CanopyHot Desk Etiquette 101
Hot desking can be brilliant — or a complete headache. On the good days, it creates a buzzing, flexible workplace where people connect and collaborate. On the bad days? You’re stuck cleaning up someone else’s crumbs or trying to concentrate while your neighbour takes a speakerphone call.
At Canopy Fitouts, we know that great hot desk spaces aren’t just about clever design — they’re also about how people use them. That’s why having clear etiquette is just as important as the fitout itself. Here’s a simple guide to the dos and don’ts that keep hot desking running smoothly.
Do: Keep It Clean
Hot desks only work if everyone does their part. At the end of your session, tidy up your space, wipe down the desk, and return the chair neatly. Keeping surfaces clear of clutter makes it easier for the next person to settle in quickly.
Tip: Investing in quality furniture makes the hot desk experience more comfortable. We’ve even put together a list of the best office chairs that suit shared workspaces.
Don’t: Treat It Like Your Own Private Office
Leaving behind stacks of papers, personal mugs, or yesterday’s lunch wrappers can frustrate colleagues and disrupt the flow of the workspace. Think of a hot desk like a shared kitchen — leave it as you’d like to find it.
Do: Be Mindful of Noise
Hot desking environments are designed for focus as well as flexibility. Keep calls short, use headphones for music, and lower your voice when having quick conversations. Small adjustments like these help everyone stay productive.
Don’t: Forget About Focus Spaces
Not all conversations belong at a hot desk. If you need to take a long phone call or brainstorm with a colleague, move into a meeting room, quiet booth, or breakout space. Offices with soundproof partitions ensure these zones are available, so the hot desk area stays distraction-free. Even phone booth-style office pods can be used as designated spaces for private meetings and/or deep work.
Looking for inspiration for your breakout spaces? Try adding character to your office with these creative meeting room name ideas.
Do: Embrace Flexibility
One of the greatest advantages of hot desking is the ability to work in different spots, near different people. Sitting somewhere new can spark fresh conversations and ideas, while also breaking up routine.
Don’t: “Claim” a Spot
Falling into the trap of using the same desk daily defeats the purpose of hot desking. Avoid saving chairs with belongings or leaving items behind overnight. A flexible workspace only thrives when people actually use it flexibly.
Do: Reserve Desk Space in Advance With a Booking System
Many offices now use desk hoteling systems that allow staff to reserve a workstation for the day. These systems work brilliantly when used fairly — helping people plan their schedules, avoid bottlenecks, and guarantee they’ll have a desk when needed.
Before setting up a reservation system, think first about how much office space you need per person, using this guide. If you’re short on space for your growing team, it might be time to look at an office renovation before splurging on a desk booking app.
Don’t: Book the Same Desk Every Day
Booking the same desk over and over again is just “old-school” assigned seating in disguise. If your work culture is open and collaborative, this could create an unintended sense of hierarchy during office days. Encourage your team to rotate their choices when booking a hot desk. This keeps the system inclusive, prevents frustration, and preserves the spirit of hot desking.
In special cases, we are okay with staff ‘claiming’ a desk if they consistently spend more days in the office (at least 3-4) than at home, or if they work exclusively from the office.
Do: Use Tech Considerately
Shared monitors, docking stations, and charging hubs are common in hot desk setups. Take a moment to unplug your devices, reset monitor settings, and neatly coil cords when you finish. It shows respect for the next person and keeps shared tools in good working order. Don’t move tech (like dongles and HDMI cables) to another desk. This is how things get misplaced and cause staff to hoard resources when they are in the office.
Don’t: Overstay Your Welcome
If you’re only using a hot desk for a couple of hours, pack up once you’re done rather than holding the desk hostage. During peak times especially, freeing up desks promptly ensures everyone gets a fair share of the space. This is even more important in offices with teams that start at different times.
Do: Respect Shared Resources
Hot desking isn’t just about the desks — it’s also about shared spaces like printers, lockers, whiteboards, and kitchens. Treat them with care, follow any posted guidelines, and always clean up after yourself.
Don’t: Ignore the Office Layout
Every hot desk office is carefully designed to balance collaboration with quiet focus. At Canopy Fitouts, we plan layouts with intentional “zones” so people have the right space for the right activity. By ignoring this flow — such as hosting team huddles in a quiet area — you disrupt both the design and your colleagues’ productivity.
Hot Desking Golden Rules
If you only remember a few things, make it these:
- Leave no trace: Always clean up after yourself.
- Be mindful of noise: Keep calls short and use focus spaces for longer conversations.
- Stay flexible: Avoid “claiming” the same desk every day.
- Book smart: Use desk hoteling systems fairly — don’t hog the same spot.
- Respect the design: Use zones as they were intended (quiet areas for focus, breakout areas for collaboration).
Design the Perfect Office With Canopy Fitouts
Hot desking succeeds when design and behaviour work hand in hand. Clear etiquette ensures that a flexible workspace remains productive, collaborative, and enjoyable for everyone.
If your business is considering moving to a hot desk model — or wants to get more out of its current office — the right office fitout is a crucial starting point. At Canopy Fitouts, we create flexible, collaborative workplaces that balance design with everyday use, helping teams across Melbourne work smarter together.
Speak to our team today, and we’d be more than happy to give you advice on cost, budgets, requirements, and timeframes for your upcoming project. Give us a call at 1800 434 868 or email info@canopyfitouts.com.au.
