Work Together, Save Together (community hot-desking)

office Sabina Fenn

Sabina Fenn

Patch is just one of a growing number of companies in England and beyond, which are redrawing the lines of how to ‘work in the office’. Of course you can work from home. But if you run your own little business (and either prefer to work in an office or just need facilities one or two days a week), it’s a great solution to avoid lengthy lease contracts and sky-high rents.

Always use desktop lamps and blinds at night to help prevent birds flying into windows. And choose non-toxic indoor plants if used, if working near pets (toxic ones include lilies and sago palm). And avoid/remove if hot-desking with others. 

In the old days, if you rented a small office, it likely meant signing up with a letting agent and signing a contract for at least 6 months, often at sky-high rents, with bills on top. You then would also have to buy a desk, computer, fax machine, telephones etc etc.

These new companies work very differently. You basically pay to use the office when you want it. For example, Patch has four hot desking solutions:

Resident (just over £300 a month) which includes your own desk and ergonomic chair and lockable pedestal, ideal for solo workers or small teams that each take turns to visit the office. But for just £99 a month, you can go for the Association option, letting you use the office four days a month (32 hours), or even by the hour, if you prefer.

The idea is that you can do most of your work at home, but then pop in the office should you need to use a printer or fax machine, or use one of the meeting rooms to network with others.

These offices are not some draughty one-room above a shop. They are usually beautiful buildings that have been fully refurbished, with all bills included. Patch includes:

  • A friendly supportive team
  • Bean-to-cup proper coffee!
  • Cycle parking and on-site showers
  • Meeting rooms and hi-speed wi-fi
  • Focus booths to private calls
  • Lounges and social events
  • Free printing
  • 7-day access and member discounts
  • Dog-friendly!

Obviously just one company (Patch is in just a few towns and cities at present) can’t cover everyone. But your town or city likely has something similar, so check out what’s available.

The other advantage is because your costs are far lower and your working space is much nicer (especially if you only have to travel from home one or two days a week), you have a better life/work balance. And also don’t need to earn as much, as you are not spending all your money on rent and bills.

Patch also specialises in refurbishing old derelict buildings, which brings them into use and creates a more community-focused lively neighbourhood, to avoid them going into disrepair. So better for landlords too.

Rent hotel office suites by the hour (London)

London’s And Co saves even more money, as you can rent offices (or even hotel suites) for low set fees (monthly or annually) to save a fortune on London’s astronomical property letting prices.

Making better use of office space

Imagine an office with 100 employees but only 60 people working in the building on an average day. If every employee has a permanent desk, 40 desks may be empty.

The business is still paying for the space, furniture, lighting, heating, internet connection, and maintenance. A hot-desking system can reduce this unused capacity.

Employees can reserve desks when they plan to work in the office. The business can therefore operate with fewer workstations while still providing enough space for the number of people who normally attend.

Saving money

Office space can be expensive. Businesses may also need to spend money on desks, chairs, storage, electricity, heating, cleaning, internet services, and maintenance.

When these resources are shared, the cost per person can potentially be reduced. For small businesses, the savings can be particularly useful.

A new company may not need a private office with ten desks. Instead, the team could rent several hot desks and use meeting rooms when necessary.

Technology for shared workspaces

  • Desk booking systems allow people to reserve workstations before arriving. This prevents unnecessary confusion.
  • A worker can check which desks are available and choose a suitable location. Some systems also allow people to book meeting rooms.
  • Reliable internet is essential. A shared workspace is only useful if people can connect to the services they need.
  • Power sockets and charging facilities are also important. Modern workers may use laptops, phones, tablets, monitors, headphones, and other equipment.
  • A good workspace should provide enough access to electricity without creating a mess of cables.

Privacy and security

People may be working with confidential business information.

  • Screens should be positioned sensibly so that sensitive information is not easily visible to others.
  • Workers should lock their computers when they leave their desks.
  • Secure Wi-Fi and suitable network practices are also important.
  • Meeting rooms or private booths can provide a place for confidential conversations.
  • Businesses should establish clear rules about handling documents and equipment.

Creating quiet zones

One criticism of shared workspaces is that they can become noisy. People talk, make phone calls, attend online meetings, and move around. This can make concentration difficult.

The solution is to create different types of spaces.

  • A quiet zone can be used for focused work.
  • A collaborative area can be used for conversations and teamwork.
  • Meeting rooms can be used for formal discussions.
  • Phone booths can be provided for private calls.

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