At MyDesk, we understand that today’s workplace is constantly changing. With the rise of hybrid working and the need for more flexible office environments, the hot desk has become an essential strategy for many businesses. But what does hot desking really mean and how can it help you create a more efficient, productive and attractive workplace? We take a closer look in this guide, where we also present how MyDesk’s intelligent solutions can support your transition to a dynamic office environment.
We’re proud to offer a platform that not only makes it easy to implement the hot desk model, but also gives you the tools you need to manage and optimize your office space in a data-driven way. From intelligent desk booking to advanced workplace analytics, we help you get the most out of your office.
What is hot desking? An in-depth explanation
Hot desking, or hot desk as it is often called, is an organizational system for workplaces where employees do not have a fixed, personal desk. Instead, they use available workstations in the office as needed. This means that different employees can use the same desk over the course of a day or week, often on a first-come, first-served basis.
The essence of the hot desk is flexibility and efficient use of office space. In an age where many people work from home for part of the week, a company with 100 employees can typically get by with fewer than 100 desks if employees take turns using them. This opens up potential savings on rent, furniture and operating costs.
The difference between hot desking and hotelling
While hot desking involves a first-come, first-served approach without prior reservation, "hotelling" is a variant where you reserve workstations, meeting rooms or other facilities for a specific period of time. MyDesk supports both approaches, but our primary focus with desk booking is to allow employees to reserve their preferred workspace in advance, removing the uncertainty of showing up without knowing if a desk is available.
This booking approach is especially beneficial in larger organizations or during busy periods when you want to guarantee employees a seat. Our system integrates seamlessly with platforms like Outlook and Teams, making booking a hot desk as easy as booking a meeting.
The benefits of implementing hot desking with MyDesk
Implementing a hot desk strategy can bring a number of significant benefits to your business. At MyDesk, we have designed our solutions to maximize these benefits while ensuring a smooth transition for both management and employees.
1. Optimizing office space and resources
One of the most obvious benefits of hot desking is the efficient use of your office space. By avoiding having empty desks sitting unused when employees work at home, you can reduce your need for physical space. This can lead to significant savings on rent and operating costs.
MyDesk’s system gives you a full overview of available space in real time, and with our workplace analytics we can help you identify patterns in office usage. Data from sensors and IoT devices can reveal which areas are most popular and when the office is busiest. This knowledge is invaluable when making decisions about office layout, capacity and future investments.
2. Increased flexibility for employees
With a hot desk solution from MyDesk, employees have the freedom to choose the workspace that best suits their tasks for the day. Do they need a quiet corner for concentrated work, or a space close to the team for collaboration? Our 3D floor plans make it easy to find and book the ideal desk, promoting both wellbeing and productivity.
This flexibility supports the modern, hybrid way of working and shows employees that you value their individual needs.
3. Fostering collaboration and innovation
By moving around the office, employees can interact with colleagues from other departments more often than they would if they were always in the same fixed location. This can spark new ideas and strengthen interdisciplinary collaboration.
Our meeting room booking system is also designed to make collaboration easier. With the same intuitive interface, employees can quickly find and book meeting rooms, whether it’s for a spontaneous brainstorm meeting or a planned presentation.
4. Data-driven insights for better decisions
One of the unique benefits of MyDesk is our ability to collect and analyze data on how your office is being used. Using sensors and IoT, we can provide accurate data on desk and meeting room occupancy rates. This knowledge is worth its weight in gold when optimizing your office layout, adjusting capacity and ultimately saving money.
For example, we can automatically release desks and meeting rooms that are not being used (no-shows) based on sensor readings. This ensures maximum utilization of your facilities.
How MyDesk’s hot desk software works
At MyDesk, we’ve made it simple and intuitive to manage your hot desk solution. Our platform is designed to integrate with your existing systems and offers a range of features that streamline the booking process for everyone.
Easy booking via app, Outlook or Teams
With MyDesk, your employees can book a hot desk in the way that suits them best:
- Mobile app: An easy-to-use app for iOS and Android allows employees to view available desks on color-coded 3D floor plans, filter by equipment (e.g. dual monitor, height adjustable desk) and reserve a seat in seconds.
- Outlook and Teams: Integration with Microsoft Outlook and Teams means employees can book a desk directly from their calendar or chat interface, providing a seamless user experience.
- QR codes: Quick and easy booking directly at your desk via QR codes. Scan the code and the desk is booked.
The table below gives an overview of the different booking methods:
| Booking method | Advantage | Usage |
|---|---|---|
| Mobile app | Visual overview | On-the-go booking |
| Outlook/Teams | Integrated workflow | From calendar |
| QR code | Quick ad-hoc | Direct at the desk |
Visual planning with 3D floor plans
Our interactive 3D floor plans are a central part of the MyDesk experience. They provide a clear and intuitive overview of the entire office, with available and occupied hot desk spaces clearly marked. Employees can easily navigate around the office, find colleagues and choose exactly the space that suits their needs.
This visual tool minimizes wasted time and frustration as employees always know where to go and ensures your hot desk system is as efficient as possible.
Secure and intelligent data collection
MyDesk is built with data ethics and security in mind. We collect anonymized data via sensors that detect presence at desks and in meeting rooms. This data is used exclusively to provide you with valuable insights into your office utilization so you can make informed decisions.
As a company, we have an obligation to keep all records for a minimum of 5 years, as required by law. However, it is important for us to emphasize that you can have your data deleted at any time if you wish. We prioritize your data security and privacy.
More than just a hot desk: A complete office management platform
MyDesk is more than just a hot desk booking system. We offer a comprehensive platform that covers all aspects of your office management and creates an integrated and seamless experience for your employees and guests.
Catering management
Integrate catering with your meeting room and desk booking. With our catering management system, you can easily order catering for meetings or for employees booking a hot desk. This streamlines your processes and ensures your employees have everything they need for a productive day.
Visitor registration
Our guest registration system provides a professional and secure first impression. Guests can be easily registered upon arrival and the host is automatically notified. This ensures an efficient and friendly reception, whether it’s for a guest in a meeting room or a visiting colleague needing a hot desk.
E-Ink screens for information and booking
We also offer E-Ink displays that can be mounted outside meeting rooms or at groups of desks. These energy-friendly displays show real-time information on booking status, making it even easier for employees to find available resources without having to navigate the app. Perfect for quick orientation on the go.
Experience the efficiency of the entire MyDesk platform:
| The product | Purpose | Benefit |
|---|---|---|
| Desk booking | Hot desk management | Flexibility, overview |
| Meeting room booking | Efficient planning | Easy booking |
| Guest management | Professional reception | Security, service |
| Catering management | Streamline catering | Easy ordering |
| Workplace analytics | Data insights | Optimization, savings |
| E-Ink Monitors | Real-time info | Visual guide |
The future of the workplace is flexible – and MyDesk makes it accessible
We firmly believe that the workplace of the future is flexible, data-driven and designed to support employee needs. With a hot desk solution from MyDesk, you don’t just get a tool to manage desks, but a complete partner to help you transform your office into a dynamic and productive environment.
Our mission is to make it easy for companies to adapt to new ways of working and create workplaces where employees thrive and perform at their best. We keep all records for a minimum of 5 years as required by law, but always give you full control over your data.
Do you have questions or want to know more about how MyDesk can help your company implement and optimize a hot desk solution? Feel free to contact us. You can call us at +45 6916 0382 or write an email to mail@mydesk.io. Our address is Struergade 22, 2630 Høje Taastrup, and our CVR number is 41545518.
Frequently asked questions about hot desking and MyDesk
What is a hot desk?
A hot desk is a desk in the office that is not permanently assigned to a single employee. Instead, it is available for different employees to use on a rotating basis, often via a booking system, when they are in the office.
How does MyDesk support efficient hot desk booking?
MyDesk offers advanced desktop booking software that integrates with Outlook and Teams, a user-friendly mobile app with 3D floor plans, and booking via QR codes. This ensures a flexible and intuitive way to find and book a hot desk.
What is the difference between hot desking and hotelling?
Hot desking typically refers to a first-come, first-served approach without prior reservation, where employees simply take an available desk. Hotelling, on the other hand, involves pre-booking a workspace for a specific period of time, which MyDesk’s booking system primarily supports to guarantee a seat.
Can MyDesk help optimize the use of my hot desks?
Yes, absolutely. With MyDesk’s workplace analytics and sensor integration, we collect anonymized data on desk usage. This data gives you an accurate basis for optimizing your office layout, adjusting capacity and identifying opportunities for savings.
Is data secure with MyDesk’s hot desk solution?
Yes, data security is a top priority for us. We keep all records for a minimum of 5 years as required by law, but you can have your data deleted at any time. Our systems are designed to protect your data and ensure anonymity where relevant for workplace analytics.
What other features does MyDesk offer besides hot desk management?
In addition to our hot desk solution, MyDesk also offers systems for meeting room booking, guest registration, catering management and E-Ink screens for information and booking. Our platform is a complete solution for modern office management.
