Desk Sharing
2023-12-21
“Don’t be afraid of desk sharing” — how Flexopus optimizes workflows
Desk sharing often causes skepticism, but when implemented correctly, it offers tremendous freedom. The article dispels myths and shows how companies can reduce fears. Clear rules, clean desk policies and smart tools such as Flexopus make finding a place stress-free. Find out how desk sharing strengthens team dynamics and creates space for inspiring working environments.
Table of Contents
An interview with Head of People & Culture, Stefanie Maamer
Thank you for your time. To start, could you tell us a bit about yourself and your company?
My name is Stefanie Maamer, and I am the Head of People & Culture at Banauten GmbH. We are a digital agency founded 6 years ago, focusing on social media projects. Regarding our work model, we use a hybrid work model. This means our employees work both from home and on-site in the office.
How long have you been using Flexopus?
We have been using Flexopus since the beginning of 2020.
Why did you decide to integrate desk sharing software into your company?
As a digital agency, we are primarily very interested in digital tools. We always want to stay ahead of the curve—both for ourselves and for our employees—when it comes to new technologies, especially tools that help us in our daily work and make it easier. For us, Flexopus is exactly that kind of tool.
Furthermore, we have grown significantly in recent years, much faster than our office space. Initially, Flexopus helped us optimally manage office attendance and eventually realize that we needed more space. I mentioned earlier that we work in a hybrid model, meaning colleagues work partly from home and partly in the office. For a long time, we didn't have a dedicated desk for everyone, which created the risk of coming into the office and finding no space available.
We also have rotating project teams, and it is very helpful for us if employees can book workspaces so they can sit together with their teams. Additionally, we wanted a simple way to book our meeting rooms and parking spaces, which can be reserved by both clients and employees.
Which aspects were important to you when choosing a desk sharing software provider, and who was involved in the decision-making process?
Our focus was primarily on usability—that the tool is easy to use and looks good. Of course, it was also important that the administrative effort remained low and that it was easy to manage.
Other reasons for us were data protection and data security, which were important topics for us, and ultimately, price also played a role. The management and IT departments were involved in our decision-making process.
Why did you choose Flexopus?
We were convinced by the perfectly fitting range of features, the simple and intuitive user interface, the fact that Flexopus is developed and hosted in Germany, and, of course, the price-performance ratio.
How long did the integration process take (from contract signing to full usage), and what challenges or difficulties did you encounter when integrating Flexopus?
Everything was set up and ready to go in just over a week. I believe we were among the first users of Flexopus, and in the very beginning, not all the features available today existed. The biggest challenge was encouraging employees to use Flexopus regularly.
How did you approach change communication?
Ganz am Anfang waren wir noch ein kleines Team und hatten auch noch für jeden Mitarbeiter und jede Mitarbeiterin einen eigenen Arbeitsplatz. Zu dieser Zeit war es nicht ganz selbstverständlich für die Mitarbeiterinnen und Mitarbeiter sich immer über Flexopus einen Platz zu buchen, weil klar war, dass es genügend Plätze gibt. Wir sind jedoch recht schnell gewachsen und es gab nicht mehr für jede Person einen eigenen Platz. So ging es recht schnell, dass Flexopus vom Team in den Arbeits-Workflow integriert wurde. Mittlerweile ist die Arbeitsplatzbuchung im Onboarding-Prozess integriert, wir stellen Flexopus vor und es ist für alle selbstverständlich, dass das Tool genutzt wird.
Wie hat sich Flexopus auf Ihre Arbeitsweise und Produktivität ausgewirkt?
Flexopus ist vor allem für unsere Projektteams sehr sinnvoll, weil sich diese tageweise zusammensetzen können, was Abstimmungen vereinfacht. Außerdem spart uns die Buchung von Besprechungsräumen und Parkplätzen Zeit, weil die Verfügbarkeit jederzeit eingesehen werden kann und so auch kurzfristige Buchungen jederzeit superschnell möglich sind.
Zum anderen hat auch die Pandemie großen Einfluss auf die Nutzung gehabt. Wir haben schon kurz vor der Pandemie angefangen, Flexopus zu nutzen und als es täglich neue Regelungen gab, konnten wir schnell darauf reagieren und beispielsweise nur eine bestimmte Anzahl an Plätzen freischalten, damit auch die Sicherheit unserer Kolleginnen und Kollegen zu jeder Zeit gewährleistet war.
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Wie gut funktioniert die Integration der Flexopus Software mit anderen Tools oder Systemen, die Sie in Ihrem Arbeitsalltag nutzen?
Wir nutzen Flexopus mit der Microsoft Integration, das heißt, wir können mittels des Microsoft Teams Add-ons Flexopus in Teams nutzen, in Outlook sämtliche Meetingräume direkt bei der Terminerstellung buchen und nutzen zudem Single-Sign-On und das funktioniert wunderbar.
Zu guter Letzt, welche Empfehlungen würden Sie anderen Unternehmen geben, die Desk Sharing in Betracht ziehen?
Wir als Unternehmen können Desk Sharing uneingeschränkt weiterempfehlen und andere Unternehmen dazu ermutigen, ein Tool wie Flexopus einzuführen. Ich finde vor allem Flexopus für Unternehmen, die ein hybrides Arbeitsmodell haben, sehr empfehlenswert, weil hierdurch natürlich auch Bürofläche eingespart werden kann, die vielleicht nicht mehr gebraucht wird. Es lohnt sich aber durchaus auch für Unternehmen, die zum Beispiel viele Meetingräume zu verwalten haben. Man sollte auf keinen Fall Angst vor Desk Sharing haben, da es aus meiner Sicht deutlich mehr Vor- als Nachteile mit sich bringt. Und ein Tool wie Flexopus unterstützt das Prinzip perfekt.
Vielen Dank, dass Sie sich die Zeit genommen haben.
The most important questions summarized
Why are many employees initially afraid of desk sharing and how can this be addressed?
The biggest concern is usually the loss of routine and a familiar "home base" in the office. Employees fear not finding a spot in the morning or wasting valuable time searching. Companies can counter this by involving staff early and emphasizing the benefits (flexibility, modern equipment). Reliable software like Flexopus is the key factor here: when employees can reserve their desk in advance, uncertainty disappears, and the transition to the new work environment is seen as a gain.
What role does a "clean desk policy" play in the success of a desk-sharing concept?
A consistent clean desk policy is the backbone of desk sharing. It requires that the workspace be left completely clear at the end of the day. This not only ensures order and hygiene but also provides the next colleague with a neutral and welcoming start. For this to work, companies must provide sufficient storage space, such as lockers or caddies, for personal items. This maintains professionalism and significantly lowers the barrier to sitting at a "stranger's" desk, as every space is ready for use at any time.
How does desk sharing transform the office from a mere workplace into a place of connection?
By dissolving rigid seating arrangements, colleagues who would otherwise rarely meet start talking to one another. Desk sharing promotes cross-departmental exchange and breaks down silos. The office becomes a dynamic hub: those who need focus book a silent zone; those seeking collaboration sit in team areas. Smart tools like Flexopus also show who is on-site and when, allowing meetings to be planned effectively. In this way, desk sharing not only increases space efficiency but also enlivens corporate culture and social cohesion.
Last updated:
2026-10-12
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