Desk sharing
2024-01-25
Recognizing potential: Optimizing empty office space with desk sharing
Empty desks are wasted potential. This article shows how companies can identify and optimize unused office space through desk sharing. Learn how to increase utilization, lower rental costs, and create a modern, hybrid work environment that perfectly combines flexibility and efficiency using smart tools like Flexopus.
Table of contents
The modern work landscape has undergone a profound transformation, accelerated significantly by the COVID-19 pandemic. As we move into the era of hybrid work, where remote and office-based tasks intersect, it is essential to find innovative solutions to avoid empty offices and maximize the utility of business premises.
How has office attendance changed since the pandemic?
The pandemic introduced a new standard for work: hybrid work. According to the Munich-based Ifo Institute, this flexible model has become the norm, allowing employees to effectively balance remote and office work. Even before the pandemic, 100% office attendance was rare due to factors like vacations, sick days, and business trips. "Currently, 12.3% of all on-site workstations are unoccupied on an average day due to working from home. Before COVID in 2019, it was only 4.6%," says ifo expert Simon Krause. "The share of unused workstations in offices has therefore roughly tripled." Hybrid work recognizes the need for flexibility, and the traditional notion that everyone is in the office at the same time is changing.
Impact on the real estate market
The shift toward hybrid work has not only changed how we work but has also impacted the real estate market. The demand for traditional office space has experienced a paradigm shift. Companies are now re-evaluating their space requirements, placing increasing emphasis on flexibility and cost-efficiency. This development affects commercial real estate and influences leasing trends and property values.
Space optimization with desk sharing software
Companies are looking for innovative solutions to optimize office space usage, and desk sharing has proven to be a game-changer. Desk sharing allows employees to use office space as needed, preventing the scenario of empty offices. Flexopus, an innovative desk sharing tool, proves invaluable in this context. Here is why:
- Dynamic workstation allocation: Flexopus enables dynamic workstation distribution based on actual occupancy needs. With the Live Plan, employees always have an overview of their office's current occupancy.
- Resource efficiency: By sharing desks, companies can significantly reduce the need for excess office space, leading to substantial cost savings. The Smart Analytics feature from Flexopus monitors facility utilization to enable informed decisions on space optimization.
- Seamless integration: Flexopus integrates seamlessly into existing office infrastructure, allowing for a smooth and efficient transition to desk sharing. For example, Flexopus can be integrated into MS Teams and MS Outlook.
- User-friendly interface: The user-friendly interface of Flexopus optimizes the desk sharing experience for employees and management alike. Extensive onboarding is not required – you can get started right away.
Transforming empty offices into attractive spaces
An innovative consequence of the desk sharing trend is the potential transformation of vacant offices into versatile spaces. The lower demand for large, purpose-built office space allows for the repurposing of commercial real estate. Cities are already beginning to seize this opportunity, converting unused office space into dynamic coworking hubs, community centers, or other essential facilities.
- Adaptive reuse: Vacant office spaces can be redesigned to meet the changing needs of the community, fostering a more dynamic and responsive urban environment.
- Collaborative community: Coworking spaces created from former offices promote collaboration, networking, and the mutual enrichment of ideas among diverse professionals.
- Sustainable urban development: Converting vacant offices into multifunctional spaces aligns with sustainable urban development goals, as it promotes resource efficiency and reduces the carbon footprint associated with traditional office spaces.
Empty spaces can also be used to improve the employee experience within the company. There are numerous examples of how these office spaces can be redesigned. Creative and great solutions include:
- Dedicate the space to sports and well-being
- Set up a kitchen or coffee corner
- Areas for team-building activities (e.g., climbing wall or board games)
- Opening a learning and training center, etc.
- Sofa corner with smart TV and game console for relaxing
Schlussfolgerung
Optimizing office space through desk sharing is becoming a key strategy in the changing world of work. Flexopus is at the forefront of this movement, offering a powerful tool to streamline desk sharing processes, reduce costs, and increase workplace flexibility. Repurposing vacant offices into vibrant community spaces demonstrates the potential for dynamic and sustainable urban development. The future of work is dynamic, and with innovative solutions, we can turn challenges into opportunities and ensure that office spaces remain vibrant and purposeful for years to come.
The most important questions summarized
Why do rigid office concepts often lead to inefficient vacancies in today's working world?
Traditional concepts are based on the "one desk per person" principle. However, due to remote work, business trips, and vacations, up to 50% of desks remain unused on many days. This rigid allocation prevents spaces from being flexibly adapted to actual demand. In a hybrid world, the fixed workstation becomes a cost trap, as companies pay for expensive square footage during absences instead of freeing up space for dynamic collaboration or alternative uses like focus zones or lounges.
How does desk sharing software support data-driven office space optimization?
Software solutions like Flexopus make unused capacity visible. Through digital booking data, companies receive precise analyses of the actual utilization of individual zones or days of the week. Instead of relying on gut feeling, management decisions can be based on hard facts: Which areas are overcrowded? Where are desks permanently empty? This transparency makes it possible to reduce leased space, consider subletting, or convert rooms into more attractive formats like team hubs, which massively increases space efficiency.
What are the economic benefits of reducing empty office space?
The biggest lever is the reduction of fixed costs. Less required space means lower expenses for rent, utilities, cleaning, and maintenance. In addition, energy consumption for heating and lighting drops significantly, which also improves the sustainability balance (ESG goals). The saved capital can instead be invested in higher-quality equipment for the remaining areas to position the office as a magnet for talent. Economic efficiency and modern workplace attractiveness thus go hand in hand.
Last updated:
2026-10-30
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