Don’t touch my desk!
Hot desking offers the freedom to choose your workspace each day, adding variety and new energy to your routine. It also provides opportunities to interact with different colleagues, sparking fresh ideas and conversations. For many, this is a small trade-off for the flexibility of remote work. However, it’s common for some individuals to feel possessive of their favourite spots. This is entirely natural and understandable. Let’s explore the reasons behind this behaviour and uncover the best practices for making hot desking work for everyone.
Hybrid “desk booking software” Hero
The Comfort of Familiarity
One of the most compelling reasons behind this behaviour is the human need for familiarity and comfort. Sitting in the same place can create a sense of routine and stability, which is inherently comforting in an ever-changing environment. In a hot desking scenario, finding the same desk provides a semblance of personal space and ownership, even if temporary. This familiarity reduces anxiety and can lead to increased productivity and satisfaction.
Territoriality and Personal Space
Humans have an inherent need to claim territory. This behaviour is rooted in our evolutionary past, where establishing a home base was crucial for survival. In modern settings, this translates to having a ‘go-to’ desk or seat. In classrooms and offices, people mark their territory with personal items, creating a zone that feels uniquely theirs, even if it’s shared. This act of personalization can foster a sense of belonging and security.
Cognitive and Social Factors
Another reason people prefer specific desks or seats is cognitive ease. Once a particular spot is chosen, individuals become accustomed to the environment, including the view, lighting, and proximity to resources like power outlets or windows. This cognitive mapping allows for efficient navigation and focus. Additionally, social factors play a role; sitting in the same place allows individuals to form social bonds with neighbouring colleagues, creating a supportive network that can enhance teamwork and collaboration.
The Connection to Routine vs Hot Desking
Routine is a powerful driver of human behaviour. By sitting in the same place, individuals integrate this action into their daily routine, which can help streamline their day and reduce decision fatigue. In educational settings, students who sit in the same spot might find it easier to concentrate and absorb information due to the consistent environment.
Social Hierarchies and Group Dynamics
In social settings, such as family dinner tables or classrooms, preferred seating can reflect social hierarchies and group dynamics. People might choose seats based on relationships, with closer friends or family members sitting next to each other. This can reinforce social bonds and create a sense of group cohesion. In classrooms, the choice of seating might also be influenced by perceived social status or group affiliation.
Practical Considerations
Sometimes, the preference for certain desks or seats is driven by practical considerations. Proximity to essential amenities, comfort of the chair, or the quality of the workspace can all influence an individual’s choice. In a hot desking environment, finding a desk that meets these practical needs can significantly impact an employee’s comfort and productivity.
What Happens in Our Brain When We Don’t Find Our Desks?
When individuals cannot find their preferred desk, it can trigger a stress response. The brain perceives this as a disruption to routine and familiarity, leading to feelings of discomfort and anxiety. The prefrontal cortex, responsible for decision-making and social behaviour, is forced to engage more actively in finding a new spot, which can reduce cognitive efficiency and focus. The absence of a familiar environment can also disrupt one’s sense of personal space and security, affecting overall workplace satisfaction.
However, most of us are flexible and adjust easily, appreciating the benefits of hybrid work. We can surely all agree that this minor inconvenience is a small price to pay for the ability to work remotely a few times a week. After all, at home, your favourite desk will always be there. So, let’s embrace not finding our favourite desks once in a while and enjoy the new experiences it brings.
Best Practices to successfully implement Hot-Desking
To make hot desking work effectively, organisations can implement the following best practices:
- Clear the Desk Every Night: Encourage employees to clear their desks at the end of the day. This ensures that the workspace is ready for the next user and helps maintain a tidy environment.
- Disinfect Regularly: Provide disinfectant wipes and hand sanitizers, encouraging employees to clean their workstations before and after use to maintain hygiene and prevent the spread of germs.
- Use Office Lockers: If provided, encourage employees to use office lockers to store personal items. This keeps the workspace clutter-free and ensures personal belongings are secure.
- Desk Booking Systems: Implement a desk booking system to streamline the process of finding and reserving desks. Tools like HybridHero offer comprehensive solutions for managing hot desking efficiently, allowing employees to book desks in advance and ensuring a smooth and pleasant experience.
- Create Zones: Designate different zones for different types of work (e.g., quiet zones for focused work, collaborative zones for team meetings). This helps employees choose the right environment for their tasks.
- Personalisation Options: Allow employees to personalise their space to a certain extent, such as using personal screen savers or bringing small items that can be easily carried home at the end of the day.
Resources and further reading
The preference for specific desks in hot desking environments, classrooms, and other communal spaces is a multifaceted behaviour influenced by psychological, social, and practical factors. While hot desking promotes flexibility and interaction, understanding the underlying reasons for desk preferences can help organizations create more comfortable and productive work environments. By acknowledging the human need for familiarity, personal space, and routine, employers can design workspaces that cater to these inherent preferences, ultimately fostering a more engaged and content workforce.
For further reading on workplace dynamics and hot desking, you can explore these resources:
- Understanding Workplace Psychology
- The Benefits and Challenges of Hot Desking
- Book Suggestion: Work Psychology: Understanding Human Behaviour in the Workplace, 7th edition, by Arnold, Coyne, Randall and Pattterson is an accessible and fascinating examination of human behaviour in today’s workplace, written by authors who are all experts in their fields. Substantially updated with new chapters from new authors, and new material that reflects current research and debate in the area, the text retains its popular blend of theory, research and engaging examples.
By incorporating these practices and understanding the psychology behind desk preferences, companies can create a more effective and satisfying hot desking environment.