The way we work has changed dramatically. In today’s hybrid workplace, employees may spend part of the week at home, part on the road, and part in the office. With this new reality, the traditional assigned desk often sits empty, wasting valuable space and resources.

That’s where the flex desk comes in, a modern solution that redefines how offices are designed and used.

In this guide, we’ll explore what a flex desk is, why organizations are adopting them, and the technology that makes them successful. We’ll also highlight real solutions available at Vivo Technologies to help you bring flex desks to life in your workplace.

WHAT IS A FLEX DESK?

A flex desk is a workstation that isn’t tied to a specific employee. Instead, desks are available for anyone to use when they come into the office. Employees book or select a desk for the day, work productively, and leave it available for the next person.

Unlike the older concept of “hot desking,” which often led to disorganization, today’s flex desks are supported by desk booking tools, integrated AV systems, and personal collaboration devices that make the process seamless.

WHY FLEX DESKS WORK IN HYBRID OFFICES

COST EFFICIENCY 

Flex desks reduce wasted office space by ensuring every workstation is used effectively. This helps organizations lower real estate costs while still providing space for collaboration.

EMPLOYEE CHOICE

Employees can sit where it makes the most sense for their day, near their team for collaboration or in a quieter zone for focused work.

BETTER UTILIZATION OF TECHNOLOGY

With integrated AV and booking systems, flex desks aren’t just about saving space, they’re about ensuring every desk is fully equipped and functional.

TECHNOLOGY THAT POWERS FLEX DESKS

Flex desks only succeed when paired with reliable, modern technology. At Vivo, we provide solutions designed to make hybrid work smooth and professional.

DESK BOOKING SYSTEMS

Tools like the Logi Dock Flex are built specifically for shared environments. This all-in-one docking station allows employees to reserve desks in advance, check in when they arrive, and connect instantly. It integrates with Zoom, Microsoft Teams, and other platforms, giving organizations complete visibility into desk usage.

PERSONAL COLLABORATION DEVICES

Flex desk setups need simple, high-quality video options. Logitech webcams like the Logitech Brio 4K or Logitech MX Brio 705 ensure crystal-clear video, while earbuds such as the Poly Voyager Free 60+ provide professional-grade audio for calls and meetings.

SMART DESKTOP SOLUTIONS

For desks that need to do more, the Yealink DeskVision A24 is a powerful all-in-one collaboration display. It combines a 24-inch touchscreen, a built-in 4K camera, microphone array, and full Microsoft Teams integration. Perfect for individual work or flex desks, it eliminates the need for multiple devices while delivering a premium experience.

BEST PRACTICES FOR IMPLEMENTING FLEX DESKS

Flex desks are most effective when organizations follow a clear strategy:

• Pilot before scaling. Start with one floor or department and refine your process.

• Standardize setups. Equip each desk with the same technology so employees know what to expect.

• Train employees. Provide training on booking systems and connecting devices to reduce confusion.

• Create zones. Design spaces for focus, collaboration, and hybrid meetings, each supported by the right AV solutions.

FLEX DESKS: THE FUTURE OF HYBRID WORK

Hybrid work is not a passing trend. Gartner projects that nearly 39 percent of global knowledge workers will be hybrid by the end of 2025. Flex desks are not just about saving space, they represent a long-term shift in how offices are designed to support productivity, collaboration, and employee satisfaction.

By combining flexible seating with modern AV technology, businesses can create offices that are adaptable, cost-effective, and future-ready.

HOW VIVO CAN HELP

At Vivo, we know that flex desks are more than just rearranging office layouts—they’re about giving employees the tools to succeed.

Our team designs and deploys AV solutions tailored for hybrid workplaces, including:

• Desk booking systems like the Logi Dock Flex

• Personal collaboration tools such as Logitech webcams and Poly Voyager headsets

• All-in-one desktop collaboration with the Yealink DeskVision A24

And we don’t stop at deployment. Vivo provides ongoing support to ensure your systems stay reliable, secure, and aligned with your team’s needs.

Ready to make flex desks part of your hybrid strategy? Visit vivo.tech and let our specialists help you design the perfect workplace solution.

REFERENCES

• Gartner. “Forecast Analysis: Hybrid Work, Worldwide.” Gartner, June 2024.

• Harvard Business Review. “The Pros and Cons of Hot Desking.” Harvard Business Review, April 2023.