Which Seating system is right for you? |
Posted: March 3, 2015 |
Hot Desking Cost Effective Trend or Dead-end?The topic of whether or not to convert from the now standard Cubicle or Fixed Space system to a more flexible workspace or Hot Desk system has been the subject of much debate in the past decade and has only increased in discussion in recent years. The following article will outline the pros and cons of each system as well as discuss the associated costs with conversion and the possibility of decreasing office related expenses and increasing workplace productivity with Hot Desking. Whether or not you are a fan of either system this article should help you gain an understanding of both models which will help you decide which is the right choice for your office. Fixed Space Seating or The Cubicle SystemThe Cubicle as we know it was introduced in the 1960s by inventor Robert Propst as a way to combat the noise and lack of privacy associated with the large open floor plans of that periods offices. Propst viewed these open spaces as “wastelands” and thought that they sapped an employees vitality and blocked talent and creativity. His solution was to give all employees their own workspace which at the time was a luxury reserved for managers and executives. This style of desking created a place where employees could store their files and materials and create a feeling of belonging. However, over the years several other benefits were noticed as well as some detriments which we shall now discuss. While a Cubicle can provide you with a place to keep your files, documents and other materials it can also limit your ability to work outside the office or access your work from home. This can create problems especially when deadlines are just over the horizon but is only really relevant if working from home is already a factor which isn’t very common in todays Fixed Space offices. Another major arguing point against cubicles is that the privacy they create distances employees from eachother reducing collaboration and impromptu congregation which can lead to breakthroughs and new ideas. While this may be true there are several solutions to this problem such as offering a common area where employees can work outside the cubicle and as a team; however, a study conducted by the University of Sydney which reviewed data from 42,000 employees in over 300 offices found that theres was no real evidence to support the claim that a semi-private or even private workspace had any negative effect on the amount of interaction between workers and that those with their own space were generally more satisfied with their work environment. There is one undeniable drawback to giving every employee a cubicle and desk of their own though, which is the amount of space required to do so, especially within a company that employs many people. Fixed Space Seating will require there to be an almost 1:1 ratio of cubicles to employees meaning every employee will have the cost of a cubicle and the cost of floorspace associated with them which may lead to a need for expansion and of course major cost. This isn’t to say that cubicles are on their way out as a common and effective use of office space by any means, remember, they were originally invented to improve on the open floor plan and have shown their worth through decades of successful use. Hot DeskingHot Desking or Hotelling as some call it is a Flexible Workspace Floorplan which has become popular especially in fast growing companies who may not have the resources or space needed to house all their employees at once. While the benefits associated with this style of seat management may seem alluring to some it can also become a major problem and actually dramatically affect morale and efficiency in negative ways if not implemented properly and gradually and managed by strong leaders. There are many costs associated with transitioning to this style of seating and there has been much scrutiny and criticism on whether or not Hot Desking is a productive endeavor. A Flexible Floorplan is often necessary to justify the investment of having mobile employees or those who do any significant amount of work from home, obviously it is redundant to have an entire workspace set up in the office for someone who is only on the premises for a few hours a week. Giving employees the ability to work outside the office and from the comfort of home can result in an increase in productivity but can also be a catalyst for the exact opposite effect. Also employees who work from home often have a sense that they are under more scrutiny than those who work in the office as well; feeling as though missing a call or not replying quickly enough to an email could label them as “slackers” amongst their peers and often this suspicion is true even if they are exemplary workers who consistently meet deadlines and requirements. Transitioning to Flexible Seating also has many substantial costs even if a Cubicle System has never been implemented. Many companies who use Hot Desking provide laptops for their employees which can be an enormous expense especially considering the cost of a good laptop can far outweigh the cost of a comparable desktop unit. Along with the cost of the laptops themselves is the demand they create for a docking station with which to power the units, which by itself can be very costly and often times will not truly be universal even when labeled and sold as such. Special workplace strategy training might also become a requirement and expense if employees do not immediately take to an open floor plan. The loss of a permanent workspace also eliminates the ability to give employees dedicated phone lines and may require an employer to provide cellular phones and coverage to their employees, again adding to the cost and creating an ongoing expense. Many employers who use the Hot Desking system will also have employees who do a significant amount of work from home, eliminating the need for them to come into the office and creating less employment cost for the employer (ie. Electricity, phone usage, plumbing facilities etc.) however; this does not completely eliminate the cost but rather transfers it to the worker who must now pay for the electricity they use at home as well as any other utility or good that they consume during work hours. Working from home may also create a sense of a domestic prison as a person can start to feel as though they can never truly get away from their work like they would working in a Cubicle System. Who Reigns Supreme?In todays business world the question of which seating system is the right choice for your office can be answered like many others, with more questions. Do you already have a Cubicle system in place? Are you currently expanding or do you plan on doing so in the near future? How much floorspace does your office provide? And are you prepared for the different costs each system presents? For very small offices I would suggest the more flexible Hot Desk System as jamming many cubicles into an already limited space can create claustrophobic feelings among employees and may end up hurting the morale that the cubicles are intended to boost. Larger areas however are often tailor-made for cubicles and implementing the Fixed Seating System can improve morale, workplace efficiency and intercollegiate collaboration as well as providing the ability to accommodate employees with special physical or technological needs. Before choosing either option though, it is highly recommended that as much research as possible is done to ensure a wise investment in the future of your business.
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