the office, the need for the most stringent security measures may diminish.

 

There is more than just one room

It is crucial to remember that hygiene concerns with hot desking do not just pertain to the area where the physical desks are located. Other areas of your office, such as pantry, meeting rooms, printer and photocopier rooms, entrances, exits, and bathrooms, will be heavily used by hot-desking staff. As a result, your hygiene policies should cover these additional areas.

 

Keep it tidy, please.

Office hygiene has always been a problem. To effectively implement flexible working, employers must comprehend and manage this topic in these cautious times. So keep it tidy and encourage everyone to stop by your workplace.

 

Source: Condeco