In the post-pandemic world, working life has changed completely. More companies are turning to the hybrid model of working. Even more of them are now using some kind of flexible desk strategies for their workplaces.

Organizations are turning to the hybrid model in the workplace as a result of the COVID-19 Pandemic. Some companies use flexible desk systems as a way of bringing employees back to the office.

Essentially, flexible desk strategies like “Hot Desking” and “Office Hoteling” can be quite difficult to keep up with. To successfully manage their workspaces, companies use different workplace management software.

“Hot Desking” and “Office Hoteling” are strategies that go hand in hand with hybrid workplaces. Although the two terms sound the same, they have some fundamental differences.

What is Hot Desking?

Hot Desking is a workplace system, where employees use available desks at different times on a first-come, first-served basis, without booking in advance. In other words, employees can choose whichever desk they wish, as they have been there first and nobody else was using it.

The system maximizes working space, improves desk efficiency, and reduces real estate costs.

Hot Desking has a lot of benefits as it improves space utilization and employee satisfaction. It allows companies to reduce the assigned desks in the office and help save money. Moreover, you don’t need to make any investments in workplace management software. The hybrid model of working gives employees the freedom to choose where to sit. It improves their efficiency, level of collaboration, and even the relationships between colleges. Another benefit is workplace cleanliness. That is a result of the rule that employees have to leave a clean and tidy desk, because they may not work on it again.

Hot Desking can be an effective workplace strategy because employees can not only choose where to work but with whom. People can choose from different working environments – activity-based workspaces, office neighborhoods, etc. With hot desking people can make a spontaneous choice every day based on their wishes and needs and they need not be bothered with any hot desking software.

What is Office Hoteling?

Office Hoteling is also a flexible workplace model, allowing employees to choose how and where they wish to work. The difference here is that employees need to make a reservation in advance. They can select the desk or space they wish.

Employees have to reserve the workspace they want and once they receive confirmation it is all set. Office Hoteling is a smart way to bring order to the workplace. This model gives the freedom to browse and plan. Also, it offers peace of mind and saves time.

Hot Desking vs Office Hoteling

It’s important to understand the difference between Hot Desking and Office Hoteling.  The two systems are often used as synonyms, but they are two very distinct strategies for managing office space.

The main difference is that with Hot Desking employees spontaneously choose an available workspace. On the other hand, Office Hoteling is when employees can book a workspace in advance. With Hot Desking you can choose a desk once you are in the office, whereas Hoteling is mostly happening before they go to the office.

Office Hoteling is a more interactive way of flexible desk strategy. It combines the benefits of Hot Desking with the added benefits of technology. This method brings structure to the hybrid workplace model of working. Office Hoteling improves security, stability, and productivity because employees can choose in advance. They can simply show up to work and start working as they already have a reserved desk, parking space, or conference room. Having a choice also increases employees’ experience with the company.

As for the company benefits, they can be classified as financial savings. Office Hoteling can help manage the workplace. It will give information about the way employees choose to work and how. Therefore, companies can keep track of the resources and make a change in the office, if needed. With Office Hoteling many companies avoid unnecessary workspace expansion. 

The drawback of this strategy is the need for dedicated workplace management software that building owners need to integrate into their offices. Such software may require initial development costs as well as regular management and update.

The truth is that both flexible desk systems have a lot of benefits for the company and its employees. Both of them help improve the working environment, the employee experience, and financial savings.

It’s important to mention that both Hot Desking and Office Hoteling are great ways of managing the workplace and bringing the employees back to the office, but Office Hoteling requires the same kind of workplace management software, whereas Hot Desking relies entirely on employees’ needs and wishes.

Whichever one you choose, you will gain a lot of benefits for both the company and its employees.