Settlers, vagrants and mutual indifference: unintended consequences of hot‐desking

Facilitating hotdesking in a hybrid campus environment: lessons from the hotdesking experiences of doctoral students in a US public university

Purpose

University faculty, researchers and graduate students are increasingly working out of hotdesks, nonterritorial workspaces available on a “first come first served” basis and cleared of all work and personal possessions at the end of every work session. The aim of this study of the hotdesking experiences of doctoral students in a US public university facility is to identify the themes and coping behaviors associated with hotdesking and examine their implications for campus workspace design and policymaking.

Design/methodology/approach

This study uses multiple methods – direct and participant observation of flex workspaces in the study site, semi-structured interviews of doctoral students hotdesking in the study site and archival research of public institutional data.

Findings

Study participants work early or late to secure suitable hotdesks, perform important tasks in locations other than the study site, incur co-working space and home office costs, etc. to cope with the themes of uncertainty, lack of control and lack of workspace continuity associated with hotdesking. Workspace reservation systems, storage lockers and workspaces for diverse tasks can improve the on-campus hotdesking experience. Off-campus support such as financial support for setting up and maintaining a home office, subscription to co-working spaces, etc. can facilitate productivity and foster a sense of connection in hotdesk users.

Originality/value

This study contributes evidence that hotdesking doctoral students operate in a hybrid work environment composed of on- and off-campus locations. This study provides original insight that hotdesk users need on- and off-campus workspace support to experience productivity, connection and well-being in a hybrid campus work environment.

Eine explorative Untersuchung der Einflüsse von ABW-Büromerkmalen auf die Wahrnehmung der Organisationskultur

Dieser Beitrag der Zeitschrift Gruppe. Interaktion. Organisation. (GIO) untersucht, wie Designmerkmale aktivitätsorientierter Arbeitsumgebungen (activity-based working, ABW) Einfluss auf die Wahrnehmung von Clan-Organisationskulturen nehmen können. Bisherige Forschungsarbeiten haben Designmerkmale selten isoliert von anderen Eigenschaften der physischen Umgebung betrachtet und in Zusammenhang mit Organisationskulturen gestellt. Es wurden halbstrukturierte Interviews mit acht Teilnehmenden aus verschiedenen Organisationen geführt, die eine ABW-Umgestaltung mit Ziel einer hierarchisch flachen Clan-Kulturentwicklung miterlebt haben. Die Mehrheit zuvor berichteter funktionaler und assoziativer Einflüsse auf Clan-Kultur-Indikatoren wie Kommunikation, Zusammenarbeit, Beziehungen, Zugehörigkeit und kollegial-beratende Führungskultur wurden identifiziert. Besonders Unterthemen, wie z. B. dynamische Atmosphäre, fokussierter Austausch, Offenheit und Firmenidentifikation wurden bestätigt oder neu identifiziert. Querschnittsthemen, die funktionale und assoziative Einflussmechanismen vertiefen, waren Zugänglichkeit, Serendipität, psychologische Distanz und Territorialprinzipien. Die Ergebnisse deuten darauf hin, dass die Bürogestaltungsmerkmale auf komplexe Weise mit der Organisationskultur zusammenhängen; die Bürogestaltung scheint die Organisationskultur unterstützen zu können.

Inclusive Design of Workspaces: Mixed Methods Approach to Understanding Users

Accessible design within the built environment has often focused on mobility conditions and has recently widened to include mental health. Additionally, as one in seven are neurodivergent (including conditions such as ADHD, autism, dyslexia, and dyspraxia), this highlights a growing need for designing for ‘non-visible’ conditions in addition to mobility. Emphasised by the growing disability pay gap and the disability perception gap, people with disabilities are still facing discrimination and physical barriers within the workplace. This research aimed to identify key ways of reducing physical barriers faced by people with a disability and thus encourage more comfortable and productive use of workspaces for all. Once the need for designing for a spectrum of users and inclusive workspace design was understood, a survey was then circulated to students and staff at a large university in the UK (working remotely from home), with the aim of understanding how people have adapted their home spaces and what barriers they continue to face. Quantitative and qualitative results were compared to the literature read with key issues emerging, such as separating work and rest from spaces in bedrooms. The survey findings and literature were evaluated, extracting key performance-based goals (e.g., productivity and focus within a study space) and prescriptive design features (e.g., lighting, furniture, and thermal comfort), whilst also considering the inclusivity of these features. The key conclusion establishes that, to achieve maximum benefit, it is important to work with the users to understand specific needs and identify creative and inclusive solutions.

Conceptualizing social well-being in activity-based offices

Purpose

The purpose of this article is to aid conceptualization of social well-being at work by identifying its components in a contemporary office context, so adequate measures can be developed to monitor social well-being and to assess the impact of interventions in the workplace.

Design/methodology/approach

This study used existing interview data from recent post-occupancy evaluations of two large activity-based flexible offices in the Dutch public sector. Data-driven concept mapping of 182 different employees' statements on social aspects of well-being was used to find communalities in their perceptions.

Findings

From the data 14 key concepts emerged referring to employees' social needs, reactions to (anti-)social behaviour of others and perceived social affordances of the work environment. Contrary to established theory, social well-being appeared to be a context-bound phenomenon, including components of both short-term hedonic and long-term eudaimonic well-being.

Research limitations/implications

The findings serve as an inductive source for the further development of adequate measures of social well-being at work. Limitations concern the specific (cultural) setting of the cases and the use of existing data.

Practical implications

Preliminary suggestions for fostering social well-being include change management, participatory design, being alert of the identified risks of activity-based offices and supporting privacy regulation, identity marking and a sense of community, as well as a diversity of informal face-to-face interactions balanced with quiet spaces.

Originality/value

This article contributes to the conceptualization of social well-being in contemporary offices by discussing established social well-being theory and analysing real-world data, using a method novel to management research.

Perceptions and performance of knowledge workers transitioning from single-cell offices to shared workspaces: evidence from panel data

Purpose

to evaluate the experiences of knowledge workers who work in shared workspaces and those who moved from single-cell offices to shared workspaces.

Design/methodology/approach

Knowledge workers were surveyed before and after 34% moved from single-cell offices to shared workspaces. The authors exploit this panel design in the analysis.

Findings

Shared offices were rated as providing more distraction, less privacy and worsened indoor environment quality (IEQ) (p < 0.05). Perceptions of collaboration and networking also declined in shared workspaces. Distraction and a lack of privacy were negatively associated with self-reported productivity (p < 0.10). Neither IEQ nor collaboration nor networking was significantly associated with productivity. The perceptions of those who moved to shared workspaces and those who had worked in shared workspaces all along were statistically indistinguishable.

Research limitations/implications

The quasi-experimental control provides evidence that it is the office type, not the experience of moving, that accounts for the evaluative changes. There are limitations inherent in using a self-rating performance measure.

Practical implications

Organisations should be aware that the positive outcomes ascribed to shared spaces may not be apparent and that demands may outweigh benefits.

Originality/value

Knowledge workers are particularly impacted by distraction and interruptions to concentrated work. The quasi-experimental design controlled for the Hawthorne effect, demonstrating that it is the office type, not the move, that accounts for differences in perceptions.

Workspace preferences and non-preferences in Activity-based Flexible Offices: Two case studies

Activity-based Flexible Offices (AFOs) are innovations in workspace design that are being increasingly implemented in organisations. While most studies investigate satisfaction and perceived work support in AFOs, employees' workspace preferences are not addressed in the literature. The aims of this study were to (i) identify workspace preferences and non-preferences in AFOs, and (ii) investigate whether employees' workstation choices support their activities and align with their preferences. Two Swedish municipalities participated in the study. Data collection involved 27 semi-structured interviews and annotations on architectural drawings. The results showed that the interviewees preferred workstations that were both desirable and functional, and avoided workstations that were undesirable. This was due to functional, social, emotional and symbolic aspects of the workspaces as well as their physical structure and stimuli. The approach used in this paper can be adopted for improving the design of AFOs, thereby mitigating the stress of finding a suitable workstation.

From fading novelty effects to emergent appreciation of Activity-based Flexible Offices: Comparing the individual, organisational and spatial adaptations in two case organisations

Activity-based Flexible Offices (AFOs) are innovations in workspace design that have been increasingly implemented in organisations in recent years. There are conflicting research results on the long-term consequences of implementing AFOs. This paper investigates the changes (if any) that occur over time, in: 1) employee satisfaction with AFO solutions and perceived work support, 2) ways of working and using AFOs and 3) the AFO solution. Two organisations participated in the study. The data collection involved: (i) semi-structured interviews with 26 employees and (ii) process enquiries involving the collection of secondary data and interviews with facility management teams. The findings indicate that limited options for improving an AFO solution lead to lingering work environment problems. By contrast, modifying the solution through systematic processes based on employee feedback helped resolving the initial problems. Over time, this led to an increased appreciation and a sense of collective ownership of the AFO solution.

Office design and organizational change

Purpose

The purpose of this paper is to compare different employee perceptions of the success of one change: a move to new offices and an open-plan design.

Design/methodology/approach

In sum, 25 interviews were carried out in a New Zealand law firm that six months earlier had moved to new premises.

Findings

Contrary to academic and practitioner reports that open-plan offices are disliked, participants appreciated the new office space. A well-planned and highly participative program of change management led to positive perceptions of aesthetic design, open communication, collegiality, egalitarianism and inclusiveness.

Research limitations/implications

Given the small sample used in one organization, the study highlights the need for more research into the processes and outcomes of office space changes.

Originality/value

The roles of communication and culture, in particular, collegiality and egalitarianism, were salient factors in a complex web of causes and consequences in this context of change.

Collaboration, Physical Proximity and Serendipitous Encounters: Avoiding collaboration in a collaborative building

Despite the adoption of collaborative buildings and office spaces to improve collaboration, the expected benefits of spatial interventions often fail to materialize. In a study of an ostensibly ‘collaborative building’, we identified strategies that employees use to avoid collaborating (i.e. ‘focusing on existing collaborations’, ‘reinforcing group boundaries’, ‘enacting legacy policies’ and ‘minimizing social interactions’). These strategies combined to minimize serendipitous encounters, which led to the avoidance of new collaborations. Our findings address a theoretical tension in the literature as to whether proximity facilitates or inhibits collaboration. We also show that, while it is often difficult to facilitate serendipitous encounters in an ostensibly collaborative building, serendipity nonetheless plays a central role in the development of new collaborative partnerships.

Policies in Activity-based Flexible Offices -'I am sloppy with clean-desking. We don't really know the rules.'

Activity-based Flexible Offices (A-FOs) are offices with unassigned desks that provide a variety of workspaces. This paper presents desk-sharing and speech rules identified in A-FOs in four Swedish organisations, the emergence of and compliance with these rules, and their consequences for work conditions. Data collection involved 105 semi-structured interviews, document analyses, and observations. The identified rules were: (1) to remove belongings, (2) temporal restrictions on using the same workstations, (3) temporal restrictions on using scarce zones, (4) restrictions on verbal interactions, and (5) restrictions on phone conversations. The cases with extensive user involvement in their planning process had explicit unambiguous rules. A better compliance with rules occurred when (i) the employees were well-prepared and had a unified understanding regarding how and why to follow the rules, (ii) the rules were explicitly communicated and were regarded as easy to follow, and (iii) following the rules facilitated work and improved work conditions. Practitioner summary: Five rules were identified for applying desk-sharing and speech policies in A-FOs. Extensive user involvement resulted in having well-defined and explicitly communicated rules, and prepared employees for how to use the A-FO. Implicit and ambiguous rules led to conflicting interpretations, disregarding rules, and were associated with more negative work conditions.

Relocation to an activity-based flexible office - Design processes and outcomes

Many organizations relocate to activity-based flexible offices (A-FOs) and the results are mixed. This study aims at identifying factors in the design and implementation process that contribute to perceived performance and environmental satisfaction with A-FOs. A company with 50 employees was studied using interviews, questionnaires and documentation before and after relocation. The results showed that process factors such as objectives, financial and time resources, employee participation and empowerment, and methodological approach contributed to the outcomes. Perceived performance and employee satisfaction with the physical environment increased significantly after the relocation. Employee empowerment, highlighted by the employees, correlated with the performance and satisfaction parameters. A conceptual model is proposed relating process factors, internal and external organizational context, and physical office setting to work condition consequences and overall outcomes such as employee performance and satisfaction.

Longitudinal Effects of Activity-Based Flexible Office Design on Teamwork

This three-wave longitudinal interview study (time lag: 12 and 18 months) investigates the impact of working in an activity-based flexible office (A-FO) on processes within and across teams (i.e., communication, trust, cohesion, and collaboration) and team management. Based on a new theoretical framework on benefits and risks of A-FOs (A-FO-M; Wohlers and Hertel, 2017), we conducted interviews with 25 employees of an in-house training institute who recently switched from single cell or shared offices to an A-FO. The A-FO consisted of a main open-layout environment without assigned workstations and provided additional working zones appropriate for specific work activities. According to the A-FO-M, A-FO features are expected to alter visibility and proximity of employees compared to office environments with assigned workstations. Altered visibility and proximity, in turn, should be related to team processes, such as communication. The interview material was analyzed using qualitative content analysis. This textual analysis procedure revealed that the interviewees reported that inter-team collaboration improved while working in the A-FO. Reasons that were mentioned for this positive effect were more contact, communication, collaboration possibilities (joint project work), and trusting relationships. However, interviewees also reported negative effects, such as that teamwork suffered due to less communication and cooperation. Along with that, especially ensuring team cohesion and communication among team partners were the most often mentioned challenges for management since team members were spatially dispersed within the office building. Theoretical and practical implications, such as assigning additional team areas to support teamwork, as well as recommendations for future research are discussed.

An intelligent hot-desking model harnessing the power of occupancy sensing data

Purpose

The purpose of this paper is to develop a model to harness occupancy sensing in a commercial hot-desking environment. Hot-desking is a method of office resource management designed to reduce the real estate costs of professional practices. However, the shortcoming is often in the suitability and appropriateness of allocated work environments. The Internet of Things could produce new data sets in the office at a resolution, speed and validity of which that they could be factored into desk-allocation, distributing seats based on appropriate noise levels, stay length, equipment requirements, previous presence and proximity to others working on the same project, among many others.

Design/methodology/approach

The study utilises primary data from a commercial office environment in Central London (numerical building system data and semi-structured interviews) to feed a discrete events simulator. To test the hypothesis, the authors look at the potential for intelligent hot-desking to use “work type” data to improve the distribution of individuals in the office, increasing productivity through the creation of positive “work type environments” – where those working on specific tasks perform better when grouped with others doing the same task. The simulation runs for a typical work day, and the authors compare the intelligent hot-desking arrangement to a base case.

Findings

The study shows that sensor data can be used for desk allocation in a hot-desking environment utilising activity-based working, with results that outweigh the costs of occupancy detection. The authors are not only able to optimise desk utilisation based on quality occupancy data but also demonstrate how overall productivity increases as individuals are allocated desks of their preference as much as possible among other enabling optimisations that can be applied. Moreover, the authors explore how an increase in occupancy data collection in the private sector could have key advantages for the business as an organization and the city as a whole.

Research limitations/implications

The research explores only one possible incarnation of intelligent hot-desking, and the authors presume that all data have already been collected, and while not insurmountable, they do not discuss the technical or cultural difficulties to this end. Furthermore, final examination of the productivity benefit – because of the difficulty in defining and measuring the concept – is exploratory rather than definitive. This research suggests that not only human-centric smart building research should be prioritised over energy or space-based themes but also large-scale private sector collection of occupancy data may be imminent, and its potential should be examined.

Practical implications

Findings strongly suggest that the hot-desking may cost more in lost productivity than it gains in reduced rental costs and as such many commercial offices should revaluate the transition, particularly with a view to facilitate intelligent hot-desking. Companies should begin to think strategically about the wider benefits of collecting occupancy data across their real estate portfolio, rather than reviewing use cases in silos. Finally, cities should consider scenarios of widespread collection of occupancy data in the private sector, examining the value these data have to city systems such as transport, and how the city might procure it for these ends.

Social implications

This paper raises positive and negative social concerns. The value in occupancy data suggested herein, bringing with it the implication it should be collected en mass, has a noted concern that this brings privacy concerns. As such, policy and regulation should heed that current standards should be reviewed to ensure they are sufficient to protect those in offices from being unfairly discriminated, spied or exploited through occupancy data. However, the improved use of occupancy data improving workplaces could indeed make them more enjoyable places to work, and have the potential to become a staple in company’s corporate social responsibility policies.

Originality/value

This paper fulfils an identified need for better understanding the specific uses of occupancy data in the smart building mantra. Several sources suggest the current research focus on energy and rental costs is misguided when the holistic cost of an office is considered, and concepts related to staff – although less understood – may have an order of magnitude bigger impact. This research supports this hypothesis through the example of intelligent hot-desking. The value of this paper lies in redirecting industry and research towards the considering occupancy data in smart building uses cases including – but not limited to– intelligent hot-desking.

Managers’ and employees’ contradictory argumentations of spatial change

Purpose

The purpose of this paper is to present the results of a qualitative study concerning managers’ and employees’ rhetorical evaluations of a spatial organizational change.

Design/methodology/approach

The approach of rhetorical social psychology is applied to study how the actors of an organization speak about a transformation from a single-room office setting to an open, multi-space office. The material consists of 36 interviews.

Findings

It was found that the responsible managers and employees used contradictory argumentation of what “real work” is like and what the change will result in as rhetorical resources when supporting and contesting the transformation. Although their set of arguments and counter-arguments drew from the same beliefs and values, they were used for opposite purposes.

Practical implications

The results of this research advance awareness of the multidimensional and contradictory nature of change rhetoric and this understanding can be utilized in supporting more effective change programs. For example, instead of constructing unnecessary polarizations between those who resist change and its supporters, the study facilitates to identify the ambiguity of argumentation related to change and the differing symbolic meanings subscribed to.

Originality/value

The study contributes to the organizational change literature by showing the ambiguity of change rhetoric and the contradictory nature of argumentation, both within the talk of specific employee groups and between groups.

The demands and resources arising from shared office spaces

The prevalence of flexible and shared office spaces is increasing significantly, yet the socioemotional outcomes associated with these environments are under researched. Utilising the job demands-resources (JD-R) model we investigate both the demands and the resources that can accrue to workers as a result of shared work environments and hot-desking. Data were collected from work experienced respondents (n = 1000) assessing the extent to which they shared their office space with others, along with demands comprising distractions, uncooperative behaviours, distrust, and negative relationships, and resources from co-worker friendships and supervisor support. We found that, as work environments became more shared (with hot-desking being at the extreme end of the continuum), not only were there increases in demands, but co-worker friendships were not improved and perceptions of supervisory support decreased. Findings are discussed in relation to employee well-being and recommendations are made regarding how best to ameliorate negative consequences of shared work environments.

Choosing where to work at work - towards a theoretical model of benefits and risks of activity-based flexible offices

Although there is a trend in today's organisations to implement activity-based flexible offices (A-FOs), only a few studies examine consequences of this new office type. Moreover, the underlying mechanisms why A-FOs might lead to different consequences as compared to cellular and open-plan offices are still unclear. This paper introduces a theoretical framework explaining benefits and risks of A-FOs based on theories from work and organisational psychology. After deriving working conditions specific for A-FOs (territoriality, autonomy, privacy, proximity and visibility), differences in working conditions between A-FOs and alternative office types are proposed. Further, we suggest how these differences in working conditions might affect work-related consequences such as well-being, satisfaction, motivation and performance on the individual, the team and the organisational level. Finally, we consider task-related (e.g. task variety), person-related (e.g. personality) and organisational (e.g. leadership) moderators. Based on this model, future research directions as well as practical implications are discussed. Practitioner Summary: Activity-based flexible offices (A-FOs) are popular in today's organisations. This article presents a theoretical model explaining why and when working in an A-FO evokes benefits and risks for individuals, teams and organisations. According to the model, A-FOs are beneficial when management encourages employees to use the environment appropriately and supports teams.

The mindset of activity-based working

Purpose

The study aims to provide insight on the relationship between a newly implemented workplace concept, its intentions, the actual use and ultimately its ability to function as a strategic tool. By addressing the intended and unintended consequences of planned spatial arrangements, the interest lies in studying underlying factors affecting the concepts’ ability to function as a strategic tool.

Design/methodology/approach

The case study builds on semi-structured interviews and observational studies from a larger Norwegian organisation that recently implemented an activity-based workplace concept. Concept descriptions and architectural drawings have also been important sources to study how the concept was interpreted and used by different groups.

Findings

Taking a socio-material perspective, the findings illustrate that spatial aspects and different concept structures, together with issues such as employee mobility and time spent in the office, different work processes, management style and departmental cultures influenced the way the activity-based workplace concept was perceived and taken into use.

Originality/value

The findings indicate that social and cultural aspects may play a more significant role in the adaptation process than previously emphasised. The article further provides knowledge on how organisations, in planning and implementation of such concepts, may address the right issues to overcome challenges and achieve the higher strategic ends.

STEM faculty response to proposed workspace changes

Purpose

The purpose of this paper is to use an affordance approach to understand how university faculty use and value their workspace and respond to proposed spatial changes.

Design/methodology/approach

A mixed method survey was given to faculty in the college of engineering at a large public American university. Data were analyzed using an affordance lens.

Findings

The analysis indicates that the majority of engineering faculty highly value private offices and appears resistant to non-traditional workspace arrangements.

Research limitations/implications

The authors performed the analysis with a relatively small sample (n=46).

Practical implications

University administrators need to communicate with faculty and take their opinions on spatial changes seriously. Changes to space may affect STEM faculty retention.

Social implications

This paper could affect the quality of work life for university faculty.

Originality/value

The paper provide needed research on how faculty use and value their workspace while discussing the implications of alternative workspaces within the academy. Theoretically, the authors contribute to ongoing research on relationship between material and social aspects of organizational spaces.

Flexibility in use

Purpose

Despite their growing popularity among organisations, satisfaction with activity-based work (ABW) environments is found to be below expectations. Research also suggests that workers typically do not switch frequently, or not at all, between different activity settings. Hence, the purpose of this study is to answer two main questions: Is switching behaviour related to satisfaction with ABW environments? Which factors may explain switching behaviour?

Design/methodology/approach

Questionnaire data provided by users of ABW environments (n = 3,189) were used to carry out ANOVA and logistic regression analyses.

Findings

Satisfaction ratings of the 4 per cent of the respondents who switched several times a day appeared to be significantly above average. Switching frequency was found to be positively related to heterogeneity of the activity profile, share of communication work and external mobility.

Practical implications

Our findings suggest that satisfaction with ABW environments might be enhanced by stimulating workers to switch more frequently. However, as strong objections against switching were observed and switching frequently does not seem to be compatible with all work patterns, this will presumably not work for everyone. Many workers are likely to be more satisfied if provided with an assigned (multifunctional) workstation.

Originality/value

In a large representative sample, clear evidence was found for relationships between behavioural aspects and appreciation of ABW environments that had not been studied previously.

Make it work! Creating an integrated workplace concept

Purpose

The purpose of this study is to investigate the relationship between organisational flexibility and individual adaptation in the implementation of integrated workplace concepts. The focus is on the interconnectedness between different concepts and organisational aspects, as well as on overcoming challenges to fully achieve the intended ends.

Design/methodology/approach

The discussion builds on a triangulated research design including: semi-structured interviews, observation studies and analysis of secondary material in the form of internal evaluation reports and quantitative questionnaire data.

Findings

To fully achieve the intended ends, organisational, cultural and managerial aspects need to be aligned with the interconnected workplace concept. To create alignment, the concept also needs to be supported by a process of continual improvement and organisational learning.

Research limitations/implications

The case study was conducted in one organisation. Additional empirical research is needed to provide more definite conclusions, guidelines and theories.

Practical implications

The findings highlight the importance of applying a socio-material perspective towards implementation and development of integrated workplace concepts. Emphasising change, learning and development rather than standardisation and equality, may, in the end, allow for better concept interconnectedness.

Originality/value

The originality of this study lies in the perspective of studying the implementation of integrated workplace concepts from a socio-material perspective, shedding light on employee and managerial adaptation to different interrelated aspects and measures.