Desk sharing: The modern solution for hybrid companies

You can also manage workstations with Flexopus Desk Sharing Software.

In a working world that is increasingly dependent on flexibility and hybrid models is characterized, desk sharing is becoming a central solution for companies: It enables more efficient use of office space, promotes collaboration and reduces costs at the same time.

But desk sharing is much more than 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 introduce desk sharing in your company and which tools and strategies can help you do so.

Defining desk sharing

Desk sharing describes a workplace model in which employees no longer have fixed desks but use flexible workspaces. The concept is aimed at keeping office space vacant — especially in times when hybrid working models such as Home Office and mobile working become more and more popular.

Because the fact that many workplaces remain unused on certain days is a reality for many companies — and this results in unnecessarily high operating and rental costs. The aim is to use desk sharing solutions to create a modern, dynamic work culture in which office utilization is optimized.

But the successful implementation of desk sharing naturally places new demands on the organization. It is all the more important to have a Desk sharing software or offer a desk sharing app that allows your employees to reserve their workplace in advance. In this way, you can easily and specifically reduce vacancies and thus costs and create a flexible and appropriate use of your office space achieve.

Desk sharing concepts

Desk sharing, however, does not simply mean sharing desks. It comprises 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 most well-known desk sharing model. Here, workstations are not reserved in advance, but are used according to the “first come, first serve” principle. This model is particularly suitable for dynamic teams with many shifts and therefore a constantly changing cast. However, it requires a high level of organization so 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. If your employees are at home on certain days, it makes it easier to share flexible workspaces. With this concept, it's helpful to offer desk sharing software so that your teams can reserve the desired workplace 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 classic hot desking, your employees can book their workplace in advance over a longer period of time. This ensures a clear structure and prevents chaos from arising in the morning when everyone is looking for a free space at the same time.

Homezones

Homezones represent a personal touch in the desk sharing concept. While classic desk sharing models rely heavily on changing workplaces, home zones give your employees back a bit of familiarity. Teams or departments are assigned fixed zones in which they can work flexibly without having to search for a new place every day.

For your employees, this means that they know where they are going to work and don't feel like visitors in their own office despite desk sharing. At the same time, the basic idea of the flexible workplace model is retained.

Activity-Based Working

Activity-Based Working goes one step further than classic desk sharing models by categorizing workplaces not only according to availability, but also according to 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 for greater satisfaction, as everyone can work in an environment that supports their or their individual requirements. By setting up various work zones such as retreats, collaborative spaces and technically equipped areas, you create a work environment that combines flexibility and structure.

Desk sharing use cases

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 a few examples of applications:

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, whether in creative areas or quiet retreats. In this way, your teams always find the right area to achieve success quickly and effectively.

Use Case 2: Companies with hybrid working models

If your company relies on fixed home office days, the majority of desks remain unused — but not with desk sharing. Because the goal of desk sharing is to maximize the utilization of your office space. Employees only book their workplaces on the days they are in the office, which allows desks to rotate. When one part of the team is working from home, the other part occupies the workplaces in the office. This is how you can use your office space despite hybrid working models Reduce skillfully.

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 Hard to implement — desk sharing is therefore the ideal solution, especially for new companies and start-ups. With a well-organized desk sharing system, you can make optimal use of available workplaces without affecting employee satisfaction. In this way, you create more room for growth without having to rent additional space.

The pros and cons of desk sharing

Desk sharing offers companies a wide range of benefits:

• Efficiency and cost reduction: By using desks flexibly, you can maximize the utilization of your office space while reducing rental and operating costs.
• flexibility: Your employees can choose jobs based on their needs and activities — an advantage for productivity in your team.
• Promoting modern ways of working: With a desk sharing organizer and a clear concept, hybrid work models, such as the combination of home office and office, can be implemented smoothly.
• sustainability: Fewer jobs mean lower 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. However, despite its benefits, desk sharing also presents challenges that companies should not ignore:

• loss of personal space: Employees who are used to a fixed desk could find sharing workplaces impersonal. This can lead to a drop in job satisfaction, particularly 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 occur. Tools such as Flexopus are therefore essential to present availability transparently and to enable 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 is an overview of how the various working models compare:

Desk sharing tools

As you can see, it's essential to implement the right technologies to make desk sharing work smoothly in your organization. The following tools make organization easier, ensure transparent management of your workplaces and ensure employee satisfaction:

Software for workplace booking

If you want to avoid chaos in the office, you can't avoid workplace booking software. More and more companies are focusing on Flexopus, a powerful desk sharing software specifically designed to make managing flexible workspaces easier.

Your employees can easily book workplaces via the intuitive desk sharing app, whether in advance or spontaneously. The real-time overview ensures that vacant seats are found quickly and without confusion. Flexopus also impresses with valuable analysis tools, with which you can gain valuable insights — ideal for reducing costs and increasing efficiency over the long term.

paperless office

A paperless office supports the sustainability of desk sharing. Scan tools digitize documents quickly and reliably so that your employees can access them anytime, anywhere. Die Dematerialization It also minimizes dependence on physical work materials and makes organization easier in an environment without fixed workplaces. 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 workspaces. They show in real time which spaces are currently being used and thus enable transparent management of your office space. Displays can also collect usage data, which you can use to optimize your desk sharing concept. Just in Open space offices or when integrating Activity-Based Working, this technology is particularly practical.

QR codes

If you don't necessarily want to invest in expensive sensors, QR codes could make it easier to book and manage 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 book it. This method is intuitive, fast and ideal for companies looking for an easy solution to organize the availability of workplaces.

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 effectively do their work from anywhere. Especially if your employees regularly work in Home Office , they must also be able to easily access their work materials there. Of course, security and GDPR compliance should be paramount when choosing a provider.

communication software

Effective communication software is also important to connect teams in the desk sharing model — especially when hybrid work. Tools such as Microsoft Teams, Slack, or Zoom enable seamless communication, virtual meetings, and efficient collaboration, regardless of where your employees are. These programs also foster 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 workplace as if they were in the office. Lightweight, powerful laptops, ergonomic keyboards and headsets with noise-canceling functions make for a productive work environment — whether working from home or in a busy office. The right equipment makes it easier to switch between 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 when 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 a bit more securely even in 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 yet effective way to maintain confidentiality.

Desk sharing quota

You want to implement desk sharing to reduce your rental costs, but you don't know how much office space Do you ideally need? Calculating your individual desk sharing quota provides answers to this question.

The desk sharing rate shows the ratio between the number of employees and the available workplaces in an office. The aim is to have fewer jobs available than there are employees, as everyone is never in the office at the same time due to home office, business trips, holidays or other absences.

A well-thought-out desk sharing quota helps you take full advantage of 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 only 2.5 days a week on average.
• Consider which team members have fixed home office days and how this affects office workload.
• 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 the ergonomics Workplace requirements are nevertheless met.

Calculation of the desk sharing rate

The calculation of Desk sharing quota is based on an analysis of office load. It is carried out using the following formula:

Desk sharing rate = number of employees/number of desks available

But what does the calculated quota say then?

• Ratio greater than 1: You have more employees than jobs. Ideal for companies with hybrid work models or high home office usage.
• Quote of 1: Each team member has a fixed desk. This is in line with a traditional workplace model.
• Rate less than 1: There are more desks than employees, which indicates excess capacity.

In principle, you should aim for a desk sharing rate of greater than 1, as it 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 shouldn't miss out on the right desk sharing software with this quota.

Desk sharing studies

The benefits of desk sharing in hybrid working models can be proven not only by practical examples, but also by well-founded studies.

A study shows that companies can reduce their costs by up to 30% of their costs through desk sharing 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, particularly 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 improve their performance. According to the results, the productivity This is primarily due to a quieter working environment and the ability to adjust your own work rhythm. These results underscore 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 appreciate the flexibility that allows them to individually arrange their working hours and locations. Companies that offer such models benefit from higher employee satisfaction and greater retention of their talents.

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 daily job search or difficulties adapting to changing environments are among the most common challenges that need to be overcome. The test subjects also complained 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 everyone: etiquette when dealing with one another and compliance with a clean desk policy.

Desk sharing etiquette: consideration and respect

A pleasant working environment depends on mutual consideration. Desk sharing requires employees to be flexible but also respectful when using workplaces together. This includes:

• Employees should leave their seat as they would like to find it — tidy and free from personal belongings.
• Discretion is important in shared work areas so as not to disturb others.
• The workplace booking system should be respected. Only places reserved in advance should be used to avoid conflicts.
• A friendly and respectful culture is key to unlocking the full potential of desk sharing.

Clean Desk Policy: Order as a Principle

Die Clean Desk Policy is an essential part of desk sharing. Employees are required 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 decent 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 during desk sharing

Protecting sensitive data plays a central role in desk sharing. Since workstations are used by various employees, it is particularly important to comply with data protection requirements 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 films for monitors can be used to prevent third parties from seeing them.

Regular training for employees on Privacy Policy and security measures are also essential as they promote awareness of the responsible use of data.

Involving 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 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 employment law, this is not explicitly regulated. However, employers must ensure that sufficient jobs are available for all employees and that they meet certain requirements, even with hybrid models.

With the right tools, clear rules and careful planning, desk sharing is becoming a successful model that meets both the needs of employees and the requirements of the working world. Flexopus is your partner for planning, booking and managing your workstations smoothly and in compliance with data protection regulations — try it out now!