The Flexopus Desk Sharing Guide

Flexible working is no longer just a trend; it is a reality in many companies. Hybrid work models in particular present firms with new challenges: How can workspaces be used optimally when not all employees are in the office every day? This is exactly where desk sharing comes into play. In this guide, we explain what shared desks mean, what a desk sharing concept looks like, what the challenges and success factors are, and why a Desk sharing software is indispensable.

Why is a desk sharing guide important?

The term Desk sharing describes a work model in which several employees share a desk. This means that there are no longer fixed workstations for all employees; instead, desks are used flexibly. Desk sharing is often equated with terms like shared desk or hot desking, but the core concept is the same. You can find more information on the definition in our glossary.

For desk sharing to work, a well-thought-out concept is required. A desk sharing guide defines the rules of the game and the framework conditions so that this way of working does not end in chaos with Excel spreadsheets and frustrated employees.

Components of a desk sharing guide and questions you should ask yourself:

• Analysis of space utilization: How many employees are actually in the office at the same time, and how many workstations are needed?
• Resource allocation: Which areas are intended for which teams? Should spaces only be available to specific teams, i.e., divided into so-called Home zones?
• Rules and guidelines: Cleanliness, personal belongings, reservation times – a clean desk policy is essential. What rules are needed?
• Communication: All employees must understand the benefits and accept the change. How will the implementation be communicated?

A good desk sharing concept takes into account not only the office space but also the corporate culture and the needs of all employees.

Desk sharing in everyday work

Desk sharing is hardly practical without digital support. This is where Desk sharing software comes into play.

This software makes it possible to manage workstations. Employees can see in real time which desks are available or reserved, allowing them to plan their ideal workday.

There are many reasons why desk sharing is indispensable for a modern office: with clear workstation booking via a workplace management software, it is clearly defined who is sitting where and when. This ensures predictability and prevents frustration when looking for a desk. In addition, the simple administration for admins, including detailed analysis functions, stands out: you can make precise optimizations to the space and, in the best case, even save on office space.

Transparency regarding utilization and space requirements is beneficial for both the environment and the company's budget. Furthermore, desk sharing enables the fair distribution of work resources, regardless of whether colleagues arrive at the office in the morning or only at noon. If the resource is booked using desk sharing software, it remains fair. Another exciting point is the integration into the existing work environment through connections to Outlook, Teams, Google and many more.

Especially for companies that want to introduce desk sharing in Germany, reliable desk sharing software is crucial to gain acceptance from the team. As the saying goes, "You can't teach an old dog new tricks."

However, there are also challenges associated with desk sharing, which can be read about in the blog article “Advantages and Disadvantages of Desk Sharing” .

Best Practices: Shared Desk Etiquette

For desk sharing to work, you need a shared desk etiquette. With the introduction of shared desks or hot desking, desks should be left in a state that allows others to work clearly and without the clutter left behind by the previous user. These points are particularly unavoidable when introducing desk sharing:

1. Clean desk policy:

Leave the workstation as you found it. After all, who wants to deal with a colleague's crumbs on the keyboard? Documents and IT hardware must be cleared away after using the workstation. To avoid having to take items like hard drives or work laptops home with you, you could take the opportunity to store everything you need for the next day in a locker. With Flexopus, you can easily use a locker via SmartLocks: this way, all documents, folders, and IT hardware are neatly stowed away and secure.

2. Neutrality at the desk:

Personal items should be taken home after work or, as mentioned in point 1, stored properly and securely. For example, in a locker, safe, or designated cabinets.

3. Mutual respect:

It goes without saying, but it is essential to be considerate of colleagues and avoid unnecessary disturbances in shared spaces. Loud conversations and team workshops should take place in designated zones, meeting rooms, or phone booths, which can also be managed via Flexopus.

4. Technical check:

Equipment must be handled properly, updated according to company policies, and maintained. With a shared desk policy, it is important to report defects directly to the responsible admin so that the workspace remains comfortable and fully functional for everyone.

Desk sharing: Step-by-step introduction and guide

Introducing desk sharing is a change process that requires effective communication. As the saying goes, old habits die hard! However, with the right steps, it can be done smoothly:

1. Analyze your space

‍To understand your team's needs, you should first survey their habits, determine the minimum standard setup for workstations, and calculate the average number of days the team spends in the office per week.

This analysis is incredibly important for determining the right number of desks and enabling efficient hotdesking. If you introduce an arbitrary number of desks without data, shared desks can quickly lead to frustration and resistance. Therefore: define your spaces and develop a customized concept first!‍

2. Develop your concept

‍Using the data from your analysis, you can define zones for collaboration, phone calls, video calls, meetings, and breaks. How can the desks be arranged to allow for focused work while still enabling casual conversation? This concept is the heart of desk sharing.‍

3. Change communication

‍To gain team acceptance, the project must be communicated clearly. Highlight all the benefits of desk sharing and bring your team along on the journey to a modern smart office.‍

4. Software selection and joint test phase

‍Desk sharing only works with the introduction of a desk booking toolt o make booking workstations easy with just one or a few clicks. Do not leave the entire responsibility to the team, as this quickly leads to rivalry and frustration.
Choose the most suitable software, compare Pricing different options, set clear requirements, and launch a pilot project with a small group. These insights are crucial for the successful introduction of desk sharing.

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4. Introduce the software

‍Select a desk booking system or, ideally, a comprehensive workplace management software like Flexopus and roll it out in a controlled manner. Bring your concept to life with Flexopus floor plans by mapping out all zones, desks, rooms, and perhaps even parking spaces. Involve your team, focus on clear communication, and build trust.‍

5. Employee feedback

‍Collect feedback after the first month of implementation and take both criticism and praise very seriously. Most concerns have underlying reasons that can be addressed, which will significantly increase efficiency and adoption. Flexopus also offers free features such as catering and facility service bookings, as well as event management. You might find through your team's feedback that you can further optimize internal processes at no extra cost.‍

6. Measure results

‍After six months, Flexopus analytics data can be used to implement initial optimizations and restructuring. Perhaps there are office areas that are rarely used, the equipment at some desks is inadequate, there are too few phone booths for calls, or a desk check-in process is needed. With Flexopus, you can continuously optimize your smart office together with your team.‍

7. Scale results and save costs

‍Do you have other locations where desk sharing makes sense? With the insights gained over the last few months, you can continue to scale. In addition to a desk booking system, room booking system and parking space booking system it also offers a visitor management system including a kiosk terminal and badge printing, as well asAsset Managementfor IT hardware and fleet inventory management.
All of this can be handled in an all-in-one solution.

Desk sharing checklist / implementation guide

Download the desk sharing implementation checklist and find the optimal solution for your company!

Conclusion

Desk sharing is the heart of the modern office. It is a sustainable response to the demands of modern working environments, which are becoming increasingly digital. With a well-thought-out desk sharing guide and the right software, the model can be implemented successfully.

Companies benefit from cost savings, flexibility, and efficient space utilization. At the same time, it requires clear rules and open communication to avoid potential downsides. One thing is clear: corporate culture plays a major role in whether it succeeds or not. Trust, delegation of responsibility, and involving the team in defined processes are just as important as a sound concept and the right software.

Be sure to create an individual checklist for this purpose, building on the points listed here for implementation via a guide. Flexopus is happy to help you with this. Contact us here without obligation!

Flexopus is one of the leading desk sharing solutions in Germany. With our user-friendly workplace management software, desks, meeting rooms, parking spaces, and other resources can be easily booked and managed. Supplementary modules for asset management, visitor management, catering, and event management make Flexopus a holistic solution for the modern office. Secure, flexible, and GDPR-compliant – with hosting in Germany.