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Hot desk coworking spaces work best when everyone follows shared rules and etiquette.This blog explains the essential do’s and don’ts of hot desking so you can work comfortably, respectfully, and productively in a shared coworking environment.
A hot desk coworking space operates on a shared seating model.
This means:
No fixed desks
Seats are first-come, first-served
You choose a different desk each day
Hot desking works because of mutual respect.
Without basic rules and etiquette, shared spaces quickly become uncomfortable.
Unlike private offices, hot desks rely on:
Shared responsibility
Considerate behavior
Unspoken social agreements
Following etiquette:
Keeps the space pleasant
Reduces conflicts
Improves productivity for everyone
Think of it as shared living but for work.
Always leave the desk exactly how you found it or better.
That means:
Remove laptops and chargers
Take notebooks and papers
Throw away trash
Leaving items behind creates confusion and discomfort for the next person.
Avoid sitting:
Too close to someone when space is available
In quiet zones if you’ll be taking calls
Respect how the space is designed.
Hot desk areas are usually quiet zones.
Good practices include:
Using headphones
Taking calls in phone booths
Keeping notifications silent
Your call should never become everyone else’s meeting.
Printers, pantries, meeting rooms, and washrooms are shared.
Follow basic courtesy:
Clean up after use
Don’t overbook meeting rooms
Avoid unnecessary printing
Some hot desk plans:
Limit daily hours
Require advance booking
Respecting these rules ensures fair access for all members.
The Don’ts of Hot Desk Coworking Space Etiquette
Hot desks are not personal desks.
Avoid:
Leaving items to reserve seats
Blocking desks while stepping out for long periods
If you need a permanent setup, consider a dedicated desk instead.
2. Don’t Take Loud Calls at the Desk
This is one of the biggest coworking complaints.
Avoid:
Sales calls
Video meetings
Speakerphone conversations
Use designated call areas benefits everyone.
3. Don’t Use Strong Smells
Food, perfumes, or personal items with strong smells can be distracting.
Stick to:
Neutral scents
Pantry areas for meals
Remember: smell travels faster than sound.
4. Don’t Spread Out Excessively
Using multiple chairs, desks, or power outlets:
Reduces availability
Frustrates others
Keep your setup compact and considerate.
5. Don’t Ignore Community Guidelines
Every coworking space has its own house rules.
Ignoring them:
Disrupts harmony
Reflects poorly on you
Respecting guidelines helps maintain a positive community.
Hot Desk Etiquette for First-Time Coworking Members
If you’re new to coworking:
Observe before acting
Follow signage
Ask staff when unsure
Most coworking communities are welcoming but etiquette builds trust quickly.
Hot Desk vs Dedicated Desk: Etiquette Differences
Hot desk etiquette focuses on:
Sharing
Resetting space
Flexibility
Dedicated desk etiquette allows:
Personal setup
Leaving equipment
More routine
Choosing the right desk type reduces friction from the start.
Why Good Etiquette Makes Coworking Better for Everyone
When members follow rules:
The space stays organized
Noise stays manageable
People feel respected
Coworking succeeds not because of furniture but because of people behaving well together.
A-1. Hot desk rules focus on clearing desks, managing noise, respecting shared resources, and following booking policies.
A-2. No. Hot desks must be cleared after use so others can use the space freely.
A-3. Short, quiet calls may be allowed, but long or loud calls should be taken in designated call areas.
A-4. Repeated violations may lead to warnings or restricted access, depending on the coworking space policy.
A-5. It can be, but people working daily may prefer a dedicated desk for consistency.
A-6. Follow etiquette, communicate politely, and respect shared space boundaries.
Unlike private offices, hot desks rely on: Shared responsibility Considerate behavior Unspoken social agreements Following etiquette: Keeps the space pleasant Reduces conflicts Improves productivity for everyone Think of it as shared living but for work.
