What is a Hot Desk? Complete Guide to Hot Desking

A hot desk is a flexible workspace arrangement where you use any available desk rather than having an assigned seat. You arrive, find an open desk, work for the day, and clear it when you leave. Tomorrow, you might sit somewhere completely different.

The term comes from "hot racking"—a naval practice where sailors on different shifts shared the same bunk. In office terms, hot desking means multiple people share the same desks at different times, maximising workspace efficiency.

Hot desking has surged in popularity alongside hybrid work. With employees splitting time between home and office—UK workers now spend roughly 50% of their week in the workplace, down from 70% pre-pandemic—permanent desk assignments have become wasteful. Why pay for a desk that sits empty three days a week?

This guide covers how hot desking works, costs, benefits, drawbacks, and how to implement it effectively. It's part of our complete guide to types of office space .

Hot Desk Definition

Hot desking is a flexible seating system where employees don't have permanently assigned desks. Instead, they choose from available workstations when they arrive—typically on a first-come, first-served basis.

Key characteristics:

• No assigned seats  – Any available desk is fair game
• First-come, first-served  – Or booked via software in some setups
• Daily desk selection  – You might sit somewhere different each day
• Clear desk policy  – Remove belongings at the end of each day
• Shared amenities  – Everyone uses the same meeting rooms, kitchens, and facilities

Hot desking exists in two main contexts:

1. Within coworking spaces  – Pay for a hot desk membership and use any available desk in a shared workspace
2. Within companies  – Employers eliminate assigned seating to optimise office space for hybrid teams

How Hot Desking Works

In Coworking Spaces

1. Purchase a hot desk membership (monthly) or day pass
2. Arrive at the coworking space
3. Find any available desk in the open workspace
4. Set up your laptop and start working
5. Use shared amenities (kitchen, meeting rooms, phone booths)
6. Clear your desk when you leave

Most coworking spaces provide lockers for storing personal items overnight, so you don't have to carry everything daily.

In Company Offices

1. Check desk availability (via app, floor plan, or just looking)
2. Choose a desk that suits your work for the day
3. Log your location if required by company systems
4. Work from that desk
5. Clear the desk completely at the end of the day

Modern offices often use desk booking software (like Officely, Robin, or Condeco) that integrates with Slack, Teams, or Outlook calendars—making it easy to see where colleagues are sitting and book desks near them.

Hot Desking vs Office Hoteling

These terms are often confused:

• Hot desking  – First-come, first-served; no advance booking
• Office hoteling  – Desks booked in advance, like reserving a hotel room

Hoteling offers more predictability; hot desking offers more spontaneity. Many organisations blend both approaches.

Hot Desk vs Other Office Options

Hot Desk vs Dedicated Desk

Hot desks save 30-50% compared to dedicated desks but sacrifice personalisation and guaranteed seating.

Hot Desk vs Private Office

Private offices offer lockable, dedicated space for your team. Hot desks offer individual access to shared workspace. The choice depends on team size, privacy needs, and budget.

Compare with private offices .

Hot Desk vs Coworking Membership

Hot desking is usually part of a coworking membership—it's the entry-level tier. Higher membership levels include dedicated desks or private offices within the same coworking space.

Learn about coworking spaces .

Hot Desk vs Serviced Office

Serviced offices provide private, furnished space with professional management. Hot desks are shared open workspace. Serviced offices suit teams; hot desks suit individuals.

See serviced office differences .

Who Should Use Hot Desks?

Hybrid workers – If you're only in the office 2-3 days per week, paying for a permanent desk wastes money.

Freelancers and solopreneurs – Need professional workspace without office overhead.

Remote teams needing occasional access – Distributed teams meeting periodically.

Companies with high travel rates – Sales teams, consultants, and field workers rarely at their desks.

Businesses optimising space costs – Reduce real estate by 10-50% through hot desking.

Anyone testing a location – Try an area before committing to longer-term space.

Hot Desk Costs UK

Monthly Memberships

Prices Q2-Q4 2025. Source: CoworkingCafe, Rubberdesk, Hubble

Day Passes

Part-Time Packages

Many providers offer part-time options:

• 5 days/month:  £50-100
• 10 days/month:  £80-150
• 2-3 days/week:  £100-200

These packages suit hybrid workers who don't need daily access.

What's Typically Included

• Desk and chair
• High-speed WiFi
• Kitchen facilities (coffee, tea often free)
• Access to common areas
• Printing (usually pay-per-page or limited allocation)
• Meeting room credits (often limited hours)

Benefits of Hot Desking

Cost Savings

Hot desks save 30-50% compared to dedicated desks. For companies, eliminating assigned seating can reduce real estate costs by 10-50%—a significant saving when unused office space costs London businesses £65-80 per square foot annually.

Maximum Flexibility

No long-term commitment. Scale up or down as needs change. Work from different locations. Suits the unpredictable nature of hybrid work.

Encourages Networking

Sitting with different people daily breaks down silos and sparks unexpected connections. In coworking spaces, you'll meet professionals from diverse industries.

Optimises Space

Companies report office spaces sit unused for one-third of working hours. Hot desking ensures desks are used when people actually need them.

Access to Premium Locations

A hot desk in Mayfair might cost £300/month—far less than the £900+ for a dedicated private office desk in the same area.

Professional Environment

All the amenities of a professional office (fast WiFi, meeting rooms, reception areas) without the cost or commitment of your own space.

Drawbacks of Hot Desking

No Guaranteed Space

Arrive late on a busy day and you might not find a desk—or not find one you like. This creates anxiety for some workers.

Lack of Personalisation

No family photos, no favourite mug left on your desk, no ergonomic setup you've perfected. Some people find this unsettling.

Daily Setup Required

Connect your laptop, adjust the chair, find the right cables—every single day. It adds up.

Storage Limitations

Personal belongings go in a locker, not on your desk. If you need specialised equipment or extensive materials, hot desking becomes impractical.

Can Feel Unsettled

Some people thrive on routine and having "their" space. Hot desking's constant change doesn't suit everyone—research shows 39% of workers feel productive in strict hot-desk environments versus 85% in well-designed flexible offices.

Distractions in Busy Spaces

Open coworking environments can be noisy. Finding focus requires discipline or retreating to quiet zones/phone booths.

Hot Desking Best Practices

Arrive early for best desks. If you have preferences (window seat, quiet corner, near the kitchen), get there first.

Use lockers effectively. Keep a "desk kit" with essentials: laptop stand, headphones, favourite pen, phone charger.

Keep belongings minimal. Travel light. The less you carry, the easier hot desking becomes.

Clean your desk at day's end. Wipe it down. Leave nothing behind. It's basic courtesy.

Respect quiet zones. Most coworking spaces have designated quiet areas. Honour them.

Book ahead if possible. If your space offers hoteling, use it—especially for days when you need to sit near specific colleagues.

Be flexible. The whole point is adaptability. Embrace sitting somewhere new.

Hot Desking for Companies

Implementing a Hot Desking Policy

If you're introducing hot desking to your organisation:

1. Communicate clearly  – Explain the why: space efficiency, cost savings, hybrid support
2. Set expectations  – Clear desk policies, booking rules, etiquette guidelines
3. Provide storage  – Lockers for personal items are essential
4. Create zones  – Quiet areas, collaboration spaces, phone booths
5. Offer choice  – Let people book near colleagues when needed
6. Gather feedback  – Iterate based on what's working

Desk Booking Software

Modern hot desking relies on technology. Popular tools include:

• Officely  – Integrates with Slack and Teams
• Robin  – Visual floor plans and analytics
• Condeco  – Enterprise-level desk and room booking
• Envoy  – Combines desk booking with visitor management

In 2025, 64% of companies rank desk booking software as a top workplace priority.

Overcoming Resistance

Some employees resist losing "their" desk. Address this by:

• Explaining benefits (flexibility, variety, cost savings passed to employees)
• Offering dedicated desks for those who truly need them (accessibility, specialist equipment)
• Creating "neighbourhoods" where teams cluster together
• Ensuring enough desks—hot desking fails when occupancy exceeds 70-80%

Top Hot Desk Providers UK

WeWork – 50+ London locations, extensive UK network. Day passes from £35, memberships from £170-255/month. Premium spaces with strong community programming.

Spaces (IWG) – Design-focused coworking from the Regus parent company. More creative, less corporate feel.

Regus – The largest global provider with basic, professional hot desking. Extensive UK network, including smaller towns.

The Office Group (TOG/Fora) – Premium London locations with design-led spaces. Hot desks from £375/month.

Runway East – Tech-focused coworking in London and Bristol. Strong community and events.

Local independents – Often better value and stronger community than chains. Search "coworking [your city]" to find local options.

FAQs

Can I use the same desk every day? Not with a hot desk membership—that's what dedicated desks are for. However, if you arrive early, you can often claim your preferred spot.

Where do I store my things? Most coworking spaces provide lockers (sometimes included, sometimes extra). Keep a minimal "desk kit" you can carry daily.

Are meeting rooms included? Usually a limited number of hours per month (e.g., 2-5 hours). Beyond that, you pay per hour (typically £15-50/hour depending on location).

Can I hot desk part-time? Yes. Most providers offer part-time packages (5-10 days/month) or day passes for occasional use.

What amenities are typically included? WiFi, desk and chair, kitchen facilities, tea and coffee, common areas. Printing, meeting rooms beyond allocation, and phone booths may cost extra.

Is hot desking suitable for teams? For regular team collaboration, a private office or dedicated desks work better. Hot desking suits individuals or teams that rarely need to meet in person.

Conclusion

Hot desking is the most affordable and flexible way to access professional workspace—ideal for hybrid workers, freelancers, and anyone who doesn't need a desk five days a week. At £150-250/month (or £25/day), it costs a fraction of dedicated alternatives.

The trade-offs are real: no guaranteed seat, no personalisation, daily setup hassle. If you need consistency and stability, a private office may be worth the premium.

For companies, hot desking optimises space for hybrid teams—but implementation matters. Good technology, clear policies, and adequate desk supply make the difference between productive flexibility and daily frustration.

Explore all workspace options in our complete guide to types of office space , or learn about shared office spaces as another budget-friendly alternative.

Last updated: January 2026