Hot Desking Policy Template

As hybrid work becomes the norm and teams grow more distributed, many companies are rethinking how they use office space. Hot desking — where employees don’t have assigned desks and instead reserve or use available workspaces on an as-needed basis — offers flexibility, encourages movement and collaboration, and optimizes square footage.

But without clear guidelines, hot desking can quickly lead to confusion, overcrowding, or frustration. This policy outlines how hot desking works at your company, who it applies to, and what’s expected of employees using shared spaces.

What the Hot Desking Policy Should Include

A successful hot desking policy should clearly outline:

• Purpose and scope: Why the policy exists and who it applies to
• How to reserve a desk: Tools or systems used, and how far in advance employees can book
• Desk availability: Locations, hours, and any access restrictions
• Workspace etiquette: Clean-up requirements, shared space rules, and personal item policies
• Equipment and technology: What’s provided at each desk, and how to access IT support
• Storage solutions: Where and how employees can store personal or company equipment
• Health and safety: Cleaning protocols, spacing, and wellness expectations (especially post-pandemic)
• Accessibility and accommodations: How to request specialized seating or ergonomic setups
• Accountability and enforcement: What happens if policies are repeatedly ignored

Purpose of the Hot Desking Policy

This policy is designed to:

• Support flexible, hybrid work models while maximizing office space
• Provide clarity around desk availability and usage expectations
• Maintain a clean, professional, and inclusive environment for all employees
• Promote fairness, consistency, and ease of collaboration in shared workspaces
• Protect company equipment, data, and employee health and safety

Hot desking gives employees the freedom to choose where and how they work — this policy ensures that freedom comes with shared responsibility.

Sample Hot Desking Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / Facilities / Workplace Experience
Last Reviewed: [Insert Date]

1. Policy Overview

This policy outlines how employees at [Company Name] may use unassigned desks (“hot desks”) in our offices. It applies to all employees who work in the office occasionally or full-time, including hybrid, part-time, and visiting team members.

Hot desking is part of our flexible workplace strategy. It’s designed to make it easy for anyone to work in the office — without needing a permanent seat.

2. Desk Reservation Process

Employees must reserve a desk before arriving onsite by using [Insert booking tool or platform, e.g., Envoy, Robin, Google Calendar]. To do so:

• Book your desk no more than [e.g., 2 weeks] in advance
• Cancel bookings if your plans change
• Use the app or desk map to select a preferred location, if available
• Certain desks may be reserved for specific teams or accessibility needs

Walk-ins are permitted if space is available, but booking ahead is strongly encouraged to ensure availability.

3. Desk Use Guidelines

When using a hot desk, employees are expected to:

• Leave the desk clean and free of trash or personal items
• Wipe down surfaces before and after use (cleaning supplies provided)
• Refrain from "claiming" desks with personal belongings for future days
• Be respectful of noise in open areas and use meeting rooms for calls when needed
• Lock your screen when stepping away from the desk
• Avoid eating meals at the desk if it disrupts others or violates office norms

Hot desks are not personal workstations. Treat them like a shared resource and leave them ready for the next person.

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4. Equipment and IT Support

Each hot desk includes:

• Monitor with HDMI or USB-C hookup
• Standard keyboard and mouse
• Power strip and docking station
• Access to Wi-Fi and printing services

Employees are expected to bring their own laptop and headphones. If IT support is needed, contact [Insert IT helpdesk or support channel].

5. Personal Storage

Since hot desks are shared, personal items should not be stored on or inside them. Lockers or storage cabinets are available on a first-come, first-served basis. Daily use only — no overnight storage unless approved.

[Insert location or process for requesting locker access.]

6. Accessibility and Accommodations

Employees requiring accommodations — such as ergonomic chairs, quiet seating, or assistive technology — should contact [Insert HR, Facilities, or People Team contact]. We’re committed to making hot desking inclusive and will provide designated setups where needed.

7. Health, Safety, and Cleaning

To maintain a clean and safe environment:

• Desks are professionally cleaned nightly
• Sanitizing wipes and hand sanitizer are available throughout the office
• Employees are encouraged to sanitize shared surfaces before and after use
• Do not come to the office if you’re feeling unwell

Additional safety protocols may be implemented during periods of increased health concern (e.g., flu season, COVID-19 spikes).

8. Accountability and Enforcement

Employees who repeatedly:

• Leave desks in poor condition
• Fail to cancel unused reservations
• Violate noise, cleanliness, or space-sharing expectations

…may have their booking privileges temporarily suspended.

We rely on shared accountability to keep the office welcoming for everyone.

Frequently Asked Questions

1. Can I sit at the same desk every time I come in?
You’re welcome to reserve the same desk if it’s available, but no desk is permanently assigned. We encourage variety and fairness in space use.

2. What happens if I forget to reserve a desk?
You can check for availability when you arrive, but we can’t guarantee a space without a reservation. Booking ahead is always your best bet.

3. Can I reserve a desk for multiple days in a row?
Yes, but please avoid blocking off long stretches of time unless you truly plan to be in the office. Be considerate of others who may need space.

4. What if someone is sitting at the desk I reserved?
Kindly let them know the desk is reserved. If you’re uncomfortable, contact Facilities or the Workplace Team for support.

5. Can I personalize my hot desk space?
Not permanently. Feel free to bring items for the day (like a water bottle or notebook), but please take everything with you when you leave.

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