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By , IT support technician

Quick Answer

Hot desking means workstations are not permanently assigned — you book a desk when you need one. Your organization likely uses a booking tool like Microsoft Places, Robin, or Envoy. Check with your office manager or IT for the specific app and booking procedure.

Understanding Hot Desking and Desk Booking ​

Applies to: Office Environments, Hybrid Work
Article Type: Informational
Last Updated: 2026-07-10

Summary ​

In a hybrid work environment where employees only come to the office 2-3 days a week, keeping a permanently assigned desk for every person leaves the office half-empty. Many companies have shifted to "Hot Desking" or "Desk Hoteling." This means you grab whatever desk is available, plug in your laptop, and get to work. This guide explains how it works and the unwritten rules of sharing a desk.

What is Hot Desking vs. Desk Booking? ​

  • Hot Desking (First Come, First Served): You walk into the office, find an empty desk, and sit down. There are no reservations. If you want a window seat, you have to arrive early.
  • Desk Booking / Hoteling: You use a software app (like Robin, Teem, or an internal portal) to reserve a specific desk for a specific day. This guarantees you have a place to sit before you commute.

Prerequisites ​

  • No prerequisites — this is an informational reference guide.

Instructions: How to Use a Hot Desk ​

1. The Universal Setup (The Docking Station) ​

Hot desks are designed to work for everyone, whether you have a Dell laptop, a Lenovo, or a MacBook.

  1. Look for a small square or rectangular box on the desk called a Docking Station.
  2. There will be one single cable (usually a USB-C cable) extending from it.
  3. Plug that single cable into your laptop.
  4. The Magic: That one cable provides power to charge your laptop, connects your laptop to the dual monitors, and connects you to the wired internet, keyboard, and mouse.

2. Adjusting the Hardware ​

Because someone else sat there yesterday, the monitors and chair will likely be at the wrong height.

  • Take a moment to raise or lower your chair.
  • Most office monitors can slide up and down on their stands. Grab both sides of the monitor and gently push up or down until the top of the screen is at eye level.

3. The Unwritten Rules of Hot Desking (Etiquette) ​

Sharing a desk with hundreds of coworkers requires a strict code of conduct.

  1. Leave no trace: When you leave for the day, the desk must look exactly as you found it. Throw away your coffee cups, wipe down the keyboard if you ate lunch there, and take all your chargers with you.
  2. Do not unplug the monitors: If you unplug a monitor from the docking station to plug it directly into your laptop, the next person who sits there won't know how to fix it. Always leave the main wiring alone.
  3. Take your phone calls elsewhere: If you are on a loud Zoom call or pacing around on your cell phone, book a private "phone booth" or conference room. Hot desks are usually in open-plan areas.

Troubleshooting ​

Symptom / ErrorPotential CauseSolution
Monitors won't turn onLaptop needs permissionIf you have a Mac, a small pop-up might ask "Allow accessory to connect?" You must click Allow
Keyboard/Mouse isn't workingBatteries are deadIf the desk has wireless peripherals, they may need new batteries. Check the IT supply closet
Someone is sitting in my reserved deskHonest mistakePolitely say, "Hi, I actually booked this desk for the day through the portal." They usually sat at the wrong number