Ergonomics Around "Hot Desking" or “Flex Desk”(Shared Computer Workstations)

Hot desking , synonymous with Flex desking , is a flexible desking arrangement that is becoming more companies as it utilizes space more efficiently. There was an uptrend ever since the COVID-19 pandemic as employees transitioned to hybrid work. These “hot desks” are shared by employees of a department and each employee can chose to sit at a desk of their choosing on a first-come, first-serve basis. The name is inspired by “Hot Decking”, a practice used by sailors working on different shifts who may share the same sleeping quarters.

What are the Benefits of Hot Desking?

Hot Desking has these benefits for employers and employees:

  • Improved space utilization

  • Cost savings

  • Better employee relationships

  • Improved collaboration

  • Efficiency

  • Hybrid work flexibility

  • Employee satisfaction

  • Workplace cleanliness

So along with all of these benefits comes a fair share of ergonomic concerns.

Hot desking involves frequent transport of computer and desk equipment as employees are not storing equipment, only the desk space and chair. Since employees do not have a consistent workspace, the employee is not able to keep customizations of the chair, desk, and other workstation features to their own specific needs. Most employees may not bother with proper readjustment daily.

A list of the ergonomic risks factors involved include and ways to reduce them are:

  • Use a padded double strap backpack or rolling bag – to reduce contact stress on the shoulders, back, and neck.

  • Keep shoulders neutral parallel with hips and elbows under shoulders and not behind them when rolling bags behind the body – it will avoid twisting postures of the back and extension of the shoulder.

Tips for adjusting a flex desk.

  • If desk is height adjustable, adjust the chair height so feet are flat on floor - make sure the chair backrest is supporting the lumbar curve of the low back and adjust the seat pan to allow for a about an inch of room between the knee and front of the chair. Then adjust the desk to your resting elbow height.

  • If the desk is a fixed height, adjust the chair so that you are working with elbows at the top of the desk height - Use a footrest to support the feet, if one is available.

  • Adjust the laptop screen or external displays - the top of the display should be at eye level and you should almost be able to touch all of your displays sitting back into the chair.

  • Always use an external keyboard and mouse and avoid using the laptop keyboard and mouse – this allows the laptop screen to be elevated and creates better neutral positioning for the neck and shoulders.

  • Take regular stretch and movement breaks – this will help counteract the stress being placed on the body by poor blood circulation and repetitive motions.

  • Schedule virtual or onsite ergonomic assessments and training from certified professional ergonomists – getting Ergobility’s professional ergonomists’ to take a look at your computer workstations can help employees identify practical setups and techniques that they can use to employ proper mechanics at their workstation day after day.

Allen Yagjian