Free hot desk policy template

Hot desk policy template

If you’re considering introducing hot desking at your business then it is a good idea to create a hot desk policy so that all employees understand the rules.

Why do you need a hot desk policy?

Not only will this help everyone understand the process, but it will also make sure that resources are fully utilised. We have put together a free hot desk policy template for you to customise to your business.

What is hot desking?

In a hybrid working world, combined with open-plan office spaces and shared working locations – hot desking is now a staple in modern working life. It essentially refers to a system where desks are used by different people at different times, so that no one person has a single desk. It allows for flexible working and times when different staff members may be rotating in the workplace. Hot desking is also thought to bring many benefits. According to WeWork it can increase creativity and productivity as staff are regularly interacting with different team members.

Hot desk etiquette

All desks should be kept clean between users and staff should have access to cleaning products to ensure this can happen. The HSE has useful guidance. 

Free hot desk policy template

Use our template to communicate your hot desk policy to staff.

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    We appreciate that different people use our office space in different ways, some of us are in the office throughout the week whilst others might be working from home or meeting with clients.

    With this in mind, we would like to introduce hot desking for those of us who don’t need a specific desk as part of our job.

    In addition to the ability to work flexibly, we feel hot desking will help us to make the most of our office space, manage our costs and increase team interaction as we continue to grow.

    Each hot desk area will have:

    • On desk equipment – [computer screen / keyboard /mouse / laptop stand / phone / phone charger].
    • Anti-bac wipes.
    • Recycle bins and shredders for confidential waste.

    We recognise that everyone will accumulate items that they will need at work but that don’t want to be carried around or would usually go safely in a desk drawer – personal lockers will be available to keep these items safe.

    How to book your hot desk

    On each floor a number of desks will be allocated to hot desking, you will be able to identify them by [insert way to identify them].

    We have set up a booking system, [insert booking software] to check availability and book desks in advance.  You will also be able to book meeting rooms using this system.

    Hot desk etiquette

    Here are some tips to ensure everyone gets the most out of hot desking:

    • Booking desks are on a first-come, first-served basis.
    • Make sure you are using the booking system to reserve a desk; priority will be given to those who have a reservation.
    • Remember to cancel your booking if your plans change and you are no longer going to be in the office.
    • Be considerate and respectful to others; on busy days consider giving up your space if you are going to be away from your desk for a while or go to a meeting. Take calls or at desk conversations into meeting rooms in quiet environments.
    • Adjust the chairs, screens, and laptop stands to ensure you are comfortable and safe whilst working.
    • Use the lockers provided to keep personal items or confidential papers safe.
    • Ensure you keep the desk clean after use, anti-bac wipes will be available.

    If you have recurring issues with availability or use of desk space please discuss this with your line manager in the first instance or the office manager.

    We hope you found this free hot desking policy template useful.

    For more advice or support on managing your policies and procedures from our team of outsourced HR consultants, you can find out about how to work with Bespoke HR here. 

    Written by:

    Alison King
    Managing Director - Alison founded Bespoke HR in October 2005. After many years working for others in senior HR functions; she decided to start up on her own. There isn’t much that Alison doesn’t know about the world of HR, and she has surrounded herself with a team in her own mould.