Thinking about shaking up your workspace?
Whether you're running a growing startup, managing a hybrid team, or just need a professional spot to work from occasionally, understanding how hot desking works is essential in today's changing business landscape.
With office costs rising and traditional leases feeling increasingly inflexible, more businesses are discovering smarter ways to use their workspace.
We've put together this comprehensive guide to help you understand everything about hot desking — from how it works to whether it could benefit your business.
What is the concept of hot desking?
Hot desking gives your team the freedom to work wherever suits them best in the office.
When you hot desk, there's no assigned seating — your team members simply grab an available desk when they arrive at work.
This flexible approach works brilliantly for hybrid teams.
Some hot desking companies use a booking system, ensuring they've got a spot waiting when they arrive.
Hot desking helps you make the most of your office space, especially when different team members work from home on different days.
A traditional office might have empty desks scattered around when people work remotely — with hot desking, you can create a more dynamic, efficient workspace that adapts to your team's schedule.
You'll save money on office costs (because you only pay for the space you actually need), but the real magic happens when your team starts mixing things up.
Sitting next to different colleagues each day sparks fresh conversations, new ideas, and natural collaboration.
There are two main types of hot desking:
- External workspaces: Pop into a coworking space whenever you need to! It's perfect if you're a small team or startup looking to stay flexible. Just book your desks when you need them — no long-term commitments required.
- In-house workspaces: This works brilliantly in your own private office. Your team can work from any free desk when they come in, giving everyone the freedom to choose their perfect spot for the day. It's especially handy for hybrid teams who split their time between home and the office.
Where did the expression “hot desking” come from?
The term “hot desking” is believed to have originated inRoyal Navy and US Navy, when sailors would share bunks between shifts — when one sailor finished their shift and another began, the bunk would still be warm (or "hot") from the previous occupant.
In the 1990s, businesses adopted this space-saving concept for office work, creating flexible workspaces where multiple team members could use the same desk throughout the day.
What’s the difference between hot desking and desk sharing?
While hot desking and desk sharing both mean no fixed desks, they work quite differently in practice.
Hot desking is completely flexible — your team can sit wherever they fancy when they arrive at the office, perfect for spontaneous chats that spark brilliant ideas.
Desk sharing follows more of a schedule, where specific team members share the same desk at different times — like one member of your team using it on Mondays and Wednesdays, while another takes over on Tuesdays and Thursdays.
Both options help you make the most of your office space, but hot desking offers more freedom while desk sharing provides a bit more structure — it really depends on what works best for your team.
What’s hot desking vs. hotelling?
Hotelling is similar to desk sharing in that it’s more planned than hot desking — everyone books their workspace in advance through a nifty booking system (like reserving a room at a hotel, hence the name).
Both options are brilliant for saving space and costs, but hoteling gives you that extra peace of mind knowing exactly where you'll be working each day — especially handy if your team likes to plan ahead.
What’s the difference between a hot desk and a dedicated desk?
A hot desk offers flexible, shared workspace that any team member can use when they arrive at the office.
A dedicated desk is your own little slice of the office — it's exclusively yours, so you can leave your favourite mug, family photos, and that secret snack stash right where you need them (we won't tell!).
Hot desking works well for hybrid schedules and occasional office visits, while dedicated desks suit team members who spend most of their time in the office and need a consistent workspace.
What’s warm desking?
Warm desking combines the flexibility of hot desking with the security of reserved seating.
Your team books their preferred desk for the day, guaranteeing their workspace and reducing any morning stress about finding a spot.
This setup creates a more relaxed office environment where everyone knows where they'll be working, perfect for teams who want flexibility with structure.
What are the pros and cons of hot desking?
We've worked with hundreds of businesses across the UK and beyond who use hot desking successfully, and we know what makes it work brilliantly — and what to watch out for.
Here's our honest breakdown of the advantages and potential challenges, so you can decide if it's right for your workplace.
Hot desking pros
Want to know what makes hot desking brilliant for so many teams?
Here's why businesses across London are embracing this flexible way of working.
- Saves your budget: Your office space works harder for you! You'll need less square footage and furniture when your team shares desks efficiently.
- Boosts team connections: Your sales director might sit next to your newest hire today, sparking amazing conversations that wouldn't happen with fixed desks. Fresh perspectives, unexpected collaborations, and stronger team bonds bloom naturally.
- Adapts to hybrid working: Perfect for teams who split time between home and office. Why pay for empty desks when people work remotely? Your space stays dynamic and active.
- Makes cleaning easier: With clear desk policies and shared spaces, maintaining a tidy, professional workspace becomes straightforward, if you’re handling your own cleaning.
- Welcomes everyone warmly: Visitors and new team members feel instantly at home in a flexible space without assigned territories.
- Energises your workspace: Movement and change keep energy levels high. Your team stays engaged by choosing new spots based on their daily tasks and collaborations.
- Maximises space efficiency: Every square foot counts in London! Hot desking helps you use your space smartly, especially in prime locations.
Hot desking cons
Let's be upfront about the challenges that can come with hot desking — knowing about these in advance helps you plan better and create a workspace that really works for your team.
- Adjustment period required: Teams who've had fixed desks might need time to adapt to a more flexible setup. Supporting them through this change is crucial for success.
- Storage solutions needed: Without assigned desks, your team needs smart storage options for their belongings. Lockers and personal storage spaces become essential.
- Desk availability management: Popular spots can become competitive during busy periods. A clear booking system helps manage this and keeps things fair for everyone.
- Extra cleaning coordination: Shared spaces need more frequent cleaning. Clear desk policies and regular sanitisation keep the workspace fresh and professional.
- Technology setup time: Setting up laptops and adjusting chairs each morning takes a few minutes. Providing docking stations and ergonomic furniture helps streamline this process.
- Privacy considerations: Some tasks need more privacy. Creating dedicated quiet zones and meeting spaces gives your team options when they need confidential conversations.
- Personal space adaptation: Some team members might miss having a personalised workspace. Creating homely breakout areas and team zones can help maintain a sense of belonging.
Does hot desking improve productivity?
Research shows hot desking can boost productivity when implemented thoughtfully.
According to recent studies, 46% of employees report increased productivity with hot desking arrangements, while 54% say it creates a more welcoming workplace atmosphere.
Research from the University of California highlights how workplace interruptions affect focus — employees typically face an interruption every 11 minutes, taking 25 minutes to return to their task.
Hot desking addresses this by letting your team choose spaces that suit their concentration needs, whether that's a quiet zone for focused work or collaborative areas for team projects.
Meanwhile, Princeton University's Neuroscience Institute discovered that tidy, uncluttered workspaces — a natural outcome of hot desking — help people process information more effectively.
How much does hot desking cost?
The cost of hot desking varies considerably across the UK, with prices reflecting each city's business landscape and demand.
Central London commands premium rates of £25-70 per day, while regional cities like Manchester and Birmingham typically range from £15-40 per day.
In smaller cities and towns, you can find quality hot desking spaces from £10-25 per day.
Most hot desk rates include essential amenities in the price — reliable WiFi, kitchen facilities, printing services, and often bookable meeting rooms.
Some workspaces offer enhanced facilities like bike storage, showers, or community events, which may affect the overall cost.
For businesses managing multiple team members across different locations, we can create custom packages that work with your budget.
We'll help you find the right balance of location, facilities and cost, whether you need a single desk in Cardiff or multiple spots across Edinburgh, Leeds and Bristol.
Dig deeper: How Much Does Office Space Cost in London?
How to set up hot desking
Setting up hot desking needs thoughtful planning to create a workspace where your team can thrive.
Here's our tried-and-tested guide to making it work brilliantly.
- Create clear guidelines: Share straightforward rules about desk use, cleaning protocols, and storage. What should happen at the start and end of each day? What type of items are allowed to remain on the hot desk overnight? How long can each person occupy the hot desk? Are there any restrictions or limitations in place for hot desking?
- Set up a booking system: Make it easy for your team to find and book available desks. A good system prevents desk hoarding and helps everyone plan their office days.
- Provide smart storage: Give your team lockers or personal storage spaces near their work areas. This keeps desks clear and gives everyone a dedicated spot for their belongings.
- Establish zones: Create different areas for different work styles — quiet zones for focused work, collaborative spaces for team projects, and social areas for casual catch-ups.
- Sort out the tech: Equip each desk with monitors, keyboards, and docking stations. Fast WiFi and readily available tech support keep everything running smoothly.
- Keep it clean: Set up a cleaning schedule and provide sanitising supplies at each desk, or in each area. Clean and tidy workspaces make everyone happier and more productive.
- Get feedback: Ask your team what works and what needs improving. Regular check-ins help you fine-tune the setup to work better for everyone.
- Plan your layout: Think about natural light, noise levels, and traffic flow when arranging desks. Good space planning makes a massive difference to how well hot desking works.
How can you work ergonomically when hot desking?
There’s some responsibility for both the company and the individual hot desking when it comes to working ergonomically.
First, make sure every workstation has ergonomic equipment — adjustable chairs, proper keyboards and mice, monitor stands — whatever your team needs to comply with DSE assessment requirements.
Then it’s up to the hot desking team member to make sure they’re set up right, starting each day by taking 5 minutes to set up their workspace properly.
They should adjust their chair if someone else was sitting in it before them (their feet should sit flat on the floor with their knees at right angles), position their screen at eye level (they might need a monitor stand), and move their keyboard close to prevent over-reaching.
What’s the ratio for hot desking?
For most businesses starting with hot desking, we recommend providing 8 desks for every 10 team members — what we call an 0.8:1 ratio.
But this isn't a fixed rule!
Your perfect ratio depends on how your team actually uses the office.
Keep track of how many people typically come in each day.
A hybrid team working 3 days per week might need fewer desks than a team that's mainly office-based.
Some departments might need more dedicated space than others — your sales team might be out meeting clients while your development team prefers working together in the office.
How to find a hot desk near you
Finding your perfect hot desk in the UK is simple with Tally Workspace.
Pop your location into our search bar and we'll show you all the available workspaces nearby.
You can filter based on what matters most to you — whether that's budget, specific facilities, or must-have amenities.
We show clear pricing and everything that's included with each workspace.
Need a second monitor? Looking for a dog-friendly office? Want somewhere with great coffee and meeting rooms? Our filters help you find exactly what you need.
Once you've found your ideal spot, booking takes seconds through our platform.
Just remember to bring your ID and booking confirmation when you arrive.
Ready to find your next workspace? Search now and we'll show you brilliant options in your area.
What are the best London workspaces for hot desking?
Looking for a brilliant hot desk in London?
From sleek spaces in Shoreditch to creative hubs in Camden, we know all the best spots across the capital where you can plug in and get productive.
Hot desks in East London
- Mindspace Shoreditch: Just steps from Liverpool Street station, this beautifully designed workspace features vintage furniture, local artwork, and a stunning roof terrace where you can recharge between meetings. The open-plan layout floods with natural light, while cosy corners and phone booths give you space to focus when needed — plus their Thursday evening events create a proper community feel.
- Queen Mary University Enterprise Zone: This East London hub provides all the essentials for innovative healthcare and tech startups — meeting rooms, breakout spaces, bike storage and showers — plus a dedicated community manager and unlimited refreshments to keep you fuelled through your workday.
- Beyond Aldgate Tower: 16 floors of light-filled workspace in a striking glass building. The fourth floor buzzes with barista-made coffee Tuesday through Thursday, while the abundance of phone booths and breakout spaces makes this spot particularly popular for teams who need to mix focused work with collaboration.
Hot desks in South London
- Oru Space: Oru brings purpose-driven workspace to East Dulwich, complete with a popular café, wellness studio, and stunning roof terrace. Minutes from East Dulwich station, this community hub offers everything from quiet focus rooms to standing desks, plus barista coffee and yoga classes to keep you energised throughout your day.
- Citibase Lewisham: Just five minutes from the station, this venue offers everything from high-tech conference rooms to relaxed breakout spaces, plus unlimited refreshments to keep your team going.
- Citibase London Millbank, Westminster: Citibase London Millbank occupies two floors of Westminster's landmark Millbank Tower, offering spectacular Thames views and central London vistas. Minutes from Pimlico and Westminster stations, this professional space combines essential amenities with impressive meeting rooms, perfect for businesses who value a prestigious location.
Hot desks in West London
- HomeWork Fulham: The perfect balance between flexible working and professional space, complete with high-speed WiFi, private phone booths, and studio areas. Minutes from the tube station, this welcoming venue includes all the essentials - from second screens to an onsite café — plus comfortable chill-out zones where you can recharge between tasks.
- Mindspace Hammersmith: Mindspace Hammersmith combines stylish workspace with panoramic London views in a prime West London location. The thoughtfully designed space balances collaborative lounges with quiet phone booths, all supported by endless refreshments and modern tech amenities.
- Missionworks: Missionworks transforms a historic Mission Hall in Brackenbury Village into a unique workspace focused on holistic wellbeing and professional growth. The beautifully restored building provides standing desks, outdoor space, and second screens, creating an environment where local freelancers and scaling startups can flourish together.
Hot desks in North London
- De Beauvoir Block: De Beauvoir Block sits at the creative pulse of East London, where independent thinkers gather in a converted industrial space. With both buzzing café areas and focused studio zones, plus essential amenities from phone booths to bike storage, you can choose the perfect environment for your workday.
- Work + Play, Finsbury Park: Work + Play brings together workspace and fitness in vibrant Finsbury Park, featuring both coworking areas and a fully equipped gym. Along Seven Sisters Road, this unique venue balances productive workspaces with wellness facilities, creating a community where you can boost both your business and your wellbeing.
- LABS Atrium, Camden: A green oasis steps from Camden's vibrant markets, with plant-filled spaces and peaceful terraces where you can escape the city buzz. The sunlit workspace combines ergonomic furniture with modern tech essentials, while onsite showers and bike storage make active commuting simple.
Is hot desking right for your business?
Looking at hot desking for your business? Let's figure out if it's the right fit.
Start by thinking about your team's working style — if your staff value flexibility, thrive on collaboration, and don't need permanent desk setups, hot desking could work brilliantly.
It's particularly good for hybrid teams who split time between home and office, or growing businesses who want to keep their options open.
Consider your team size and daily office attendance — at Tally Workspace, we typically find hot desking works best when you've got a mix of people coming in on different days.
You'll save on office costs while creating a more dynamic workspace.
But remember, success depends on having clear desk booking systems and enough space for your busiest days.
We can help you plan the right setup and find overflow space when you need it — just get in touch and we’ll find the best fit for you and your team.
Whether you need occasional hot desks for your team or want to set up your own flexible workspace, we'll help you find the perfect solution.
Ready to explore your options? Search our coworking spaces with hot desks and book instantly, or chat with us about creating your ideal workspace setup.
