Neurodiversity 101: When does hot desking make you go cold!

The term, hot-desking derives from a similar-sounding idiom originating from the US Navy, called hot racking. As these sailors slept in separate shifts, to save space onboard, the rack-mounted bunks would always remain 'hot' from the person last using it.

What is hot desking in a modern world?

Hot desking is where an employee books a single desk or workstation in a shared space. It’s basically the opposite of having a fixed desk in a traditional office layout. It is also known as flex-desking or hot seating. Some places may use a mobile app to reserve their desk or shared table for a day, or even a few hours.

What does this mean if you want to be neuroinclusive?

I polled neurodivergent people about what they thought about hot desking.

I had 800 responses:

69% of respondents didn't like hot desking.

12% were fine working this way.

15% had not experienced it.

The reality is that hot-desking is not awful for everybody but it may be really challenging for some.

In this newsletter I am to describe the pros and cons and include some people's real experience of managing with this. Some people can choose to work from home where for others there may be no alternative option to work in an office.

I like having my things around me - I have my 'work kit' - laptop, pen, pad, and usually something I fiddle with. What is more important is the ability for me to stand/sit and move around and also have silence or noise depending on the task I am doing. Being able to make regular cups of tea is also essential. Walking to make a cup and taking 5 minutes to do so also provides brain breaks. I need my consistent inconsistency to work my best.

What are the pros and cons?

Pros of 'Hot desking 'for neuroinclusive practice

One response from LinkedIN demonstrated that hot desking for some people may be OK:

"As long as the desk has the predictable amenities (monitors, keyboard, mouse, etc...), all in working order, the desk is clean and the chair and desk is adjustable, hot-desking works well. Totally agree with others on managing sound distractions with headphones - works a treat. Ideally, choosing desk away from a thoroughfare is best, but this isn't always possible. Not having the additional stress / distraction of 'nesting' in a desk is actually a bit of a positive."

• Flexibility Hot desking allows some neurodivergent individuals to choose a workspace that suits their sensory needs or current mood, promoting comfort and productivity. This allows movement depending on type of task you are doing and not get fixed in one position.
• Variety The option to move around can help individuals with ADHD or other attention-related challenges by providing varied environments to maintain focus and engagement. Being with different people may allow for new ideas to be discussed.
• Interaction Hot desking may encourage more spontaneous interactions, which can be beneficial for neurodivergent employees seeking to improve social skills or engage with different members or teams.
• Personalised workspace Individuals have the opportunity to choose different space based on their needs/task demands, such as selecting a quiet corner or an open area, and may enhance their comfort levels.
• Freedom of choice Neurodivergent employees can move around and select different workspaces to suit the task at hand. This can be a help by allowing them to optimise their work environment for different types of tasks. I quite like having noise around for some tasks but at times I need complete silence.

Cons of Hot desking for neuroinclusive practices

Many of us need routines, and a regular place for their belongings.

As Benjamin Franklin said :“ A place for everything, everything in its place".

• Unpredictability The lack of a consistent workspace can be stressful for neurodivergent individuals who thrive on routine and familiarity. As one person said:

"Everything I need has a place on my desk, in my pockets, on my computer etc... Without it I'd spend half the day looking for things instead of working."

• Sensory overload Shared and open spaces might expose individuals to overwhelming stimuli, such as noise or bright lights, which can be distressing for those with sensory sensitivities.
• Loss of personal space Neurodivergent individuals who benefit from a personalised and predictable workspace might struggle with the lack of a consistent desk, impacting their sense of security and comfort.

One person said: "I need to have everything visible on my desk as I externalise everything. People see this as a messy desk and it’s tough having to carry this stuff everywhere all the time but out of sight us literally out of mind for me."

• Social pressure The fluid nature of hot desking can lead to increased social interactions, which might be challenging or exhausting for individuals who struggle with social communication or need solitude to recharge.
• Reduced focus Constantly changing environments and the potential for increased distractions can hinder focus and productivity for neurodivergent employees who need a stable and controlled workspace.

One person said:

"I have ADHD and my performance improves when I work from home. I have an office at home. This allows me to concentrate. If I’m in an open plan office I’m too noisy and can’t concentrate."

Another person described the consequence of hot desking practically and emotionally:

Hot desking " bothers me because I'm never certain what my experience will be like at an unfamiliar desk and so I overthink/plan for every possible scenario and it takes a lot more effort and time than if I had a regular desk. It means I have to carry more equipment, taking a larger bag than I would otherwise need, and wearing more/different clothes to give myself as many options as possible when I get to the hot desk so that I might be able to adapt to it and hopefully be productive. I only use hot desks when there is no other option."

• Specific positioning may be essential: Not being able to choose where the best place is if you need to see and hear people e.g. with hearing impairment.

Another person said:

"Being rather deaf it is impossible to focus on either a face to face or phone conversation with peripheral noise behind or on either side, really tough to cope with. "

• Temperature stability - literally hot desking for some people if you end up being by a window or a heating system/radiator and if you find temperature change difficult for you to control.

So what can we do to make a difference?

There is no one solution! Different work environments may constrain what is possible. Here are some ideas.

• Flex desks with reservation systems: Implement a system where employees can book specific desks in advance. This approach allows for the flexibility of hot desking but gives employees the option to reserve a space they prefer, reducing the stress of finding a workspace each day. Benefits: Combines the benefits of hot desking with the certainty of having a reserved space when needed.
• Zoned office layouts:Designate different areas of the office for specific types of work. For example, create quiet zones for focus-intensive tasks, collaboration areas for team projects, and social zones for breaks and informal meetings. Benefits: Helps manage noise levels and allows individuals to move to the area that best suits their current task, aiming to enhance productivity.
• Desk shares or partner desks:Pair employees in similar roles or with similar schedules to share a desk or workstation. This setup can help ensure that each desk is used more efficiently while providing a consistent workspace for the users. Each person could have a lockable drawer. Reduces the impersonal nature of hot desking by allowing employees to personalise their shared space to some extent.
• Personal storage options: Even in a hot desking environment, providing personal lockers or storage areas for employees can help each person to feel more settled and secure, knowing there is a space to store personal items and work materials and reduces the daily hassle of carrying essentials back and forth.
• Headphone policy: Officially allow the use of headphones, providing employees the choice to listen to music or block out office noise according to their preference. This empowers employees to create their own auditory environment, which can boost focus and efficiency
• Hybrid work options: Combine in-office hot desking with the option for employees to work from home. This can reduce the demand for desks on any given day and alleviate the downsides of hot desking. This provides ultimate flexibility and can increase job satisfaction and productivity, as each person can choose their work environment based on their needs.

What do you think?

The blog author

I am Amanda Kirby.I am a parent and grandparent to neurodivergent wonderful kids some of whom have DCD. I have worked with the Dyspraxia Foundation for more than 35 years...

I am a mixed bag of experiences and skills and have 25+ years of working in the field of neurodiversity and running a clinical and research team.

I am a medical doctor, G.P, Professor, and have a Ph.D. in the field of neurodiversity;

I am also CEO of Do-IT Solutions a tech-for-good company that delivers web-based screening tools and training that help 1000s' of people deliver person-centered solutions relating to neurodiversity and wellbeing. Currently also Chair of the ADHD Foundation in the UK.

Theo Smith and I wrote the UK award-winning book?Neurodiversity at Work Drive Innovation, Performance, and Productivity with a Neurodiverse Workforce. My 10th book came out called Neurodiversity and Education in 2023 and there is a new one in the pipeline.