{"id":2926,"date":"2022-05-11T08:36:45","date_gmt":"2022-05-11T07:36:45","guid":{"rendered":"https:\/\/uk.legalvision.com.au\/?p=2926"},"modified":"2022-06-22T08:14:55","modified_gmt":"2022-06-22T07:14:55","slug":"hot-desking","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/employment\/hot-desking\/","title":{"rendered":"What Does an Employer Need to Know About Hot-Desking?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">As businesses open up and employees return to work, you might consider a hot-desking policy for your office space. Hot-desking has benefits, such as increasing communication between staff, but it also has downsides. In addition, there are legal considerations that you should note. This article will explain what hot-desking is and why you might implement this policy in your workplace.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is Hot-Desking?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Hot-desking is where your staff work at any desk in your workplace, rather than having a set desk which they use each time they come to work. This means that all your workstations are non-allocated.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sometimes when a workplace has a <a href=\"https:\/\/legalvision.co.uk\/employment\/employment-policies\/\">hot-desking policy<\/a>, staff need to book their desk space in advance. Otherwise, staff will work at whatever desk they choose, based on what is available when they arrive at the office.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Why Choose Hot-Desking?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Hot-desking is often a preferred way of working as it helps your business save costs. Instead of renting out a large office space for every single worker, you can downsize and have different teams come into the office on different allocated dates. Ultimately, you save office space, desk costs, and IT costs.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition, choosing to hot-desk your staff can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">allow your staff to learn how different parts of the business operate;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">help staff coordinate their work with other people\u2019s work more effectively;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">prevent unnecessarily cluttered desks;\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">increase staff communication; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">create space in the additional office areas such as fitness space and areas for taking breaks.<\/span><\/li>\n<\/ul>\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold 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       } else {            triggerPostRender();        }    } );} );\n<\/script>\n<\/div>\n<\/div>\n<div id=\"content-next\"><!-- scroll anchor --><\/div>\n<h2><span style=\"font-weight: 400;\">Possible Disadvantages to Hot-Desking<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Whilst hot-desking may have advantages, it may also have disadvantages.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These might include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">wasted time from staff looking for a desk as they arrive at work;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">costs associated with changing equipment and furniture to ensure that it can be adjusted and adapted for a variety of people;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">not having enough desk space when all staff are in the office;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">where you have <a href=\"https:\/\/legalvision.co.uk\/employment\/employer-responsibilities-workers-disability\/\">staff with a disability<\/a> and require reasonable adjustments, you need to have these available at each desk space which could be costly; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">it may lower staff morale due to the daily change in desk environment and sitting with different people daily.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">The Law and Hot-Desking<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you consider moving to hot-desking in your workplace, you must know the associated legal requirements. There is no law stating that you cannot require your staff to hot-desk. However, if you do need them to, you must be aware of any <a href=\"https:\/\/legalvision.co.uk\/employment\/workplace-safety-assessments\/\">health and safety issues<\/a> and ensure that you do not break your employees&#8217; <a href=\"https:\/\/legalvision.co.uk\/employment\/importance-employment-contracts\/\">employment contracts<\/a>.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, you cannot change your employee&#8217;s employment terms unless they agree to it. Therefore, you need to ensure that having an assigned desk, which is permanently theirs in a specific location, is not a term of the employment contract. If it is, you may have a clause that allows flexibility in your employees&#8217; place of work, requiring them to hot-desk.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Work, Health and Safety<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Before moving to hot-desking, you will need to carry out a health and safety risk assessment to identify potential risks and hazards.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hot-desking could cause:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">stress for your staff which could lead to mental health problems;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">risk of injuries as staff have to carry equipment with them and workstations may be set up incorrectly; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">risk of the spread of germs where desks are not kept clean. With the presence of coronavirus, this can be a significant risk.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Further, you must ensure that desks can adapt for colleagues who may have a condition that requires changes. As an employer, you have a duty of care toward the health, safety and wellbeing of your staff. So, you must be mindful of this where hot-desking could cause risk to health.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To reduce the risks associated with hot-desking, you could:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">put a booking system in place, so staff do not have to look for a desk when they reach the office &#8211; some systems can show whether the desk is clean too;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">ensure desks are two metres apart;\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">have a policy in place which requires your staff to clean the desk at the end of their working day and provide adequate cleaning products;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">where you have more than one department in your business, ensure that ample desks are available in each so staff can work with similar colleagues each day in their department; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">allow other forms of flexible working to reduce the need for staff to always hot-desk.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Key Takeaways<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As an employer, you may consider how your staff might want to work or how you wish them to work. Hot-desking could be one possible option. Hot-desking can be beneficial by increasing awareness of what different areas of the business do. However, it can have disadvantages, such as the time wasted by staff searching for a vacant workstation. More significantly, there are legal issues to consider when changing to hot-desking, such as any health and safety risks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you need help understanding hot-desking, our experienced <\/span><a href=\"https:\/\/legalvision.co.uk\/employment-lawyers-lp\/\"><span style=\"font-weight: 400;\">employment lawyers<\/span><\/a><span style=\"font-weight: 400;\"> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents for a low monthly fee. So call us today on <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our<\/span>\u00a0<a href=\"https:\/\/legalvision.co.uk\/membership\"><span style=\"font-weight: 400;\">membership page<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Frequently Asked Questions<\/span><\/h2>\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1652254295026\"><strong class=\"schema-faq-question\"><strong>What is hot-desking?<\/strong><\/strong> <p class=\"schema-faq-answer\">Hot-desking is where your workstations are unallocated, meaning that staff work at any desk rather than have a set desk.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1652254304791\"><strong class=\"schema-faq-question\"><strong>Are there legal issues in terms of hot-desking?<\/strong><\/strong> <p class=\"schema-faq-answer\">If you are moving to hot-desking, you need to ensure that you are not breaking any terms of your employees\u2019 employment contracts. You must also ensure you adhere to your duty of care towards your employee&#8217;s health, safety and wellbeing.<\/p> <\/div> <\/div>\n","protected":false},"excerpt":{"rendered":"<p>As businesses open up and employees return to work, you might consider a hot-desking policy for your office space. Hot-desking has benefits, such as increasing communication between staff, but it also has downsides. In addition, there are legal considerations that you should note. This article will explain what hot-desking is and why you might implement<a href=\"https:\/\/legalvision.co.uk\/employment\/hot-desking\/\">Continue reading <span class=\"sr-only\">&#8220;What Does an Employer Need to Know About Hot-Desking?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13326,"featured_media":626,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"2056,1405,2506,1766,1334,1829","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[35],"tags":[20,21,525,567,715,716],"class_list":["post-2926","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-employment","tag-small-business","tag-medium-business","tag-employer-obligations","tag-work-health-and-safety","tag-hot-desking","tag-remote-work"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Hot-Desking and Your Employment Obligations | LegalVision UK<\/title>\n<meta name=\"description\" content=\"As businesses open up and employees return to work, you might consider a hot-desking policy. 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