Hot Desking Policy Template

This Hot Desking Policy template lays a firm foundation for your company’s policies. It should be adapted to your local needs and circumstances.

The Principle and Definition

The company has set a number of desks in the office that are not assigned to any employee in particular. These desks are shared amongst employees on a first come first served basis, without any formula or management intervention.

Once an employee is finished with their work, they take away their personal effects from the desk so that their colleagues may use the same desk or space. This is the meaning of ‘Hot Desking’.
The company is able to save space and costs when employees utilize the same desks at different times on a rotating basis.

The Hot Desking Policy is a guideline that ensures that this desk sharing arrangement works efficiently for the employees and the company.


The policy applies to the employees whose works do not work full-time in the office or do not need a specific desk to work from during office hours.
Conversely, the policy excludes those employees (like receptionists and security personnel), whose nature of employment mandates their full-time presence in an assigned location within the workplace.

The Policy Highlights

This policy has three main components:

  • The Reason for the Policy.
  • Employee Responsibility.
  • Company Responsibility.

The components are discussed below.

The Reason for the Policy

Most employees naturally tend to develop a sense of attachment to their work stations and may not wish to share them with colleagues. However, the company believes the hot desking system has many advantages and is therefore worthy of a company policy.

The benefits include:

  • Saving space and the costs of unoccupied desks when employees are not in the office.
  • Widening the scope of workplace networking.
  • Encouraging creative ways to work and communicate with others.
  • Fostering a culture of self-control and respect for colleagues with whom you have to share your work space.

Employee Responsibility

Employees should:

  • Keep the workspace clean and tidy and adhere to basic hygiene guidelines.
  • Remove their personal effects from the desks if they will be out of the office for more than [5 hours].
  • Avoid developing a personal attachment to a desk and monopolizing it. There should be no leaving of personal items in order to “reserve” the desks.
  • Use a briefcase or locker for personal items, rather than desks.
  • Take their lunch in the kitchen or cafeteria rather than at the desks.
  • Remember desks are for communal use and avoid leaving confidential documents unattended.
  • Use the board room for important meetings or confidential calls. Avoid long calls at the desks that may inconvenience other users.

The company also advises employees to wipe the desks with antibacterial wipes and adjust screens and chairs to suit their preferences.

Should any conflict arise over use of desk spaces, employees should seek an amicable resolution. Serious issues should be referred to HR for professional arbitration and guidance.

Company’s Responsibilities

The company is committed to creating a comfortable and productive atmosphere at any workspace and desk. To make it easier to follow this policy, the company will do the following:

  • Establish an open office plan with uniform desks.
  • Provide enough desks for use by all employees working at specific times.
  • To provide all employees with laptops for necessary software and files.
  • Equip all desks with phones, computer screens, keyboards, and compatible mouses for laptops and computers.
  • Place lockers in convenient areas for the storage of personal items.
  • Equip all desks with lighting and adjustable chairs.
  • Implement work from home and flexible working arrangements.
  • Create working zones or stations to enable a group of colleagues to work together on projects for a set period of time.
  • Make meeting rooms and common areas accessible and conducive to use.
  • Switch from bulky paper files of electronic storage.
  • Ensure technical support is always available and accessible at short notice.

To mainstream the hot desking system, the desks should be numbered and have a [spreadsheet/slack channel/calendar] where employees can book desks for use.

Download this policy sample:

Google Doc – Letter
PDF Document – Letter (.pdf)
Microsoft Word – Letter (.docx)
OpenDocument Format – Letter (.odt)
Rich Text Format – Letter (.rtf)
Plain Text – Letter (.txt)
Google Doc – A4
PDF Document – A4 (.pdf)
Microsoft Word – A4 (.docx)
OpenDocument Format – A4 (.odt)
Rich Text Format – A4 (.rtf)
Plain Text – A4 (.txt)

Disclaimer: This information is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor World Manager will assume any legal liability that may arise from the use of this information.

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