Hot Desking: Optimizing Office Space and Reducing Costs
Hot desking is a flexible office space management strategy that allows multiple users to share the same desk and phone at different times. This approach helps businesses minimize the need for dedicated office space, leading to cost savings. Hot desking can be implemented on either a temporary or permanent basis.
How Hot Desking Works
When a user activates the hot desking feature, all incoming calls to the user's extension (or as part of a hunt group or agent group) will be routed to the new desk and phone. Outbound calls from the hot desking phone will display the user's caller ID. It is important to note that other significant inbound traffic should not be routed to the originally registered extension.
Extension Numbers: Virtual vs. Real
- Real Extension Numbers: These are assigned to employees with fixed locations, such as switchboard operators or management.
- Virtual Extension Numbers: These are not registered to any physical location but are used to route calls to specific users.
*Note: Users can redirect their calls to a colleague covering for them using the Redirection star code (71) or the Redirection settings from the web interface.
Logging into a Hot Desk
Before using the Hot Desking feature, users must set their voicemail PIN.
- Go to the phone where you will be hot desking.
- Dial *70 and press the confirm button on the telephone keypad.
- Enter your extension number when prompted.
- Enter your voicemail PIN code when prompted.
- The system will acknowledge that the Hot Desking feature is in service.
Note: The system will automatically log users out of a hot desk each night. Users will also receive an email notification when a status change is initiated on their extension.
Logging out of a Hot Desk
To log out of a hot desk, dial *70 followed by your extension number from either the current hot desk location or a phone configured to your extension. The system will acknowledge that hot desking is no longer in service.
Limitations of Hot Desking
- Telephone preferences such as ring tones and address book programming cannot be transferred to another desk.