5 tips for choosing desk sharing software

The COVID-19 pandemic has shown that a large part of work can also be done from home. Recent surveys confirm that the majority of employees would like to work from home, at least in part, in the future. Companies therefore need new office concepts. Because when employees only work in the office for two to four days, they no longer need their own desk: Desk sharing is the motto to make the best possible use of only partially used workplaces and thus ultimately reduce fixed costs or redesign office space.

How to choose the right desk sharing software

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

To ensure that this doesn't end in chaos, one thing is needed above all else: processes. Desk sharing software can help and make it easier to switch from your own desk to a shared desk. When choosing desk sharing software, the following five points should be considered:

1. The software must be used by all employees intuitively usable be.
2. The software must also be on mobile devices be usable.
3. The software must Customization options offer.
4. The software must Data security ensure.
5. The software must Analysis options offer.

Intuitive usability

For employees to accept the new shared desk concept, it is important that they do not have any additional work as a result. The desk sharing software must therefore be easy, understandable and intuitive to use. Graphical representations in the form of digital site plans help with this. The flexible workplace should be able to be booked with as few clicks as possible — preferably from any device.

Mobile-optimized application

It is not uncommon for an employee to forget to reserve a job. This is usually only noticed on the train or on site in the company. Everyone has a smartphone in their pocket today. It is therefore all the more important that the desk sharing application also works as an app on smartphones or tablets — in addition to traditional booking via a laptop or desktop PC.

Options to customize

Companies are individual and therefore also have individual requirements for their booking system for flexible workplaces. So that these can be implemented, when choosing desk sharing software, care should be taken to ensure that basic settings such as maximum booking periods, office building opening times or role management can be defined accordingly.

Data security

Desk sharing software necessarily collects personal data about employees. It is therefore essential to ensure that these are handled in accordance with the GDPR and that the data is protected against manipulation, unauthorised access or access by third parties. Ask your desk sharing provider about the order processing contract and the server location (e.g. hosted in Germany).

Analytical features

In order to ultimately save fixed costs or redesign office space through flexible workspaces, the desk sharing software must not only be a booking system, but must also offer analysis options. Because only then can you measure utilization rates and identify savings or restructuring potential. One of the most important KPIs here is the utilization rate of individual jobs.

Flexopus - The desk sharing solution

Flexopus meets all of the above criteria for first-class desk sharing software. Our intuitive application allows employees to easily book flexible workspaces, meeting rooms, and parking spaces. We are also proud to have German Design Award 2024 won in the “Excellent Communications Design Apps” category, which underlines the usability and appealing design of our app. This award is a testament to our commitment to providing not only feature-rich but also aesthetically appealing solutions. Flexopus is also barrier-free in accordance with international WCAG standards.