Why Employees Hate Hot-Desking | Kanebridge News
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Why Employees Hate Hot-Desking

The shared workspace trend is growing, but researchers say many companies are doing it wrong

By HEIDI MITCHELL
Fri, May 19, 2023 8:46amGrey Clock 7 min

Hot-desking has some issues to work out.

With nearly half of the pre pandemic office population in some major U.S. cities working remotely on any given day, hot-desking—where employees don’t have assigned desks but grab an empty one on days they come into the office—seems like a cost-saving no-brainer. The Gensler Research Institute’s 2022 U.S. Workplace Survey found that 19% of the office workers who responded had unassigned workspaces, compared with 10% in 2020.

There’s just one problem: Many employees hate it. They complain about the nuisance of having to hunt for a workspace every day they’re in the office, not being able to find a station that suits their needs, and no longer having a permanent space that they can personalise. Collaboration is harder, they say, and they feel less connected to their colleagues.

“The recurring labor, anxiety and rootlessness associated with hot-desking were emotionally and physically exhausting,” Manju Adikesavan, a Ph.D. candidate in environmental psychology at the City University of New York Graduate Center, wrote in a recently published paper. “Carrying work materials from place to place in campus buildings that were my workplaces made me feel like a visitor rather than a member of an academic community.”

The good news for companies is that it doesn’t have to be this way. For one thing, some people appreciate the opportunity to use a variety of workspaces and to engage with a broader range of colleagues. And research reveals that there are ways to minimise, and even eliminate, the negatives of hot-desking.

“It’s important for leaders and workers to understand that this style of working is a mind-set, that if done right, it can offer a lot of freedom,” says Christhina Candido, an associate professor of environmental and sustainable design at the University of Melbourne and a researcher of high-performance workplaces.

Feeling adrift

Unfortunately, in the rush to cope with the rise of remote work, many companies have implemented hot-desking without a lot of thought.

On one level, the problems with hot-desking are logistical. A review of 23 papers that looked at hot-desking in the past two decades was published in March in the Journal of Environmental Psychology. It observed that employees often found it impossible to locate the right kind of workstation for their needs—a cubicle with two monitors, perhaps, or a quiet standing desk, or a huddle room with a whiteboard, says Jennifer Veitch, a principal research officer at the National Research Council of Canada’s Construction Research Centre and co-author of the study.

Issues like these are more than just a personal annoyance, the study showed. Hot-deskers also often had difficulty finding colleagues with whom they wanted to collaborate, Dr. Veitch says. And managers often found it more difficult to manage their team because they weren’t always close to one another.

“The evidence does not show that more collaboration takes place when you throw people together in a soup of random desks,” Dr. Veitch says. “Yes, a lot of conversation might happen, but not all of that is helpful to the organisation.”

The lack of control was also an issue for some employees in the study—the inability to control social interactions and to always find the quiet spaces that workers needed to concentrate, Dr. Veitch says.

Then there is the difficulty of adjusting your workspace to suit your preferences when you’re not rooted in a given spot. “The challenge is that we are territorial people,” says Dr. Candido. “We like to have our photos up, our coffee mug out.”

Some workers have sought to reclaim that sense of personal space—undermining the whole concept of hot-desking in the process. David Courpasson, a professor of sociology and ethnography at Emlyon Business School in Lyon, France, recently researched a Belgian organisation whose workers practiced what he calls “objectal resistance” by unofficially strategizing collective ways to preserve a sense of ownership of their hot desks.

“We observed that many had decided to reappropriate desks by leaving personal items out—photos, stickers, bags, even crumbs from previous lunches,” Dr. Courpasson says of the research he conducted with Laurent Taskin, a professor of human resources and organisation studies at the Louvain School of Management in Belgium. The resistance wasn’t organized, he says, but it was discussed among employees. “Dissatisfaction was shared here and there, in corridor chats or during lunches and breaks,” he says.

There was similar resistance higher in the ranks as well. “Even leaders weren’t following the strict guidelines of the flex office process,” Dr. Courpasson says. Eventually, some team leaders gave in and allowed a bit of personalisation of shared workspaces, an approach the entire organisation now tolerates, says the professor.

A longer workday

Some hot-deskers complain about the time wasted seeking a workspace that suits their needs, and say the ways they address that problem have altered their work schedules and eaten into their personal time.

In her 2022 study, Ms. Adikesavan, the Ph.D. candidate, looked at doctoral students hot-desking on a U.S. university campus. She found that they often arrived early or worked late, when their office was less crowded, to avoid competing with colleagues for suitable workspaces. They also often wound up working well outside of the usual 9-to-5 hours in subscription-based co-working spaces, for which they weren’t reimbursed, as they tried to meet research or presentation deadlines, Ms. Adikesavan says.

Eva Bergsten, who has a doctorate in environmental and occupational medicine and is a research specialist at the University of Gavlë in Sweden, found similar problems in a study she recently published of companies that switched to hot-desking. Some employees she surveyed said that setup time stole precious work hours. “Not being able to change workplaces within the office smoothly—due to the wrong computer equipment or when the technology did not work optimally—was also a concern and very annoying,” and it made employees’ in-office time less productive, she says.

As with other logistical issues, these problems aren’t just personal irritations. A 2019 study by Annu Haapakangas, a chief researcher at the Finnish Institute of Occupational Health, found that the difficulty of locating colleagues in a hot-desking office damaged communication and the formation of communities.

The move to hot-desking, Dr. Haapakangas says, “may also increase perceived work demands, at least in the short term,” because less contact with colleagues and a weaker sense of community could create stress that leads people to feel that their work is more demanding than they previously thought.

All these problems for workers can become serious issues for their employers. Dr. Candido says dissatisfied workers who don’t feel supported in the office are more likely to leave an organization, and the costs of replacing talent can outweigh the cost-saving measures that hot-desking can provide.

Dr. Veitch says that kind of cost calculation isn’t always clear to a company’s leaders. “There is definitely a challenge between the human-resources people and the facilities-management people,” she says. “They may both report to the CFO, but the CFO might not be seeing the relationship between the cost to the building and the cost to the people in it. You can wind up with a real recruitment and retention problem.”

Making it work

However, research also suggests that hot-desking doesn’t have to be a disaster for employees. Some companies have adapted the basic model of hot-desking in ways that employees find attractive.

“I have seen success stories,” says Dr. Veitch. “The introduction of ‘neighbourhoods’ where people still have to move around but they become ‘natives’ to a home base area, as opposed to a desk, can work.”

So-called hoteling is another common solution that takes some of the day-to-day stress out of having to find a workspace: Employees book a specific space ahead of time, making it more likely that they can find the properly equipped workstation they need and eliminating the wasted time of searching for a spot upon arrival at the office.

Research also has found benefits from providing a mix of spaces with different ambiences, including some with privacy. Leroy Gonsalves, an assistant professor of management and organisations at the Questrom School of Business at Boston University, studied a big company that went from assigned cubicles to a mix of workspaces—quiet areas with high partitions, noisier open cafes, spaces for small meetings and conference rooms, in addition to hot desks. Workers’ control over their interactions with each other substantially increased, which they liked, the study found.

“People in our survey said that, if they sit with their team, colleagues come up to them constantly,” Dr. Gonsalves says. “But in an environment with hot desks and other variations—a library, a cafe-like setting, little cubicles—you can be social or you can intentionally hide away.”

“It gave employees agency to avoid unwanted interruptions while balancing individual tasks with professional obligations,” he says. “Employees felt that their productivity was judged less by time spent being seen, and more on their work outputs in the new office space. It seemed to work well.”

Carlos Martinez, a principal in Gensler’s New York office and creative director of the architectural firm’s Northeast region, says that nearly every corporate project he is working on incorporates hoteling and a mix of workspaces similar to the variety at the company Dr. Gonsalves studied. Cubicles for private phone calls, spaces for quiet concentration, large socialising areas and even outdoor space are common, he says. It’s important for these design elements to be specific to the needs of employees at each company, not based on a preset pattern, he says. “For a long time, the workplace was homogeneous,” Mr. Martinez says. “Now it’s very specific. One size does not fit all.”

Other research suggests the importance of setting up office rules around touchy issues such as cleanliness and quiet areas. Ms. Adikesavan’s research notes the value of providing lockers for employees to store items essential to their work where clean-desk policies are in place.

Management’s role

To get employees to buy into such a setup and come into the office with enthusiasm, companies need to first listen to workers and get their input on creating offices that fit their needs, says Dr. Bergsten of the University of Gavlë. Her 2021 study found that the more workers participated in activities that explained the change process, the higher their overall satisfaction.

Managers’ attitudes also are important, Dr. Bergsten says. In another recent study, she found that workers who perceived their leadership to be change-oriented and supportive of their employees during the transition to hot-desking were more productive after the change than those who didn’t feel that was the case. “Managers should be positive promoters” of this new way of working, she says.

Dr. Candido’s research similarly suggests the importance of company leadership in making hot-desking work. “You can’t be talking about sharing a space and then the manager is always working from the conference room,” the researcher says. “Top to bottom must embrace and engage or it just feels like a cost-saving exercise, which workers will notice.”

What she sees in the research on the topic, she says, is that if unassigned space is well designed and well managed, people will naturally organise at a group level and create a successful workplace. “If you want quiet, go there. If you want to have a coffee with colleagues, go there, etc.,” she says. “It becomes part of the office culture.”



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AACCI’s Strategic Vision for Enhancing Australia-Arab Trade Relations
AACCI’s Strategic Vision for Enhancing Australia-Arab Trade Relations

The Australian Arab Chamber of Commerce & Industry (AACCI) is fostering robust trade relations between Australia and Arab countries.

Mon, May 20, 2024 5 min

In an era where global trade and international relationships are more crucial than ever, the Australia Arab Chamber of Commerce & Industry (AACCI) serves as a bridge, for cooperation and growth between Australia and the Arab nations. Led by its Chairman, Mr. Mohamed Hage, the AACCI has taken on projects aimed at strengthening relationships and fostering development across borders.

This exclusive interview explores the initiatives implemented by the AACCI to expand its presence and influence in the region including the significant establishment of a new operational hub in Dubai. We also delve into how the Chamber embraces education through training and research, its participation in major international exhibitions, and its active support for both large corporations and small businesses.

Looking towards tomorrow, Mr. Mohamed shares his vision for broadening AACCI’s reach emphasizing the importance of the on-ground operations and cultural understanding in building business connections.

-Could you elaborate on the Australia Arab Chamber of Commerce & Industry, including its objectives and main areas of focus?

The Australia Arab Chamber of Commerce & Industry (AACCI) plays a fundamental role, in promoting business partnerships and trade between Australia and the 22 Arab countries. As a member of the Union of Arab Chambers affiliated with the Arab League, AACCI focuses on strengthening trade and investment ties, across these countries.

To nurture these connections effectively AACCI has outlined four objectives: facilitating trade and investment activities, certifying documents, educating stakeholders, and offering marketing assistance.

Our initiatives are designed not only to empower trade and investment endeavors but to also ensure engagement with specific sectors that drive these activities. With an understanding of the characteristics, strengths and preferences of each country, AACCI prides itself on its specialized knowledge customized to suit the distinct business environments of these nations.

– As the AACCI approaches its 50th anniversary, what have been some of the key milestones and achievements?

I believe one of AACCI’s accomplishments is the opportunities it has opened up for numerous Australian companies to access markets, in the region. Moreover, the strong bilateral trade relationship that has developed between Australia and the 22 Arab nations over the five decades has led to trade transactions amounting to billions of dollars.

This extensive trade covers industries such as food and beverages, luxury hotels and many more services. Each successive generation, within AACCI has built upon the foundation laid by its predecessors enriching their knowledge base and expanding their range of services.

– How does the AACCI leverage its diverse leadership team to enhance trade and investment opportunities between Australia and the Arab region?

Since taking on the role of chairman, my main focus has been on expanding our presence in the region. This led to the idea of opening an office in Dubai, which symbolizes our dedication to deepening our engagement in that area. We have successfully secured the license to open our first office in Dubai after 50 years, which will serve as a gateway to the GCC and North Africa.

I strongly believe that building two-way trade and investment ties requires more than a degree of business connectivity; it demands having local representatives present in each region. With trends emphasizing strategies the value of face-to-face engagements cannot be overstated.

Setting up offices in the region is essential for the Chamber to truly serve as a link and support system for business activities. Ultimately this expansion will bring benefits to our members and partners by providing them with access, to dynamic markets and diverse prospects.

– Can you discuss the significance of AACCI’s role in cultural and business exchanges between the two regions?

The importance of understanding cultures in our operations cannot be overstated. To address this, we have included a training platform within the Chamber to strengthen our cultural awareness initiatives. This new program offers our members access to modules on our website focusing on global business practices.

Furthermore, we have set up a Center of Excellence specifically dedicated to researching areas like food security and cultural awareness. These research endeavors are essential for promoting knowledge between the two regions.

By combining the resources of the Center of Excellence, our training resources, and the forthcoming local office in Dubai, we’re providing cultural awareness not only in the region but also in Australia. This approach ensures that our members are well equipped and knowledgeable boosting their effectiveness and involvement, in markets.

– What is the objective of your on-ground presence at conferences and events?

Participating in conferences and on ground events is very important for increasing awareness in industries like construction where knowledge of opportunities in the Arab world may not be widespread. When we see projects such as NEOM or notice the construction boom happening in the region it becomes important for organizations like the Chamber of Commerce to highlight these prospects. By taking part in large scale expos such as the Sydney Build Expo we position ourselves at the forefront of these advancements.

Our presence at these events enables interaction giving entrepreneurs a chance to visit our booth engage in discussions and learn more about the region in an approachable and personalized manner. This plays a role in simplifying the process and making opportunities concrete.

– With such a diverse membership base, how does AACCI tailor its services to meet the needs of both large corporations and small startups?

When it comes to discussing business it’s important to grasp how influence and vision come into play. Businesses looking to expand are often motivated by a desire to achieve something whether they are big companies or small enterprises. Small businesses typically aim to raise their brands profile while larger corporations seek recognition and market dominance.

Standing out in this area can be tough mainly because the key driving force is the passion to showcase the brand and products on a platform. This determination serves as a motivator for entrepreneurs.

At the Chamber we make a point of recognizing the needs of both big and small players by understanding each members individual situation. We ensure that every member is well informed about the opportunities and risks that come with expanding. For small businesses, this means being aware of the financial demands, while large businesses are advised on the necessity of both financial and emotional resilience.

– How does AACCI plan to expand or evolve its services in the coming years to further support its members?

The importance of having resources on the ground cannot be emphasized enough. Having local staff is key to establishing connections with the communities we serve. Without a presence in the area staying updated on events and activities becomes quite challenging.

This is why, as I’ve mentioned before, we have established an office in Dubai, staffed with personnel dedicated to supporting our members. This local office will help us effectively bridge the gap between Australia and the Arab world. And our members will benefit from insights and assistance from someone who truly knows the landscape.

In Australia we have equipped offices throughout the country staffed by individuals who play a significant role in our operations. This strong domestic network complements our efforts ensuring that we provide support to our members both locally and globally. This strategic approach is crucial, for nurturing business relationships and fostering continental understanding.

 

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