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Original poster

Colleague refusing to hotdesk at work – anyone else face this issue??

360 replies

Singleparent78 · 23/08/2022 10:23

Post-pandemic our offices have moved to a hotdesking set up as part of new hybrid working. Most FT staff now WFH 2-3 days/week and now, when they do come in, they no longer have ‘their own’ desk but instead sit at a series of desks which they book in advance – each desk has IT equipment, but staff have all been given laptops that they can bring in.

It’s not ideal but it encourages a good mixing of staff and ultimately saves money - with staff WFH it was possible to reduce the overall office footprint rather than have the same office with half populated desks. A lot of effort went into setting up the new hot desk system to ensure it was well kitted out and comfortable.

One Staff member has been refusing to come in and hot desk. Says it’s a policy that can’t be enforced, that this way of working is not in his contract.

He claims the desks aren’t access compliant – he doesn’t have a disability he just is complaining about the process of setting them up and doesn’t feel the set-up is compliant. He has been WFH for months now, refusing to come in and use the hot desks until he gets his own desk with a number of other requirements on his list.

HR have been useless, just saying I will need to make adjustments ‘to support him’ but my view is as he doesn’t have special requirements, just a general grievance, so needs to follow policy - otherwise what is the point of the policy?

Anyone else have this problem? How did you address it?

OP posts:
ItsSnowJokes · 23/08/2022 10:26

Has this person had a DSE assessment? You still have a legal requirement to be DSE compliant with hot decking. They might need specialist equipment (it's not just for obvious disabilities).

I would start with a DSE assessment and possibly an OH referral so you can be supportive to the employee and find what works well.

TitInATrance · 23/08/2022 10:27

Is he talking about the regulations for setting up display screens? Do you have laptop rests that adjust the height of the screen to a suitable level? They can be kept for the individual and used on any desk.

If he’s particularly tall or fat he may need an adjusted desk…and would have had one pre-Covid.

TitInATrance · 23/08/2022 10:28

Cross-post!

Heartrate · 23/08/2022 10:28

Singleparent78 · 23/08/2022 10:23

Post-pandemic our offices have moved to a hotdesking set up as part of new hybrid working. Most FT staff now WFH 2-3 days/week and now, when they do come in, they no longer have ‘their own’ desk but instead sit at a series of desks which they book in advance – each desk has IT equipment, but staff have all been given laptops that they can bring in.

It’s not ideal but it encourages a good mixing of staff and ultimately saves money - with staff WFH it was possible to reduce the overall office footprint rather than have the same office with half populated desks. A lot of effort went into setting up the new hot desk system to ensure it was well kitted out and comfortable.

One Staff member has been refusing to come in and hot desk. Says it’s a policy that can’t be enforced, that this way of working is not in his contract.

He claims the desks aren’t access compliant – he doesn’t have a disability he just is complaining about the process of setting them up and doesn’t feel the set-up is compliant. He has been WFH for months now, refusing to come in and use the hot desks until he gets his own desk with a number of other requirements on his list.

HR have been useless, just saying I will need to make adjustments ‘to support him’ but my view is as he doesn’t have special requirements, just a general grievance, so needs to follow policy - otherwise what is the point of the policy?

Anyone else have this problem? How did you address it?

Does he mean the desk/PC isn't set up for him individuallym? Have you done Display Screen Equipment risk assessments? How have they changed to accommodate the fact that people aren't working at the same set up everyday?

Probably he's using it as an excuse not to return to the office, but fwiw I worked in a hot desking set up about 15 years ago. It was horribly stressful and abolished by that company long ago. He probably needs an individual stress risk assessment too.

Original poster
Singleparent78 · 23/08/2022 10:31

Hi both - Thx for your comments. He's had a DSE assessment - so that's not the issue.

I've suggested that if this set up affects/is about his health or mental health that he be referred to Occupational Health but he doesn't want to.

He is just pushing back on the overall policy.

OP posts:
Rarenamer · 23/08/2022 10:33

As desks are booked in advance, can’t he just book the seat he wants before anyone else?

hot desking is rubbish, but we’ve found as most wfh 2/3 days, people tend to go to the same desk when they’re in the office, and then when are at home, the others who like that desk are in the office so it works well.

Its easier to go to the colleague you need for quick answers when you know where they sit instead of going round 3 floors of rooms looking for them!

SolasAnla · 23/08/2022 10:34

Is wfh in his contract or was it just covered by the aob clause?

You need to manage this with HR rather than try to make up policy.
Do you want to keep him on staff
Is his work not up to standard
Is his not being in the office causing problems
Are others supporting him or are they happy with the way the hot desking is workings
What is the company policy if a staff member is underperforming or if not attending the office is creating a knock on effect.
What has the company discussed around contractual agreements on wft / hot desking / office based

You could manage him by fixing his office days and getting IT to automate the booking system to a single desk.
But will he turn up on the days or can he decide which days are wfh or office?

Lemonlemon88 · 23/08/2022 10:34

We hotdesk but dont have to book a desk so this problem would be solved as if you really wanted to, you would just get there early enough to get the same desk everyday.

Original poster
Singleparent78 · 23/08/2022 10:34

But I hear you about dSE assessments - they are sort of pointless if we have to move from desk to desk, sitting in various chairs etc.

The problem is one can find faults in almost any office set up whether a fixed set up or hotdesking. I'm losing the will to accommodate his requirements as his is a general complaint that 'policy can't be enforced' and 'set up hasn't been done correctly.'

OP posts:
Original poster
Singleparent78 · 23/08/2022 10:37

@Rarenamer
As desks are booked in advance, can’t he just book the seat he wants before anyone else?

Yes, he can. But he's refusing to come in. Says he can't work with other people & wants a desk with his things.

OP posts:
Rarenamer · 23/08/2022 10:39

Ah I see, then it sounds like he’s just wants to work from home then.

SolasAnla · 23/08/2022 10:41

If people need specific work setup to work in the office then the hot desk system needs to accommodate that.
If joe needs a special chair /screen / etc then his booking of the adapted desk needs to bump other staff off that desk.

If HR wont back you the policy cant be enforced.

Ask him for a detailed analysis of what is part of the setup is causing hum problems and pass that to IT

Original poster
Singleparent78 · 23/08/2022 10:43

@SolasAnla

Is wfh in his contract or was it just covered by the aob clause?
WFH is not in his contract - ideally all our contracts need to be updated accordingly. Interestingly, he has no issue WFH even though it's not in his contract. New staff have wfh/hotdeking/working flexibly in their contract.

You need to manage this with HR rather than try to make up policy.
HR are just pushing this back to me. We have processes for dealing with underperforming staff but are new to this policy so don't have a mechanism to manage this.

Staff are pissed that he is not coming in because of various administrative loopholes and they know he wants to be at home with his animals (he has 3 dogs and has been vocal about saying he has to get a dog sitter when he comes in). sorry to dripfeed.

OP posts:
Fladdermus · 23/08/2022 10:45

What does 'set up hasn't been done correctly' mean?

I thought hotdesking had been killed off with covid anyway. I wouldn't want to come in and sit at a desk after some other minging colleague had been there. Pretty grim at the best of times, but post pandemic, nah

Original poster
Singleparent78 · 23/08/2022 10:45

If people need specific work setup to work in the office then the hot desk system needs to accommodate that.
If joe needs a special chair /screen / etc then his booking of the adapted desk needs to bump other staff off that desk.

Agree. But even if were to get him a better/special screen, chair etc he will refuse hotdesking in principle, so it doesn't matter.

OP posts:
NoodleDoodleDo · 23/08/2022 10:46

Ah I see, then it sounds like he’s just wants to work from home then.

Yep, sounds like whatever you suggest to accommodate him in the office will be dismissed by him as he doesn't want to be there.
Has he made a flexible working request to be fully home working so that can be considered?

UpendedPineapple · 23/08/2022 10:48

Suggest he has his own desk set up how he wishes but he needs to be in the office 5 days a week.

Original poster
Singleparent78 · 23/08/2022 10:48

@Fladdermus What does 'set up hasn't been done correctly' mean?

Says we
(a) didn't consult with staff on the set up (we did as much aa possible) and
(b) not disability compliant or checked by our disability officer. (space is not wheelchair accessible but no one in our team uses a wheelchair; separate space would be found for them).

OP posts:
Original poster
Singleparent78 · 23/08/2022 10:51

Has he made a flexible working request to be fully home working so that can be considered?

WFH full time not likely to be agreed as he's a senior member of staff who is supposed to be interfacing with other senior staff and attending onsite meetings.

Also not keen on rewarding people who complain with what they want while not offering the same option to people who have been coming in.

OP posts:
Rosehugger · 23/08/2022 10:52

Yeah, I wouldn't work anywhere with hot desking. I like having a few personal items around me and working at the same desk.

Wexone · 23/08/2022 10:54

If you are going to offer hot desking - all desks need to be equipped with everything people need to do their job and i mean everything. Chairs need to be set up that they can be adjusted easily and quickly for each people. Set up a system where you book your desk in advance. The argument i have is that if the work is being done well at home and that person has a good set up there why do they need to be in ? Humans by nature don't like change as someone pointed out above everyone goes for the same desk. Are the surrounding desks, seating his team so he can easily collaborate with them? I used to ho desk ( an am dreading it if they bring it in in my place ) its so stressful, getting the crap desk ( there is always one) things not work wrong chair being away from your team - its not worth it. Is the cost saving really worth your teams stress? I went into my office the other day - 1st time in ages- the desk i was at chair was broke, no docking station or keyboard. Took nearly an hour to get things set up - i was like a briar - drove an hour for this crap where i have my own desk two screens everything set up at home properly just for me - Its not worth it - Plus got nothing productive done

PinkFrogss · 23/08/2022 10:55

If WFH isn’t in his contract OP call his bluff.

He can either hybrid work and hot desk like ever else, or he can have his very own desk with all his stuff, set up for him etc, but he can’t work from home.

onlythreenow · 23/08/2022 10:58

Yeah, I wouldn't work anywhere with hot desking. I like having a few personal items around me and working at the same desk.

I agree - hot desking has always sounded like a nightmare to me, I would hate it.

Original poster
Singleparent78 · 23/08/2022 11:00

@PinkFrogss If WFH isn’t in his contract OP call his bluff.
Not a bad idea.

OP posts:
PantyMcPantFace · 23/08/2022 11:02

Maybe suggest he works in the office everyday (so therefore has his own desk) if the hot desking is an issue!

I would go back to your HR. Say you have issues with this guy and it needs to be addressed through the performance management process and they need to support you in carrying it out. It is up to you (I am guessing you are his boss) to manage it - but HR must support you through this if you have a new process. That support could just be coaching/directing you to the resouces/steps you need to take Escalate up the HR route if you do not get immediate support (so HR director).

If you HR continue to remain completely shit contact ACAS for support.