Fostering a sense of belonging: making hot desking work for you

Feeling a sense of belonging not only helps maintain our identity as a professional, but also contributes to our wellbeing and engagement.  To allow for more efficient use of office space and resources, employees frequently do not have assigned desks but choose from a pool of available workspaces whenever they are on-site. While this ‘hot-desking’ model can lead to more efficient use of space, being separated from team members can make people feel isolated and the lack of a dedicated workspace can impact on people’s sense of belonging, especially newcomers to the organisation, if not managed effectively (Ayoko & Ashkanasy, 2019).

If you have a hot-desking policy at work it is worth considering how you can still make your workstation your own – albeit on a temporary basis. Studies show that an inability to personalise our working areas with things that define our identity can be stressful and diminish our sense of professional identity (Hirst, 2011). Personalising your workspace to meet your individual preferences and needs can help create a sense of security, ownership and comfort in a shared environment. You could bring along personal items that are small and portable and store them in a caddy. This way, when you arrive at your workspace, you will have familiar items nearby that help create a sense of belonging. Some tips on how to make the best of hot-desking more generally are included below. 

Making hot-desking work for you:

• Confidentiality: Ensure confidentiality by maintaining the privacy of data when hot-desking. Never leave computers unattended when email or confidential documents are open.

• Create your own personal ‘’nest’: If you need a day free of distractions, locate a hot desk that is secluded from others, or find a side room you can occupy.

• Do not disturb: Indicate your preference for uninterrupted work in an open-plan environment by wearing noise-cancelling headphones. Even if you are not listening to music, this signals to others that you are focused on an important task and prefer not to be disturbed.

• Consider your personal safety: Ensure that chairs and computer monitors are adjusted to allow you to be comfortable and protect your posture. If you require additional equipment, such as adapted keyboards or chairs, make sure to request a workstation assessment.

• Personalise your space: Consider bringing personal items and adding touches of your personality, even if you have to pack them away each evening. Discuss with colleagues the idea of voting on choices for pictures on the walls or displaying personal photographs on a noticeboard. This initiative can help create a more personalised and welcoming environment in the workplace.

• Observe a clean desk policy: Take responsibility for keeping shared desks clean and tidy. Have a supply of wet wipes to clean and sanitise shared desks before and after use. Avoid eating lunch at a shared desk – going elsewhere not only gives you a break but also demonstrates respect for the shared workspace to colleagues.