Hot-desking etiquette: The ‘non-negotiable’ dos and don’ts of sharing workspaces
Hot-desking has become increasingly common as more workers combine office days with designated work-from-home days. The practice, which involves sharing desks among staff on a first-come, first-served basis, means multiple employees share the same workspace.
Even if your office does not use hot-desking as such, employees often find themselves using someone else’s workspace, which can cause friction. So what are the dos and don’ts of hot-desking?
Hot-desking can cause havoc in the workplace. Tijana Simic
The issue was illustrated in a recent post on Reddit’s ‘petty revenge’ thread, which detailed how an office worker had claimed the best hot desk for themselves and left “coffee cups and garbage” on it to appear as if it were always in use.
So began a back-and-forth between the two workers that escalated until signs were erected, reminding staff of basic cleanliness principles for shared desk spaces.
Amanda King, a certified international social etiquette consultant and expert at the Australian Finishing School, said the transition to flexible working arrangements, particularly hot-desking, required a “fundamental shift in our collective behaviour”.
She said the scenario outlined on Reddit was a “textbook example of etiquette failure on both sides” and described the decision to leave garbage on the space as a form of “camping”.
“By leaving stained coffee cups and clutter, he is not only disrespecting his colleagues, but also creating a hygiene hazard.”
King said the actions of their co-worker was “equally unprofessional and unethical”.
“The retaliation escalates the conflict into a cycle of mutual disrespect.”
So how do workplaces ensure hot-desking works?
“We do know by nature familiarity suits most people,” King said, adding it could therefore lead to “territorial disputes” among workers if not managed properly.
Etiquette expert Amanda King says hot-desking requires a "shift in our collective behaviour”. Instagram/@australianfinishingschool
“Hot-desking is a modern business strategy that offers flexibility and cost savings. However, it requires a robust framework of etiquette and clear guidelines to function successfully,” she said.
“It is not merely a logistical arrangement; it is a social contract based on the premise that the workspace is a shared resource.
“There is a distinct and non-negotiable code of etiquette for hot-desking. The primary rule is that no individual may claim a desk as their permanent territory.”
King said workplaces determined if hot-desking was a success or failure by establishing guidelines, and communicating why it was in use.
Keeping a desk tidy becomes more important in an open office environment. Getty Images/iStockphoto
“If businesses implement hot-desking without clear rules, training or cleaning supplies, they are inviting the problems,” she said.
“Businesses should not necessarily avoid hot-desking, but they must be willing to experiment and adapt. If the policy is not working, employers must listen and be open to change.
“The solution is not to abandon the strategy, but to refine the etiquette and enforcement mechanisms.”
So how can you be a better desk sharer?
“Employees are expected to respect the environment by treating every desk as if it were a guest’s home: one must be considerate, leave no trace of their presence, and never monopolise a space,” King said.
“When departing a shared desk, the obligation to restore the space is absolute.
“The expectation is that every user leaves the desk in the exact condition they found it, or ideally, cleaner.”
An example of a hot desk format in an office. iStock
What about when you find yourself using someone else’s desk, as I recently did on a rare work-from-the-office day? Is it OK to adjust their chair or move papers or belongings on their desk?
According to King, yes and no.
“If you are asked to use a desk that is predominantly used by another individual, you must approach the situation with extreme deference,” she said.
“Generally, it is unacceptable to move a person’s personal belongings. If an item is obstructing your work, the polite approach is to communicate the issue rather than to rearrange their space.
“Personal items, such as family photographs are sacred. You must never move or remove them.
“You should never clear away another person’s papers, documents, or personal items unless they are obstructing your immediate work and you have no other option.
“If they are in the way of a phone or essential equipment, you should politely ask the desk owner or a manager for guidance, rather than taking unilateral action.
“If you must move something, do so gently and place it in a clearly visible, safe location, perhaps with a note explaining where it was moved.”
According to King, looking inside a colleague’s drawer is also a “severe violation of privacy”.
“Drawers are considered personal storage, even in a hot-desking environment. You must never open or inspect a drawer that is not your own.”
She also recommends returning a chair to the original or ‘neutral’ setting before leaving the office.
“Leaving a chair at an extreme height or angle is inconsiderate, as it forces the next user to adjust it immediately, potentially causing discomfort or delay,” she said.
Make sure you clean up any rubbish from your desk. Getty
Tips for hot-desking from an expert
Book a desk
King suggested utilising a desk-booking system if your office has one.
“This prevents the ‘first-come, first-served’ conflict and ensures that desks are used efficiently,” she said.
When leaving a desk, ensure it is in the same condition, or better, than when you arrived.
Clear rubbish
Remove all personal items, including coffee cups, food wrappers and any other waste.
Leaving garbage is a breach of etiquette that signals disrespect for colleagues.
It is a violation of privacy to look in someone's desk drawer. Oleg Opryshko
Clean surfaces
It is advisable to wipe down the desk surface, the keyboard and the mouse with a sanitary wipe. This is a critical hygiene standard, particularly in a post-COVID era.
Return equipment
Any cables, dongles, chargers, or monitors that have been moved must be returned to their original positions. This ensures the next user can set up their station without confusion.
Reset chair height
According to King, you are ethically bound to return an office chair to its original setting or a neutral default before leaving the office.
While you cannot know the exact ergonomic height of previous user, etiquette dictates you return the chair to a standard position − typically the lowest or middle setting.
Tips for using someone else’s desk
Don’t clear away papers, documents or personal items
Unless they are obstructing your immediate work, it is best to leave everything where it is. If you must move something, do so gently and place it in a clearly visible, safe location, perhaps with a note explaining where it was moved.
Never move personal items such as family photographs unless they are in the way of a phone or essential equipment, and even then, ask the desk user or manager for guidance.
Don’t look inside a drawer
This is a severe violation of privacy.
Return chair to original height or neutral setting
If you adjusted it significantly, try to reset it close to how you found it. If you cannot recall the exact height, return it to the neutral position.
Leaving a chair at an extreme height or angle is inconsiderate, and forces the next user to adjust it immediately, potentially causing discomfort or delay.
