Greater flexibility and efficiency with desk sharing
More flexible use of space, happier teams, lower costs: these are the benefits of successful desk sharing in the best-case scenario.
Read on to learn how desk sharing works, what matters most, and how to implement it safely and fairly.
This article shows ...
- what desk sharing is,
- how to implement a well-thought-out management system,
- the advantages and challenges of this model,
- six guidelines for successful desk sharing,
- what to consider in terms of equipment and organization.
What is desk sharing?
Also known as hot desking, desk sharing means that employees do not have fixed desks, but rather share workspaces ("shared desks"). Although desk sharing is connected to concepts such as open space and activity-based working, it should not be confused with them. No structural changes are necessary; the focus is on desk usage.
Due to the rise of hybrid work models and increased remote work, desk sharing has become more important in recent years. It is therefore not just an office trend, but a central component of modern workplace consulting strategies. These strategies help companies make optimal use of work environments and adapt them to the needs of employees and business processes. Desk sharing changes spaces, collaboration, and culture.
Successful desk sharing requires thoughtful management
Desk sharing changes spaces, collaboration, and corporate culture. For the model to work, several components must come together.
Clarify the goal
of desk sharing
Analyze space utilization and presence patterns
Develop
rules and quotas
Comprehensively review technical fundamentals
Adapt and implement equipment
Encourage acceptance through transparent information and participation
Advantages of desk sharing –
more than just cost savings
Based on our experience and customer feedback, desk sharing creates comprehensive added value on numerous levels.
- Efficient use of space: Space consolidation through desk sharing ensures fewer empty spaces, higher utilization, and lower rental and operating costs.
- Fewer empty corridors: People encounter each other more often in smaller spaces. This transforms the office into a place of interaction.
- Clean desk policy: If workstations are changed daily, a clean desk policy is essential. This ensures greater order and cleanliness, and it supports data protection, as documents cannot be left lying on desks.
- Collaboration: Allowing employees to choose their desk neighbors promotes constructive collaboration and innovation. This promotes constructive collaboration and innovation.
- Culture: Moving to different locations breaks down barriers and opens up new perspectives. Cross-departmental desk sharing encourages networking beyond one's own team.
- Flexibility: Space savings achieved through desk sharing enable additional room types with alternative work locations for focused work, project work, and exchange.
- Attractiveness and sustainability: Modern work environments contribute to employer branding and corporate sustainability by reducing space needs and emissions.
Challenges of desk sharing –
what companies should bear in mind
Although desk sharing offers many opportunities, it also presents a number of challenges that should be considered when implementing the model.
- Identification with the workplace: Without a personal desk, many employees initially lack a sense of belonging. The space may seem impersonal.
- Setup time when changing seats: Changing workstations daily and reorganizing all materials requires additional time, especially in the initial phase.
- Different requirements depending on role: Not every job benefits from a flexible workplace model. For some roles, fixed workplaces are more efficient.
- Mixed models: Tensions can arise where flexible and fixed spaces collide. For example, managers may prefer to keep their offices.
- Data protection and confidentiality: Sensitive data and confidential conversations are more difficult to protect in shared spaces.
Six guidelines for successful desk sharing
The biggest challenges of desk sharing lie in attitudes, routines, and expectations. To ensure that desk sharing runs smoothly and fairly in everyday life, binding rules are necessary. If these rules are considered framework conditions and are continuously reviewed and adapted, desk sharing can be a major success factor. It is important to understand that these rules must be weighed and implemented differently depending on the company and its needs.
Defining home zones
Home zones are clearly defined areas within an office that are assigned to a department, team, or project group for desk sharing. Each day, employees choose a free workspace within these zones. This model makes finding your way around easier and strengthens identification with the working environment, as teams have a recognizable "home base." Defining home zones also makes storage space planning and data protection-compliant solutions easier.
Develop principles
Rules clearly define what is permitted or prohibited when sharing desks. While they create security, they can also seem rigid. Principles, on the other hand, provide guidance without controlling every detail. In this way, principles promote personal responsibility and a shared attitude. Teams can develop their own principles and display them visibly in the room. For example, one principle could be, “I am considerate of breaks, noise levels, and the needs of others.”
Objectify exceptions
When certain roles or individuals have permanent desks, it sends a strong signal to everyone else. Therefore, exceptions should only be made when they are objectively justifiable, such as in cases involving special data protection or security requirements. Transparency is crucial; privileges without objective reasons undermine acceptance and promote mistrust.
Involve managers
Managers can lead by example by integrating themselves into the shared space. This sets an example and creates closeness and trust. Managers experience the system firsthand and demonstrate that desk sharing applies to everyone, not just employees. This attitude is more effective than any formal rule and facilitates the entire change process.
Practice a clean desk policy
Leave all workstations clean and neutral, free of personal items or documents. Implementing this policy usually doesn't require changing processes or making investments, and it greatly facilitates collaboration when sharing desks.
Create a new sense of identity
When personal desks are no longer available, a new sense of identity must be established. Teams should collaborate to develop strategies that make the space feel lively. One way to achieve this is by creating team-specific boards with pictures and quotes, visible team goals, or successes.
Our practical tip:
Managers can lead by example by integrating into the shared space, which fosters closeness and trust. They experience the system and signal that desk sharing applies to everyone. This approach is more effective than any formal rule and facilitates the entire change process.
Equipment and organization –
the basis for effective desk sharing
Clear structures are essential for effective desk sharing, both in terms of physical equipment and organizational support. The following areas are particularly important:
Desk sharing with quotas
A good desk sharing quota is important. If too many workstations are planned, the effect is lost. If there are too few, frustration arises. A wisely chosen balance ensures both efficiency and acceptance. Frequently used quotas range from 0.5 to 0.7. This means there are 50 to 70 workstations for every 100 employees.
Standardized workstations
To ensure that any changes are straightforward, all workstations should be equipped similarly. Height-adjustable desks and chairs promote workplace ergonomics, allowing employees to adjust them to their ideal position. Uniform technical interfaces, such as docking stations, facilitate the quick setup and removal of individual end devices.
Storage solutions
Without fixed desks, personal belongings and work materials need a safe place to be stored. Centralized lockers or modular storage systems are ideal for this purpose.
Communication and transparency
Desk sharing means change. That is why it is important to explain early on why the model is being introduced, what the process will look like, and what goals are being pursued. Open communication reduces uncertainty and promotes acceptance. Involving employees early on and using managers as role models helps. Desk sharing can only be sustained if people understand the model, can contribute to it, and experience it firsthand. This can be achieved through targeted change management.
Our practical tip:
Digital tools for booking or administration can be helpful, but they should only be used if the complexity of the situation makes them necessary. Although a tool can create predictability, it often replaces direct coordination within teams, reducing communication.
Achieve success with desk sharing – give it a try!
Desk sharing can be a strategic tool for more efficient use of space, improved collaboration, and modern work methods. Whether desk sharing succeeds depends not only on the concept, but also on its implementation in everyday life.
Starting with a pilot area can be a helpful way to pave the way in your company.
We would be happy to help you identify your needs and develop a customized concept.
