Desk sharing quota: The key to hybrid work

The desk sharing rate is an important indicator for identifying whether office space is being used efficiently and whether desk sharing is working in the company. At the same time, it provides a basis for decisions on space planning and the optimization of hybrid work models.

Desk sharing software for a seamless hybrid office — with Flexopus!

What is a Desk Sharing Ratio?

Terms like desk sharing, New Work, and hybrid work have become an integral part of daily office life. Since the COVID-19 pandemic, the working world has fundamentally changed, with many companies now adopting flexible workplace models that allow employees to regularly switch between home office and the physical office. A key metric in this context is the so-called Desk Sharing Ratio. It is the key to successful hybrid work.

The Desk Sharing Ratio – also known as the Desk Sharing Ratio – describes the relationship between the number of available workstations (desks) in the office and the number of employees. The goal is to create a more compact and efficient work environment where fewer desks are needed than employees. The idea behind it: Many employees already regularly work in the home office or remotely. So why permanently assign a fixed workstation to everyone?

When the Desk Sharing Ratio is applied effectively, it offers benefits such as:

• Cost savings: Significant reduction in rent, operating, and energy costs.
• Better space utilization: More efficient utilization of existing office space.
• Fewer vacancies: Avoiding unused desks and rooms.
• Increased flexibility: Promoting modern work models and employee satisfaction.

Why is the Desk Sharing Ratio so important?

An optimal Desk Sharing Ratio can save a lot of money, especially on rent, operating costs, and energy. But it's more than just a cost factor: it's a strategic management tool for effective workplace management, designed to address modern needs in hybrid work while improving office utilization.

A study by the Fraunhofer Institute for Industrial Engineering and Organization (IAO) shows: Over 60% of surveyed employees divide their working time almost equally between home office and the office. Around 80% also report that their productivity has increased due to the gained flexibility.

This development confirms that desk sharing is not just a trend, but a long-term viable concept, both economically and culturally.

So, desk sharing makes sense not only for employees but also for companies that want to position themselves as modern employers while realizing cost savings.

How is the desk sharing ratio calculated?

The desk sharing ratio indicates how many workstations are available in relation to the relevant number of employees. It helps companies realistically plan office space and avoid overcapacity.

The formula is:
Desk Sharing Ratio = Number of available desks / Number of relevant employees × 100

An example:

A company has 100 employees who can generally use an office workstation, but only provides 70 flexibly bookable desks.
70 desks / 100 employees × 100 = 70% Desk Sharing Ratio
This means: For 100 employees, 70 desks are available.

How to interpret the result:

Ratio = 100%:
Theoretically, each employee has their own desk available. This corresponds to the classic office model with fixed workstations.

Ratio < 100%:
There are fewer desks than employees. This is common with desk sharing, hybrid work, and home office setups.

Ratio > 100%:
There are more desks than employees. This can indicate overcapacity, vacancies, or unnecessary space costs.

A desk sharing ratio below 100% is generally sensible for hybrid work models. However, it is crucial that the ratio matches the actual office utilization. If it is set too low, bottlenecks, frustration, or unclear booking situations can arise on highly frequented days.

It is also important: Not all employees should be included in the calculation across the board, but rather the relevant user group. Field staff, part-time employees, permanently remote workers, or employees without a regular need for an office workstation should be considered separately depending on the usage concept.

What are the prerequisites for a functional desk sharing ratio?

For Desk Sharing to function smoothly, it takes more than just a good ratio. The following three prerequisites are crucial here:

1. Is your office space being utilized effectively?

The first step is an honest assessment of the space being used. With hybrid work, it often becomes clear that the entire office space is no longer needed. Large office spaces with too few occupied desks appear empty and uninspiring.

Ask yourself questions like:

• Are there regularly empty desks?
• Can the rented space be reduced?
• Is the existing space truly utilized?

Proper space planning is a key factor in achieving good office utilization and saving costs.

2. What is your team's composition?

Not all employees have the same work rhythm. Some teams are on-site daily, while others work predominantly remotely. An effective desk sharing ratio heavily depends on how many employees regularly need to be present in the office, such as reception, IT support, or specific project teams.

Consider:

• Who needs to be present daily?
• Which roles are location-independent?
• Are there special needs (e.g., parents, part-time staff, external employees)?

Only when it's clear how many workstations are realistically needed can the ratio be adjusted effectively.

3. What is the actual office attendance?

An often underestimated factor: actual office presence. Many companies plan based on gut feeling, but there are clear insights from experience. Since hybrid work models were established, it has become evident:
On average, employees are in the office only 2.5 days per week. (Average values: 1.5 days in home office, 0.6 days vacation, 0.3 days sick, 0.1 days on business travel)

These figures must be taken into account when calculating the ratio, as unrealistic assumptions lead to incorrect space planning and team frustration.

How does Flexopus help with the Desk Sharing Ratio?

The best ratio is of little use if employees don't know when and where they can work. This is where Flexopus comes in, offering one of the most intuitive software solutions for efficient workplace management and desk sharing on the market.

Flexopus offers, among other things, a workplace booking system, a meeting room booking system and a parking management system with a real-time overview of available spaces.

Additionally, Flexopus supports the introduction and optimization of desk sharing:

• Consulting for calculating your ideal Desk Sharing Ratio
• Workshops for transitioning to hybrid models

Flexopus integrates seamlessly into your existing ecosystem. With many practical integration options such as Outlook, Google Workspace, or Microsoft Teams, the barrier to desk sharing is lower than ever. Therefore, schedule a consultation today and dive into the world of New Work.

Summary

The desk sharing ratio is far more than just a number. It is a key lever for successfully implementing modern work models. When calculated correctly, it helps to efficiently utilize office space, avoid vacancies, optimize office occupancy, and simultaneously offer employees more flexibility.

Your checklist for successful desk sharing:

• Calculate Desk Sharing Ratio: Number of Employees ÷ Number of Desks
• Assess Space: Are there unused spaces or excess capacity?
• Analyze Team: Who is in the office when?
• Track Attendance: Consider average attendance times
• Implement Technology: Use Flexopus for booking and transparency
• Foster Culture: Establish open communication and flexible rules