Negotiating Solo Hotel Rooms For Work Travel

Employees should not be forced to share hotel rooms with their colleagues. It is not a good idea to ask employees to share hotel rooms, as it can be intense, it damages established boundaries, it breaks the duty of care towards the team, and it takes advantage of their goodwill.

However, there is no law prohibiting employers from requiring employees to share hotel rooms while on business travel.

The downsides of sharing a room with a colleague

Lack of privacy

Sharing a room with a colleague can be weirdly intimate. You don't normally see your coworkers in their pyjamas, hear them snoring, or become familiar with their sleep habits. After a long day of working or attending an event, you need some serious time and space to decompress.

Incompatible sleep habits

Differences in personal space zones, bedtime and bathroom rituals can cause conflict. For example, a light sleeper might be bunked with a snorer, or an early-to-bed sleeper might be paired with a night owl.

Medical conditions

Some people have medical conditions that they'd prefer not to disclose or be forced to manage in front of colleagues. For example, someone with irritable bowel syndrome or Crohn's disease might need a lot of time in the bathroom or have an urgent need to go, which could be a problem if their colleague is in the shower.

Stress

Work travel is typically draining, and most people want rest and privacy at the end of the day. Travelling for work can be stressful: the bad airport food, the jet lag, the unfamiliar bed. Being away from home and putting in long days in unfamiliar territory may already stress employees. While a small number of employees may be comfortable sharing a room, a room-sharing policy could create ill will between coworkers.

The legal and ethical issues of sharing a room

There are no laws prohibiting employers from requiring employees to share hotel rooms while on business travel. However, there are several ethical issues and potential pitfalls that may cause employee relations issues and cost employers in the long run through lower employee morale, higher turnover, and decreased productivity.

Firstly, travelling for work can be stressful for employees, and sharing a room with a colleague may create additional tension. For example, a light sleeper may be bunked with a snorer, or an early-to-bed sleeper may be paired with a night owl, leading to friction and ill will between co-workers. Furthermore, individuals have different concepts of personal space and varying bedtime and bathroom rituals, which can cause discomfort and conflict when shared with a colleague.

In addition to the potential for conflict, a room-sharing requirement may force an employee to disclose a disability that they would otherwise prefer to keep private. This could create an uncomfortable situation for the employee and put the employer in a difficult position legally and ethically.

To avoid these issues, employers may want to consider alternative cost-saving measures such as same-day travel, negotiating corporate rates, using less expensive hotel chains, or reducing travel costs in other areas like meals and transportation. If room-sharing is unavoidable, employers should provide employees with ample time to select their own roommates and allow them to pay the difference for a private room. It is also important to encourage open communication between roommates about their preferences and routines to minimise potential conflict.

Overall, while there may be no legal repercussions, requiring employees to share hotel rooms during work travel can lead to ethical dilemmas and negative consequences for employee morale and productivity.

The financial implications of sharing a room

While there is no law prohibiting employers from requiring employees to share hotel rooms when travelling for work, there are several financial implications to consider.

Firstly, employee morale, productivity and retention may be negatively impacted by a room-sharing policy. Employees may feel stressed and over-tired from long days in unfamiliar settings, compounded by a lack of privacy and personal space. This could lead to decreased morale, higher turnover, and reduced productivity, costing the employer more in the long run.

Secondly, employees with certain medical conditions or disabilities may feel uncomfortable disclosing their needs to a colleague. For example, an employee with a medical condition requiring frequent or prolonged bathroom use may not want to share this information with a coworker. Similarly, an employee with a sleep disorder or unusual sleep habits may feel reluctant to share a room, knowing it could disturb their colleague's sleep.

To avoid these issues, employers could consider alternative cost-saving measures. These include negotiating corporate rates with hotels, opting for less expensive hotel chains, or reducing travel expenses such as meal allowances and transportation costs. Another option is to allow employees to choose their roommates, pay the difference for a private room, or only require room-sharing when the room rate exceeds a specified amount.

By considering these financial implications, employers can make informed decisions that balance cost-effectiveness with employee comfort and productivity.

The impact on employee morale and productivity

The impact of room-sharing on employee morale and productivity is a complex issue that can have both positive and negative effects. On the one hand, room-sharing can lead to increased collaboration and bonding between employees, fostering a sense of teamwork and improving communication. This can result in enhanced productivity and creativity as employees feel more connected and engaged with their colleagues. Additionally, room-sharing can reduce travel costs for employers, allowing for more inclusive and diverse participation in work trips and potentially creating a sense of fairness and equality among employees.

However, there are also several drawbacks to consider. Room-sharing can invade employees' privacy and personal space, leading to discomfort and tension, especially if employees have different sleep habits, personal routines, or space requirements. This can result in disrupted sleep, increased stress, and decreased productivity. Additionally, room-sharing may require employees to disclose medical conditions or disabilities that they would prefer to keep private. It can also lead to potential conflicts and ill will between co-workers, affecting their morale and performance.

To mitigate these negative impacts, employers should carefully consider their travel policies and communicate them transparently to their employees. Providing employees with ample time to select roommates or allowing them to pay for private rooms can help ensure comfort and flexibility. Ultimately, employers should prioritize employee well-being and productivity by creating travel arrangements that balance cost-effectiveness with the need for privacy and personal space.

Alternatives to sharing a room

If you are uncomfortable sharing a room with a colleague on a work trip, there are several alternatives you can consider. Firstly, you could suggest to your employer that they allow employees to pay the difference between a private and a shared room. This way, you can have the privacy and downtime you need, without incurring any additional costs for the company.

Another option is to request that the company renegotiate corporate rates with the hotel chain or choose a less expensive hotel. This could reduce costs without requiring employees to share rooms. You could also suggest reducing travel costs in other areas, such as meals, transportation, or alcohol allowances.

If you are given ample time to select a roommate, you may be able to find a colleague with similar preferences and routines, which can make sharing a room more bearable. Alternatively, you could suggest that the company only requires room-sharing when the room rate exceeds a certain amount, as specified in the travel policy.

In some cases, you may also want to consider alternative accommodation options outside of traditional hotels. For example, you could look into shared accommodation options like Airbnb, which can offer a more personalised and flexible experience. Airbnb often has monthly rates that are more cost-effective for longer trips, and you can also access workspaces through partnerships with co-working spaces. However, keep in mind that some companies have specific policies about which types of accommodations are allowed on business trips, and there may be corporate rates in place with certain hotel chains.

Overall, it is important to communicate your preferences and concerns to your employer and work together to find a solution that respects your needs while also meeting the company's travel requirements and budget constraints.

Frequently asked questions