Hot desking vs fixed desks: Which setup actually helps your team work better?

If you're rethinking your office layout or moving to a hybrid work model, you’ve probably asked yourself: “Should we go with hot desking or stick with assigned desks?”

It's a good question—and the right answer really depends on what your team needs to feel productive, focused, and comfortable.

Let’s break it down so you can decide whether hot desking or a traditional setup suits your workplace.

First, what is hot desking (and why are so many teams choosing it)?

Hot desking is a flexible setup where employees don’t have assigned desks. Instead, they pick a desk when they arrive - either by reserving it ahead of time, often using a hot desk booking software like Clearooms, or choosing from what’s available.

It’s especially popular in hybrid workplaces where not everyone is in the building every day. It helps reduce empty desks and makes the most of your space.

And what are fixed desks?

The fixed desk setup is the traditional model: one employee, one desk, every day. It offers predictability, routine, and personalisation. While some people thrive in that consistency, it lacks the flexibility many modern working spaces now need.

Which one is better for productivity? Let’s compare.

Let’s look at a few key areas where desk setup can really affect how well your team gets work done.

Focus and concentration

• Hot desking: Some people love the change of scenery—it keeps things fresh and helps them focus. But for others, switching desks all the time can be a little distracting.
• Fixed desks: Great for deep work. You know where everything is and can settle in quickly. But being in the same spot every day can feel a bit… stale.

🛠️ How to solve this: With a hot desk booking system like Clearooms, employees can choose the kind of space they need - quiet zone? collaborative area?—so they’re not just “grabbing any desk.” They’re picking the right desk.

Collaboration and communication

• Hot desking: Makes spontaneous collaboration easier. Employees interact with different colleagues regularly, sparking innovation.
• Fixed desks: Helps teams stay close, but can lead to silos if everyone sticks with “their people.”

🛠️ How to solve this: Use zoning in your hot desking app to designate spaces for collaboration vs. focus, giving employees the best of both worlds.

Comfort and personalisation

• Hot desking: It’s harder to personalise your workspace, and that can be tough on people who like consistency.
• Fixed desks: Offers a sense of ownership and comfort, with personal items and setups.

🛠️ How to solve this: Offer lockers or storage cubbies so employees can easily bring their “setup” with them - then hot desking doesn’t feel like starting from scratch every day.

Flexibility and space use

• Hot desking: Perfect for hybrid teams. It reduces the number of unused desks and lowers real estate costs..
• Fixed desks: You’ll need more office space to make sure everyone has a seat—even if they’re not there every day.

🛠️ How to solve this: Desk booking tools like Clearooms offer data-driven insights into space usage, helping you refine your layout and plan smarter.

What are other companies doing?

Many companies are shifting to hot desking—especially since hybrid work became the norm. Why? It’s more flexible, more cost-effective, and when done right, it doesn’t hurt productivity.

In fact, the key to making hot desking work well is giving employees some control. When they can choose their space and feel supported, productivity doesn’t drop - it improves.

So, which one’s best?

Here’s the truth: It depends.

It depends on your team. If they value routine, fixed desks may still work. But for hybrid models and forward-thinking office design, hot desking—especially when supported by the right hot desk booking system—offers greater flexibility and efficiency.

Either way, what really matters is making sure the system works for your people.

How Clearooms makes hot desking easy (and actually enjoyable)

Switching to hot desking? Clearooms takes the stress out of the process:

• 📅 Easy desk booking from any device
• 🗺️ Interactive floorplans to help employees choose the right space
• 📈 Usage analytics for smarter space planning

It’s about giving your team just enough structure to feel supported—without all the rigid rules.

👉 Book a free demo and see how Clearooms can help your team stay productive, no matter where they sit.