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 quota?

Terms such as desk sharing, new work and hybrid working are now an integral part of everyday office life. Since the corona pandemic, the working world has changed sustainably; many companies today rely on flexible workplace models, which allow employees to regularly switch between home office and office. A key figure in this context is the so-called desk sharing quota. It is the key to successful hybrid work.

The desk sharing rate - also known as the desk sharing ratio - describes the relationship between the number of available workplaces (desks) in the office and the number of employees. The aim is to create a more compact and efficient work environment that requires fewer tables than employees. The idea behind it: Many employees work regularly anyway in home office or mobile. So why permanently allocate a fixed workplace for everyone?

If the desk sharing quota is used sensibly, there are benefits such as:

• Cost savings: Significant reducing rental, operating and energy costs.
• Better use of space: More efficient utilization of existing office space.
• Fewer vacancies: Avoid unused desks and rooms.
• Increased flexibility: promoting modern work models and employee satisfaction.

Why is the desk sharing quota so important?

An optimal desk sharing rate can save a lot of money, especially when it comes to rents, operating costs and energy. But it is more than just a cost factor: It is a strategic control tool for effective workplace management in order to meet modern needs in hybrid working and at the same time improve office utilization.

One Fraunhofer Institute study for Work Management and Organization (ILO) shows: More than 60% of the employees surveyed divide their working time approximately evenly between home office and office. Around 80% also report that their productivity has increased as a result of the flexibility they have gained.

This development confirms that desk sharing is not just a trend, but a sustainable concept, both economically and culturally.

Desk sharing therefore makes sense not only for employees, but also for companies that want to position themselves as modern employers and realize savings at the same time.

How is the desk sharing rate calculated?

Calculating the desk sharing rate is simple, but crucial for a functioning hybrid workplace model. The desk sharing quota formula is:

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

Here's how to interpret the result:

• Orata > 1.0: There are more employees than desks. This is desired and common for flexible use and home office.
• Orata = 1.0: Each employee has their own desk — the classic office model with a fixed workplace.
• Rate < 1.0: There are more desks than employees — an indication of overcapacity, vacancy or unnecessary space costs.

A quota above 1 is usually ideal for hybrid work models. However, it is important that the quota should not be too high, otherwise stress will arise due to lack of availability or unclear booking situations.

What are the requirements for a functioning desk sharing ratio?

For desk sharing to work smoothly, it takes more than just a good quota. The following three prerequisites are crucial:

1. Is your office space being used sensibly?

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

Ask yourself questions like:

• Are there regular vacancies?
• Can the rental space be reduced?
• Is the existing space really being used?

The right room planning is a key factor in achieving good office utilization and saving costs.

2. What is the composition of your team?

Not all employees work at the same pace. Some teams are on site every day, others mostly work remotely. A functioning desk sharing quota depends heavily on how many employees must be present in the office on a regular basis, for example reception, IT support or specific project teams.

Take into account:

• Who needs daily presence?
• Which roles are location-independent?
• Are there any special needs (e.g. parents, part-time workers, external employees)?

Only when it is clear how many jobs are realistically needed can the quota be adjusted sensibly.

3. How high is the actual office attendance?

An often underestimated factor: The actual presence in the office. Many companies plan based on gut feeling, but there is clear experience. Since the establishment of hybrid working models, it has become apparent:
On average, employees are in the office just 2.5 days a week. (Average values: 1.5 days working from home, 0.6 days vacation, 0.3 days sick, 0.1 days on business trip)

These figures should definitely be taken into account when calculating the quota, as unrealistic assumptions lead to incorrect space planning and frustration within the team.

How does Flexopus help with the desk sharing quota?

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

Flexopus offers, among other things, workplace booking via app or web browser, meeting room- and parking space reservation and an overview of available places in real time.

Flexopus also helps with the introduction and optimization of desk sharing:

• Advice on how to calculate your ideal desk sharing quota
• Workshops on switching to hybrid models

Flexopus can be seamlessly integrated into your existing ecosystem. With many practical integration options Like Outlook, Google Workspace or Microsoft Teams, the threshold for desk sharing is lower than ever. So make an appointment for a consultation right away and dive into the world of New Work.

Conclusion

The desk sharing quota is much more than a number. It is a central lever for successfully implementing modern working models. Calculated correctly, it helps to use office space efficiently, avoid vacancy, optimize office utilization and at the same time offer employees more flexibility.

Your checklist for successful desk sharing:

• Calculate desk sharing quota: number of employees ÷ number of desks
• Check space: Are there vacancies or overcapacities?
• Analyse team: Who is in the office and when?
• Record attendance: Take average attendance times into account
• Use technology: Use Flexopus for booking and transparency
• Promoting culture: Establishing open communication and flexible rules