5 tips for choosing desk sharing software

The COVID-19 pandemic has shown that a large portion of work can also be done from home. Current surveys confirm that the majority of employees want to continue working at least partially from home in the future. Companies therefore need new office concepts. Because if employees only work in the office two to four days a week, they no longer need their own desk: desk sharing is the motto for making the best possible use of partially occupied workspaces and ultimately reducing fixed costs or redesigning office spaces.

How to choose the right desk sharing software

Desk sharing, also known as hot desking , describes a way of organizing workspaces. Instead of a fixed workstation, employees have so-called “flexible workspaces.” Desks are shared and occupied as needed.

To ensure this doesn't end in chaos, you need one thing above all: processes. Desk sharing software can provide support and make the transition from a personal desk to a shared desk easier. The following five points should be considered when choosing desk sharing software:

1. The software must be intuitively usable for all employees.
2. The software must also be available on mobile devices be usable.
3. The software must customization options offer.
4. The software must ensure data security .
5. The software must analysis capabilities offer.

Intuitive usability

For employees to accept the new shared desk concept , it is important that it does not create extra work for them. The desk sharing software must therefore be simple, clear, and intuitive to use. Graphical representations in the form of digital floor plans help with this. A flexible workspace should be bookable with as few clicks as possible—ideally from any device.

Mobile-optimized application

It is not uncommon for an employee to forget to reserve a workspace. This is usually only noticed while on the train or upon arriving at the office. Everyone carries a smartphone these days. It is therefore all the more important that the desk sharing application also works as an app on smartphones or tablets—in addition to the standard booking via a laptop or desktop PC.

Customization options

Companies are unique and therefore have individual requirements for their flexible workspace booking system. To ensure these can be met, when choosing desk sharing software, you should ensure that basic settings such as maximum booking periods, office building opening hours, or role management can be defined accordingly.

Data security

Desk sharing software inevitably collects personal data about employees. Therefore, it is essential to ensure that this data is GDPR-compliant and protected against manipulation, unauthorized access, or disclosure to third parties. Ask your desk sharing provider for the data processing agreement and the server location (e.g., hosted in Germany).

Analytics features

To ultimately save on fixed costs or redesign office spaces through flexible workstations, desk sharing software must be more than just a booking system; it must also offer analytical capabilities. Only then can you measure utilization rates and identify potential for savings or restructuring. One of the most important KPIs here is the utilization rate of individual workstations.

Flexopus - The Desk Sharing Solution

Flexopus meets all the criteria mentioned for first-class desk sharing software. Our intuitive workplace management software allows employees to effortlessly book flexible workstations via a modern desk sharing software, meeting rooms in the room booking system , and parking spaces via the parking management software . Additionally, external guests can be managed via the visitor management system register, equipment via the Asset & Inventory Management Software manage and organize catering and office services.

We are also proud to have won the German Design Award 2024 in the "Excellent Communications Design Apps" category, which highlights the user-friendliness and appealing design of our app. This award is a testament to our dedication to providing solutions that are not only feature-rich but also aesthetically pleasing. Furthermore, Flexopus is accessible according to international WCAG standards.