Desk sharing: The modern solution for hybrid companies
In a working world that is increasingly characterized by flexibility, hybrid models and space efficiency, desk sharing is becoming a key strategy for many companies. Instead of fixed desks, modern organizations rely on flexible workplace models – not only saving costs but also promoting teamwork, sustainability, and a future-oriented work culture. In this guide, you will learn what desk sharing looks like in practice, which models exist – from hot desking to activity-based working – and which tools, such as Flexopus, you can use to successfully manage the change.
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In a working world increasingly characterized by flexibility and hybrid models, desk sharing is becoming a key solution for companies: It enables more efficient use of office space, promotes collaboration, and simultaneously reduces costs.
But desk sharing is much more than just sharing desks – it requires smart technologies, well-thought-out rules and an awareness of suitable framework conditions. In this comprehensive guide, we'll show you how to successfully implement desk sharing in your company and which tools and strategies will help you do it.
Definition of desk sharing
Desk sharing is a workplace model in which employees no longer have fixed desks but use flexible workstations. The concept aims to prevent office space from becoming vacant – especially in times when hybrid working models such as home office and mobile working are becoming increasingly popular.
The fact that many workstations remain unused on certain days is a reality for many companies – and this results in unnecessarily high operating and rental costs. The goal is to use desk sharing solutions to create a modern, dynamic work culture that optimizes office utilization.
However, the successful implementation of desk sharing naturally places new demands on the organization. This makes it all the more important to offer desk sharing software or a desk sharing app that allows your employees to reserve their workstation in advance. This way you can easily and specifically reduce vacancies and thus costs and achieve flexible and needs-based use of your office space.
Desk sharing concepts
However, desk sharing does not simply mean sharing desks. It includes various concepts and models that you can use depending on your company structure and your individual requirements. This diversity makes desk sharing systems particularly adaptable.
Hot desking
Hot desking is probably the best-known desk sharing model. Here, workstations are not reserved in advance, but are used on a first-come, first-served basis. This model is particularly suitable for dynamic teams with many shifts and therefore a constantly changing staff. However, it requires a high level of organization to ensure that everything runs smoothly and everyone finds a suitable desk.
Desk sharing with home office
This model combines desk sharing with fixed home office days. Having your employees at home on certain days makes it easier to share flexible workspaces. With this concept, it is helpful to offer desk sharing software so that your teams can reserve the desired workstation in advance.
Desk Booking
Desk booking, also known as hotelling, offers you the opportunity to organize your office space even more specifically. In contrast to traditional hot desking, your employees can book their workstation in advance for a longer period of time. This ensures a clear structure and prevents chaos in the morning when everyone is looking for a free space at the same time.
Home zones
Home zones add a personal touch to the desk sharing concept. While traditional desk sharing models rely heavily on changing workstations, home zones give your employees a sense of familiarity. Teams or departments are assigned fixed zones in which they can work flexibly without having to look for a new place every day.
For your employees, this means that they know where they will be working and, despite desk sharing, do not feel like visitors in their own office. At the same time, the basic idea of the flexible workplace model remains intact.
Activity-Based Working
Activity Based Working goes a step further than classic desk sharing models by categorizing workstations not only by availability, but also by activities. The idea is that your employees use exactly the workplace that suits their current task – be it a quiet area for concentrated work or a creative space for teamwork and brainstorming.
This not only ensures higher productivity but also greater satisfaction, as everyone can work in an environment that supports their individual requirements. By creating different work zones such as retreats, collaborative spaces and technologically equipped areas, you create a work environment that combines flexibility and structure.
Desk Sharing Use Cases
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Desk sharing is more than just a trend – it offers real solutions to the challenges that modern companies face every day. The practical thing is that desk sharing can be flexibly adapted depending on the industry, working methods and goals. Here are some application examples:
Use Case 1: Project teams with changing requirements
Project-based teams benefit enormously from a desk sharing system. Your employees can meet in work zones with optimal conditions for their tasks, be it in creative areas or quiet retreats. This way, your teams will always find the right area to achieve success quickly and effectively.
Use Case 2: Companies with hybrid working models
If your company has fixed home office days, a large proportion of the desks remain unused – but not with desk sharing. The goal of desk sharing is to maximize the utilization of your office space. Employees book their workstations only on the days they are in the office, allowing for desk rotation. When part of the team is working from home, the other part occupies the workstations in the office. This way you can skillfully reduce your office space despite hybrid working models .
Use Case 3: Companies with limited office space
Especially in cities with high rental costs, the efficient use of office space is essential, and open-plan offices are hardly feasible – especially for new companies and start-ups, desk sharing is therefore the ideal solution. With a well-organized desk sharing system, you can make optimal use of the available workstations without compromising the satisfaction of your employees. This creates more room for growth without having to rent additional space.
The advantages and disadvantages of desk sharing
Desk Sharing offers companies a variety of advantages:
- Efficiency and cost reduction: Flexible desk usage allows you to maximize the utilization of your office space while reducing rental and operating costs.
- Flexibility: Your employees can choose workstations according to their needs and activities – a benefit for the productivity of your team.
- Promoting modern working methods: With a desk sharing organizer and a clear concept, hybrid working models, such as the combination of home office and office, can be implemented smoothly.
- Sustainability: Fewer jobs mean less resource consumption – good for the environment and your budget.
In short: Desk sharing shows that you as a company are flexible, innovative and future-oriented. Despite its advantages, desk sharing also brings with it challenges that companies should not ignore:
- Loss of personal space: Employees who are used to a fixed desk may find sharing workspaces impersonal. This can lead to a decline in job satisfaction, especially in industries where individual work environments are important.
- Organizational complexity: Without a well-functioning desk sharing booking system, chaos and inefficient use of office space can quickly arise. Tools like Flexopus are therefore indispensable for transparently displaying availability and enabling reservations.
- Hygiene and order: In an environment where desks are used by several people, standards such as the Clean Desk Policy are essential to avoid disorder and conflicts.
By addressing these challenges early on and integrating appropriate solutions, you can ensure the acceptance and success of desk sharing in your company.
Evaluation matrix for desk sharing
Here you can see an overview of how the different work models compare:
|
Criteria
|
Weighting
|
Option 1: Desk sharing
|
Option 2: Hybrid working | Option 3: Permanent workplaces |
|---|---|---|---|---|
| Cost savings | 40% | 5 (very good) | 4 (good) | 2 (bad) |
| Employee satisfaction | 30% | 4 (good) | 5 (very good) | 3 (satisfactory) |
| flexibility | 20% | 5 (very good) | 4 (good) | 1 (bad) |
| sustainability | 10% | 4 (good) | 3 (satisfactory) | 2 (bad) |
| Overall rating | 100% | 4.5 | 4.3 | 2.4 |
Desk sharing tools
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As you can see, it is essential to implement the right technologies to ensure desk sharing works smoothly in your company. The following tools simplify organization, ensure transparent management of your workplaces, and ensure the satisfaction of your employees:
Workstation booking software
If you want to avoid chaos in the office, you can't avoid using workplace booking software. More and more companies are turning to Flexopus, a powerful desk sharing software specifically designed to simplify the management of flexible workplaces.
Your employees can easily book workstations using the intuitive desk sharing app, either in advance or spontaneously. The real-time overview ensures that free spaces can be found quickly and without confusion. Flexopus also offers valuable analysis toolsthat allow you to gain valuable insights – ideal for reducing costs and increasing efficiency in the long term.
Paperless office
A paperless office supports the sustainability of desk sharing. Scanning tools digitize documents quickly and reliably so your employees can access them anytime, anywhere. The dematerialization also minimizes the dependence on physical work materials and facilitates organization in an environment without fixed workstations. At the same time, a paperless office contributes to sustainability by reducing paper consumption and archiving costs.
Displays and sensors
Sensors attached to desks help your team keep track of occupied and available workstations. They show in real time which spaces are currently in use, thus enabling transparent management of your office space. Displays can also collect usage data that you can use to optimize your desk sharing concept. This technology is particularly useful in open space offices or when integrating activity-based working.
QR codes
If you don't necessarily want to invest in expensive sensors, QR codes could simplify the booking and management of workstations in your desk sharing system. This allows your employees to simply scan a QR code at their workplace to mark it as occupied or to book it. This method is intuitive, fast and ideal for companies looking for a straightforward solution to organize workspace availability.
Cloud provider
A reliable cloud provider is essential to make all files and applications centrally available – because this is the only way your teams can do their work effectively from anywhere. Especially if your employees regularly work from home, they must be able to easily access their work materials there as well. Of course, security and GDPR compliance should be a top priority when choosing a provider.
Communication software
Effective communication software is also important for connecting teams in the desk sharing model – especially in hybrid working. Tools like Microsoft Teams, Slack or Zoom enable seamless communication, virtual meetings and efficient collaboration, regardless of where your employees are located. These programs also promote team dynamics and ensure that everyone involved stays up to date.
IT equipment such as laptops, smartphones, headsets, keyboards
Desk sharing requires flexible and mobile IT equipment so that your employees can work at any workstation as if they were in the office. Lightweight, powerful laptops, ergonomic keyboards, and headsets with noise-cancelling functionality ensure a productive working environment – whether working from home or in a crowded office. The right equipment facilitates the switch between the office, home office, and on the go – and takes up little space when commuting to work.
VPN
A Virtual Private Network (VPN) is crucial to ensure data security during desk sharing. Because if your employees access company data from different locations, you need a secure connection. A VPN protects sensitive information from external access and ensures that your teams can work more securely even on open networks – regardless of whether you work with sensitive and personal data in your company or not.
Privacy films
In a flexible working environment, privacy films provide additional data protection. They prevent sensitive information on monitors from being viewed by others – a simple but effective measure to maintain confidentiality.
Desk sharing quota
You want to implement desk sharing to reduce your rental costs, but don't know how much office space you ideally need? Calculating your individual desk sharing quota provides answers to this question.
The desk sharing ratio indicates the relationship between the number of employees and the available workstations in an office. The goal is to have fewer workstations available than there are employees, since not everyone is in the office at the same time due to home office, business trips, vacation, or other absences.
A well-thought-out desk sharing quota helps you fully exploit the benefits of desk sharing. To ensure this, you should consider the following aspects:
- Analyze how often your employees are actually in the office. Studies show that employees are physically present on average only 2.5 days per week.
- Consider which team members have fixed home office days and how this affects office utilization.
- Some departments or roles require physical presence in the office more often than others. Plan for these requirements.
- Make sure that the space offers enough flexibility to implement the desired desk sharing quota, but that the ergonomic requirements for the workstations are still met.
Calculating the desk sharing quota
The calculation of the desk sharing quota is based on the analysis of office utilization. It is done according to the following formula:
Desk sharing quota = number of employees / number of available desks
But what does the calculated quota say?
- Ratio greater than 1: You have more employees than jobs. Ideal for companies with hybrid working models or high home office usage.
- Quota of 1: Every team member has a fixed desk. This corresponds to a traditional workplace model.
- Ratio less than 1: There are more desks than employees, which indicates overcapacity.
In principle, you should aim for a desk sharing ratio of greater than 1, as this ensures efficient use of office space and enables you to reduce costs. At the same time, however, this quota also requires optimal organization of the desk sharing concept – so you should definitely not do without the right desk sharing software with this quota.
Desk sharing studies
The benefits of desk sharing in hybrid work models can be demonstrated not only by practical examples but also by well-founded studies.
A study shows that desk sharing can help companies reduce their costs by up to 30% by using their office space more efficiently. This saving has a direct impact on operating costs, including rent, energy and maintenance. This makes desk sharing an economically attractive solution, especially in urban areas with high office rents.
Long-term studies by Heinrich Heine University Düsseldorf have shown that employees working from home not only work productively, but can even increase their performance. According to the results, productivity increased significantly, which is mainly due to a quieter work environment and the ability to adapt one's own work rhythm. These results underline the importance of hybrid working models that combine home office and office work.
According to a Deloitte study, two-thirds of German companies plan to permanently integrate flexible working models such as desk sharing or hybrid working. The reason: Employees value the flexibility that allows them to individually organize their working hours and locations. Companies that offer such models benefit from higher employee satisfaction and stronger retention of their talent.
At the same time, a study by the Institute for Work and Health of the German Social Accident Insurance shows that desk sharing can also cause psychological stress. Stress caused by the daily job search or difficulties in adapting to changing environments are among the most common challenges that need to be overcome. The respondents also criticized the fact that they had no opportunity to participate in the introduction of desk sharing.
Desk sharing rules: How flexible working works successfully
For desk sharing to work smoothly, it is important to establish clear rules. Of course, the rules vary from company to company, but two central aspects apply to all: etiquette in dealing with each other and adherence to a clean desk policy.
Desk Sharing Etiquette: Consideration and Respect
A pleasant working environment thrives on mutual consideration. Desk sharing requires employees to be flexible but also respectful when sharing workspaces. This includes:
- Employees should leave their workplace as they would like to find it – tidy and free of personal belongings.
- In shared work areas, discretion is important so as not to disturb others.
- The workplace booking system should be respected. Only pre-reserved seats should be used to avoid conflicts.
- A friendly and respectful culture is key to realizing the full potential of desk sharing.
Clean Desk Policy: Order as a principle
The Clean Desk Policy is an essential component of desk sharing. Employees are asked not to leave any personal items or sensitive information on their desks at the end of the working day.
With a clearly formulated Clean Desk Policy, you create transparency and ensure that all employees benefit from a tidy working environment and that data protection is guaranteed.
Desk sharing law
The legal aspects of desk sharing should not be underestimated. From data protection to individual requirements, there are important points that companies should consider.
Data protection when desk sharing
When it comes to desk sharing, the protection of sensitive data plays a central role. Since workstations are used by different employees, it is particularly important to comply with data protection regulations in order to protect information from unauthorized access. As a company, you must take appropriate measures to ensure the confidentiality of documents, devices and digital systems.
A key point is the introduction of a clean desk policy. In addition, privacy screens can be used for monitors to prevent third parties from viewing the screen.
Regular training of employees on data protection regulations and security measures is also essential, as it promotes awareness of the responsible handling of data.
Involvement of employee representatives
When introducing desk sharing, you should involve employee representatives at an early stage – because, as already mentioned, the right to have a say is an important aspect for your teams. The works council should always be consulted when designing working conditions so that the interests and needs of your workforce can be taken into account. Because a transparent dialogue helps to reduce resistance and create acceptance.
Legal right to a job
A common point of discussion is whether employees have a legal right to a permanent job. According to labor law, this is not explicitly regulated. However, employers must ensure that sufficient workstations are available for all employees and that these meet certain requirements , even in hybrid models.
With the right tools, clear rules and careful planning, desk sharing becomes a successful model that meets both the needs of employees and the demands of the working world. Flexopus is your partner for planning, booking, and managing your workspaces smoothly and in compliance with data protection regulations – try it now!
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