Sharing a hotel room on a business trip — is it ok?

Beyond jet lag: The true cost of shared hotel rooms

Despite an exhausting day of business travel, Ariana is unable to sleep. Instead, she sees the clock in her hotel room slowly progress from 1:02 to 3:57 without her catching any ZZZs. While jet lag and an unfamiliar environment certainly contribute to her inability to get comfortable, the main problem is her colleague Patricia. Wearing a CPAP for sleep apnea, Patricia sounds exactly like Darth Vader.

“Didn’t this Sith in Curlers already cause enough trouble today?” Ariana thinks as she readjusts her pillow. Earlier, Patricia “came across” Ariana’s birth control pills in their shared bathroom. (Ariana remains convinced they were at the bottom of her travel tote.)

This discovery led Patricia to offer some grandmotherly advice about not waiting too long to have children in a marriage. “I came here for a trade show, not a family planning conference,” Ariana thought, holding her tongue.

As sunshine starts creeping through the curtains, Ariana knows one thing for sure: She will never again share a room on a business trip. And if her company is too cheap to provide a private room, she will likely stay home or even consider looking for a new job.

From a managerial perspective, room sharing may sound like a good idea (or not a big deal). The measure cuts travel-related expenses, which benefits the company financially.

Or, it keeps extra money in the business travel budget. Dollars are available to attend a greater number of events or bring along more staff members.

Some leaders claim to see shared hotel rooms as a team-building experience. Colleagues have the opportunity to socialize and learn more about each other. Managers reason that having a roommate on a work trip helps alleviate loneliness while away from home.

As Ariana’s experience shows, however, employees may view the travel policy to share rooms quite differently. Here, we examine why a company policy to provide each person with their own room might be in everyone’s best interest.

Separate rooms retain boundaries

Managers encourage professionalism in the workplace. They want cordial interaction among employees but generally discourage oversharing or prying into someone else’s business.

Likewise, they expect workers to dress appropriately and exhibit good hygiene. Such things contribute to an environment where people feel comfortable around one another.

When you ask that employees share rooms, all this goes out the window. Workers get a firsthand look at their roommates. Such glimpses can cause discomfort or tension.

Will you look at Bill the same way the next day after learning he always downs three shots of tequila before bed to help him sleep? Can you ever unsee Christine in her flimsy nightgown she says she must wear because of her horrible hot flashes?

And good luck facing your colleague at breakfast the next morning after you stunk up your shared bathroom!

Rather than promoting bonding, making workers double up may pull them apart. Besides the potential for embarrassment, you also run the risk of colleagues judging one another or sharing new information to fuel the gossip mill. Ask yourself if the money saved is worth this risk.

People need downtime and a good night’s rest

Travel in and of itself stresses out many people. Some dislike flying or driving long distances. Others hesitate to leave a spouse or find themselves worrying about what their kids are doing. Even a time zone change or a different bed can prove bothersome.

Add to the mix potential business-related challenges, such as dealing with fussy clients, engaging in endless small talk with new people, working more hours than usual, or struggling to learn new material.

Workers crave their own space after a long day. They want to make phone calls home. They do not wish for others to listen. Also, they want to watch TV. They do not want to worry that the sound will bother a roommate. The roommate tries to read.

After a long day, workers crave their own space. They want to make phone calls home without others listening. Or maybe they want to watch TV without worrying that the sound is bothering a roomie who is trying to read.

They want to remove make-up, put on old sweats, and chill without concerns about how they look to someone else. Bottom line: They want to be “off” work, not “on,” at the end of the day.

This freedom to recharge alone allows workers to return to business duties the next day feeling refreshed. The solitude also provides them with the maximum opportunity to create an environment conducive to sleeping well.

They are not subject to somebody else’s snoring, nor do they need to worry about their own. They can adjust the attire, temperature, and lighting to their preferences. If they feel like falling asleep with the radio on, so be it.

Single rooms eliminate potential legal and safety issues

Providing each employee with their own room is considered a courtesy that benefits both morale and productivity. No law exists that prohibits employers from requiring employees on business travel to share a hotel room. However, companies that make colleagues share rooms should realize that they might set the stage for some messy situations.

As much as you might want to believe it won’t happen, sharing quarters increases the risk of theft. One person can rifle through a purse, invade a jewelry box, or copy confidential information while the other is asleep or showering.

Even if it later turns out that the missing bracelet was left at home, the accusations and distrust can cause lasting damage to a long-term relationship.

Privacy and health: Unforeseen complications of shared rooms

In our post-pandemic world, some people remain vigilant about precautions such as hand washing, social distancing, using sanitizer, and staying away from others if they exhibit any symptoms.

Other people are more lax. If the two employees sharing a room are of different mindsets, problems can ensue — especially if they do end up getting sick.

Employers assign same-sex roommates in order to reduce the chances of sexual harassment or general uncomfortableness. This way of thinking assumes certainty of each person’s identity and ignores the fact that many people keep preferences private. Single rooms for all avoid the issue altogether.

Be particularly careful about asking a worker with a disability to share a room with someone else. The arrangement could force the disclosure of medical information the person does not want to share.

You could possibly violate the Americans with Disabilities Act (ADA) by putting an employee with an accommodated medical condition in a situation that lacks full privacy regarding prescriptions, medical equipment, and the like.

Also, keep in mind that you may be unaware of the medical conditions of staff members who have not requested ADA accommodations.

Someone who takes antidepressants or gives himself insulin shots may do so out of the eyes of others and prefer to keep it that way. A single room provides the space to attend to health matters without fear of discovery or judgment.

Alternative ways of saving money

Many leaders — especially those at small companies, startups, and nonprofits — argue that they cannot afford to provide individual rooms. They recognize the inconvenience but feel they lack a choice.

The Society for Human Resource Management (SHRM) offers these cost-saving alternatives to room sharing:

• Same-day travel, where possible.

• Renegotiation of the corporate rate with the hotel chain.

• Use of a less expensive hotel chain.

• Reduction of travel costs in other areas, such as meal and alcohol per diems and transportation.

• Virtual meetings.

The value of happy travelers: Investing in employee well-being

When discussing travel arrangements, ask (without pressure) if anyone would like to share a room. Workers who are good friends often enjoy spending time together.

Alternatively, you may have some nervous individuals in your group who would prefer to room with a colleague rather than stay in a hotel room alone.

Could you implement a travel policy that allows employees to cover the difference between a private and a double room out of their own pocket?

The possibility exists, but experts generally discourage the idea. The company looks cheap, and resentment builds among workers who cannot afford to pay.

Implementing a company policy of assigning each employee a separate room may ultimately result in fewer trips or participants, allowing for a more efficient budget. While not ideal, many bosses and employees see this trade-off as worthwhile.

Remember, happy employees make better brand ambassadors wherever they travel, and they bring a positive attitude back to the office when they return.