Hot Desks vs Dedicated Desks: A Guide for Working Professionals

As our traditional way of working shifts from the classic 9 to 5 in cubicles to a more flexible working from home, the local cafe, or office, so too should the way offices operate. With more affordable, productive and flexible workplace models available, employers can adapt to whatever suits their business.

What is a Hot Desk?

A hot desk is essentially a desk you do not own/rent, or work at for your company every day. In some offices, hot desks are the norm and operate sort of like musical chairs–whoever is in the office and needs a desk simply takes the closest one on a first-come, first-serve basis. In the emerging market of ‘coworking spaces’ hot desks can often be booked in advance for a few hours, a day or more. Hot desks can be a last-minute solution for meetings when the kids are being too loud or a regular part of your schedule on the road, they are both handy in a pinch and critical for companies that want to offer flexibility.

Advantages of Hot Desks

The most obvious pro for hot desks is flexibility. Perhaps you have just gotten back into the workforce and only want to spend a few days a week at the office, or you do freelance work in different cities each week, month or year. Since hot desks come in two main flavours, namely the company office and coworking spaces, we will address each independently.

Coworking Hot Desks

If you are a new freelancer building a business and the home office simply isn’t cutting it, coworking spaces are a great option. The upshot of only committing part-time is cost; day passes to coworking spaces can cost around $50 or $300 to $400 for part-time monthly passes. There are different levels of commitment, and how much ‘bang for your buck’ depends on the coworking space, but hot desks will work out cheaper than a permanent office or desk.

Cost aside, coworking spaces are a great place to meet people, whether that’s making new friends by the coffee machine or networking with a future business partner. For the extroverts stuck at home running their own business, it could be a social lifesaver.

Office Hot Desks

As more and more people move for work, office flexibility is a must. Many companies have offices around Australia and the world with plenty of capacity for extra staff. Hot desks make it possible to travel and work, whether you are only in town for a few days working on a project or just want a change of scene–hot desks give employees options.

Post-COVID, many are looking to continue working from home when it suits them–visiting the office far less. Estimates say a third of Australian desks were empty between April and June 2023, that is a whole lot of unused space and wasted money. Now could be the time to downsize to a smaller office that accommodates staff as and when they are there on a flexible.
At the end of the day, different people will always require different working environments. What a graduate of a Masters of Business Administration online working in marketing needs from a workplace will be completely different from a creative freelancer.

Disadvantages of hot desks

No desk or office setup is perfect. While the flexibility of hot desking works wonders for some, it can be draining for others. The inability to personalise your workspace might feel uninspiring, especially for those who find comfort in familiar surroundings. Then there’s the unpredictable nature of securing a desk—arriving at the office or coworking space only to find all the good spots taken can be frustrating. For professionals reliant on specialised tech, such as high-resolution monitors or communication equipment, the inconsistency of desk setups can be a major headache.

Logistical challenges aside, hot desks don’t suit everyone. Some workers need a permanent spot for essentials like filing cabinets, important documents, or highly specialised tools that can’t be hauled around easily. For people who thrive on routine, the constant desk shuffle can disrupt productivity and focus, making hot desking feel more like a chore than a convenience. While it offers many benefits that are great for some, it’s clear that hot desking isn’t a one-size-fits-all solution.

What is a Dedicated Desk?

As the name suggests, a dedicated desk is yours for as long as you work there or pay for it in the coworking space. For those willing to spend a little more, a dedicated desk in a coworking space could well be worth it. For around $600 to $800 per month, your private desk in a coworking space awaits. This option is becoming increasingly popular among Aussies as it sits somewhere between a full-time office lease and a hot desk.

Advantages of Dedicated Desks

A dedicated desk lets you personalise the space, whether with a few photos, stress balls, plants or important paperwork you don’t want the kids messing with. It’s your own slice of stability in an otherwise flexible world. Many of us feel more comfortable with a routine, so heading to the same spot every day is ideal for focus and productivity. Many enjoy the social dynamics of an office, which makes it easier to build friendships and collaborate on projects with colleagues in person.

Disadvantages of Dedicated Desks

The clear downside of a dedicated desk is cost; you pay for the desk even during days you aren’t using it. This setup also limits flexibility—being tied to one location can be inconvenient if your work requires travel or if you thrive in varied environments. Additionally, dedicated desks in coworking spaces can be expensive, often costing twice as much as hot desks. For businesses, unused desks for remote employees can lead to inefficient office space and wasted resources.

How to Decide on What’s Right for Your Workplace

There is no one-size-fits-all solution. Hot desks are great for so many reasons and are not going away anytime soon, on the other hand, some of us would rather not part ways with traditional desk and their reliability. Hopefully, you can now weigh up the pros and cons, consider and reconsider exactly what you want and need out of a desk and come to a conclusion.