Desk hoteling is a workplace practice where people reserve a desk for a specific time instead of having a permanently assigned seat. It is commonly used in flexible offices and hybrid work environments.
In short, desk hoteling refers to reserving desks on demand so workspaces can be shared efficiently across teams and schedules.
What does desk hoteling mean?
Desk hoteling means desks are treated as shared resources rather than assigned assets. People choose a desk based on availability and reserve it for a day or a defined time period.
The intent is to match desk usage to real attendance patterns while still giving employees predictability. Related workplace concepts include hot desking, space planning, and workplace occupancy.
How desk hoteling works
At a high level, desk hoteling relies on visibility into what desks exist and when they are available. A person selects a desk that fits their needs, such as location, equipment, or proximity to teammates, and then reserves it for a time slot.
When the reservation window starts, the desk is expected to be available for the reserver. When the reservation ends, the desk returns to the shared pool for others to book.
Why desk hoteling matters for workplaces
Desk hoteling helps workplaces use space more efficiently when on-site attendance varies by day. This can reduce wasted capacity and support decisions about how many desks are actually needed.
It can also improve the employee experience by reducing uncertainty and conflicts over seating. For facilities and real estate teams, desk usage insights can support cost management and more informed space planning.
Common examples of desk hoteling
- An employee reserves a desk near their project team for one day.
- A team books a cluster of desks for a workshop or sprint planning session.
- A visiting colleague reserves a desk for a two-day trip to a regional office.
- A desk is reserved based on equipment needs, such as dual monitors.
- A workplace sets policies for reserving desks during peak anchor days.
Desk hoteling vs related concepts
Desk hoteling vs hot desking
Desk hoteling is typically reservation-based. Hot desking is often first-come, first-served without reservations.
Desk hoteling vs desk sharing
Desk hoteling is about reserving desks for short periods. Desk sharing is a broader practice where multiple people use the same desk across schedules, with or without reservations.
Desk hoteling vs space planning
Desk hoteling is an operational practice for daily seating. Space planning is the strategic activity of designing and allocating space based on demand and constraints.
Frequently asked questions about desk hoteling
Is desk hoteling the same as hybrid work?
No. Desk hoteling is a seating approach. Hybrid work is a work model that mixes remote and on-site work, and desk hoteling is often used to support it.
What are common policies for desk hoteling?
Workplaces often define booking windows, cancellation rules, and expectations for checking in and leaving a desk available when a reservation ends.
Does desk hoteling reduce the number of desks needed?
It can, depending on actual attendance patterns and how consistently desks are shared. The impact varies by role types and peak occupancy.
What challenges can desk hoteling create?
If demand exceeds supply on peak days, people may struggle to find seating. It can also affect team cohesion if neighborhood planning is not considered.
Learn about the average occupancy peak, how it is measured, its benefits, and how Mapiq helps workplace leaders make data-driven occupancy decisions.
