The Flexopus Desk Sharing Guide

Flexible working is no longer a trend, but a reality in many companies. Hybrid work models in particular present companies with new challenges: How can workplaces be optimally used when not all employees are in the office every day? This is where desk sharing comes in. In this guide, we explain what shared desk means, what a desk sharing concept looks like, what challenges and success factors there are and why a Desk sharing software is essential.

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 is no longer a fixed workplace for all employees, but desks are used flexibly. Desk sharing is often used with terms such as shared desk or Hot Desking Equated, but essentially the same concept is meant. More information about the definition can be found in lexicon.

Desk sharing requires a well-thought-out concept for desk sharing to work. A desk sharing guide defines the rules of the game and framework conditions so that the 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:

• Land use analysis: How many employees are actually in the office at the same time, how many workstations are needed?
• Resource allocation: Which areas are intended for which teams? Should places only be unlocked for certain teams, i.e. divided into so-called home zones?
• Rules and guidelines: Cleanliness, personal items, reservation times — The Clean Desk Policy is essential. What rules are needed?
• Communication: All employees must understand the benefits and accept the change. How is the introduction communicated?

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

Desk sharing in everyday work

Desk sharing is hardly practicable without digital support. Here comes Desk sharing software into the game.

This software makes it possible to manage workstations. Employees can see in real time which seats are vacant or reserved and can thus create their ideal working day.

There are many reasons why desk sharing is essential for a modern office: With a clear workplace booking via a Workplace Management Software, It is clearly defined who sits where and when. This makes planning possible and there is no frustration when looking for a desk. In addition, the simple administration for administrators, including detailed analysis functions, stands out: You can make precise optimizations of the area and, in the best case, even save space. The transparency about occupancy and space requirements is interesting for both the environment and the corporate wallet. Desk sharing also enables the equitable distribution of work resources, regardless of whether colleagues arrive at the office in the morning or only at noon. If the resource is booked with desk sharing software, it remains fair. Another exciting point is integration into the existing work environment through connections to Outlook, teams, google and many more.

Reliable desk sharing software is particularly crucial for companies that want to introduce desk sharing in Germany to create team acceptance. True to the motto “What Hänschen doesn't learn, Hans never learns anymore.”

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

Best practices: shared desk etiquette

For desk sharing to work, a shared desk label is required. Because with the introduction of shared desks or hotdesking, the tables should be left in such a way that you can work clearly and without the ballast of the predecessor. These points in particular are unavoidable for the introduction of desk sharing:

1. Clean Desk Policy:

Leave your workplace as you found it. After all, who wants a colleague's crumbs on the keyboard? Documents and IT hardware must be put away after using the workplace. So that you don't have to take these objects home, such as a hard drive or work laptop, you could take the opportunity here and place everything that is needed again the next day in a locker. With Flexopus, you can simply use a locker using SmartLocks: This means that all documents, folders and IT hardware are well stored and secure.

2. Neutrality at the desk:

Personal belongings should be taken back after work or, as mentioned under point 1, stored properly and safely. For example, in a locker, safe or in designated cupboards.

3. Mutual respect:

It goes without saying, but it is essential that colleagues are taken into account and that there are no unnecessary disruptions to the shared space. Loud conversations and team workshops can take place in zones set up for this purpose or in meeting rooms or designated telephone boxes, which can also be displayed via Flexopus.

4. Technical check:

Devices must be handled properly, updated in accordance with company policies, and maintained. With the shared desk principle, it is important that defects are reported directly to the responsible admin so that the workplace can be used conveniently and fully functionally by everyone.

Desk sharing: step-by-step introduction and guide

The introduction of desk sharing is a process of change that requires good change communication. How do you say: Man is a creature of habit! With the right steps, however, this can be done smoothly:

1. Analyze your own area

‍In order to understand the needs of your own team, the habits of the team should first be asked, the minimum standard set-up that the jobs should have be determined and the average days that the team spends in the office per week should also be calculated. This analysis is incredibly important to determine the right number of desks and enable you to work efficiently with hot desking. When a made-up number of tables is introduced without data, Shared Desk can quickly lead to frustration and resistance. Therefore, first define areas and work out an individual concept!‍

2. Develop your own concept

‍With the data from the analysis, zones for collaboration, telephone calls and video calls, meetings and breaks can be defined. How can the tables be set up so that breastfeeding work is ideal, but that discussions can still take place in between? This concept is at the heart of desk sharing.‍

3. Change communication

‍In order to be accepted by the team, the project must be clearly communicated. Discover all the benefits of desk sharing and take your team along on the journey to the modern smart office. ‍

4. Software selection and joint test phase

‍Desk sharing only works with the introduction of a desk booking tool to make workplaces easily bookable with just a few or one click. Don't leave all responsibility to the team, as this quickly creates rivalry and frustration.
Choose the most suitable software, compare rates, set conscious requirements and launch a test balloon with a small group. These findings are important for the introduction of desk sharing.

4. Introduce software

‍Select a workplace booking system or, in the best case, a comprehensive workplace management software such as Flexopus and implement it in a controlled manner. Let your concept come to life with Flexopus floor plans and draw in all zones, tables, rooms and maybe even parking spaces. Involve your team, think about the right communication and create trust.‍

5. Employee feedback

‍Collect feedback after the first month of implementation and take criticism and praise very seriously. Most concerns have reasons for which there is a solution and will significantly increase efficiency and acceptance. Flexopus also offers features that are free of charge, such as catering and facility service bookings and event management. You might find out from feedback from your team that you can further optimize internal processes (free of charge).‍

6. Measure results

‍After just half a year, the first optimizations and restructuring can be carried out using Flexopus analysis data. Perhaps there are office areas that are reluctant to use, the equipment of some tables is inadequate, there are too few telephone booths for calls, or seats need to be checked in. With Flexopus, you can continuously optimize your smart office together with your team.‍

7. Scale results and cut costs

‍Do you have other locations where desk sharing makes sense? With the findings of recent months, it is possible to scale further. In addition to a workplace, meeting room and parking space booking, Flexopus also offers the Visitor management including kiosk terminal and badge printing and the Asset Management for IT hardware and vehicle fleet inventory.
All of this can be mapped all-in-one.

Desk sharing checklist/ introduction guide

Download the checklist for introducing desk sharing and find the ideal solution for your company!

conclusion

Desk sharing is at the heart of modern offices. It is a sustainable answer to the requirements of modern working environments, which are becoming increasingly digital. With a clearly thought-out desk sharing guide and the right software, the model can be successfully implemented.

Companies benefit from cost savings, flexibility and efficient use of space. At the same time, it needs clear rules and open communicationto avoid disadvantages. One thing is clear: The corporate culture determines to a large extent whether it works or not. Trust, delegation of responsibility and the involvement of the team in defined processes are just as important as a good concept and the right software.

Be sure to create an individual checklist, based on the points listed here for introduction using a guideline. Flexopus is happy to help you with that. Contact us here without obligation!

Flexopus is one of the leading desk sharing solutions in Germany. With our user-friendly desk sharing software, workplaces, meeting rooms, parking spaces and IT hardware are made easy to book. In addition, visitors can be registered in accordance with data protection regulations. 100% data protection compliant, secure and flexible.