Change management in desk sharing: Successful introduction of flexible workplace concepts

Implement desk sharing successfully with Flexopus!

The world of work is undergoing profound change: German companies are faced with the challenge of managing their to reduce costs, Using office space more efficiently while meeting the needs of a modern workforce. Constant changes have long since ceased to be a vision of the future, but have become reality.

But how can you successfully move your employees from traditional individual offices to flexible workplace concepts? How do you introduce your workforce to changes that help achieve your business goals? The answer lies in well-thought-out change management that takes into account both the emotional and practical aspects of this transformation. In this article, we'll show you the best strategies for change management.

What is change management?

Change management, also known as change management, is a systematic approach to planning, executing and controlling change processes in companies — an issue that no one can avoid these days.

The definition of change management includes all measures, instruments and methods that aim to successfully guide people and organizations through such change processes.

The need for change management always arises when established processes, structures or behaviours have to be adapted. If we look at the last few years, this has almost always been the case.

What these changes look like depends entirely on your company. When introducing Desk sharing For example, employees leave their usual comfort zone of their own workplace. Many companies underestimate this emotional component — yet it is often decisive for the success or failure of the entire project.

For this reason, change management is in the context of today Work 4.0 It has become indispensable. Traditional working models are supported by new concepts such as Activity-Based Working or Flex Office replaced — not always to the enthusiasm of your employees.

Because this transformation not only entails technical challenges, but above all requires a rethink in the minds of employees and managers. This shows the importance of Leadership 4.0: The management team must learn not only to let changes happen, but also to actively shape them — and, of course, it is also important to support your teams in doing so.

What are the goals of change management?

Successful change management pursues several central goals that intertwine and reinforce each other.

The primary goal is to minimize resistance to change and create acceptance. People are naturally skeptical of innovations — understanding and constructively channeling this natural response is a core task of change management.

Another important goal is to accelerate adjustment processes. Without a structured approach, changes can take years and consume enormous resources. Change management ensures that transformations are more efficient and targeted, so that you can achieve your business goals faster despite new processes.

In addition, the sustainability of changes should be ensured. It is not enough to introduce new processes once — they must be permanently anchored in the corporate culture in order to productivity not to jeopardize. After all, change management aims to strengthen your company's competitiveness and innovative capacity by developing adaptability as a core competency.

What methods are there in change management?

That's all well and good in theory — but how does change management work in practice? Various proven models have been established for the practical implementation of change processes, which can be used depending on the situation and size of the company. These structured approaches provide you with a bit of guidance and significantly increase the probability of success:

8-stage model by Kotter

The model developed by John Kotter in 1996 is considered one of the most influential approaches in change management. As the name suggests, this concept consists of various stages that build on each other:

1. Create urgency: Make it clear why change is inevitable
2. Build a leadership coalition: Attract influential supporters from various sectors
3. Develop a clear vision: Formulate an understandable vision of the future of the new working model
4. Communicate the vision: share your plans regularly and via various channels
5. Empower your employees: Remove barriers and teach necessary skills
6. Achieve short-term success: Create early, visible improvements for more motivation
7. Consolidate progress: Stabilize what has been achieved and initiate further improvements
8. Integrate the changes: Establish new behaviours permanently in the corporate culture

ADKAR model from Hiatt

The ADKAR model focuses on the individual level of change and stands for...

• Awareness
• Desire (Wish)
• Knowledge (Knowledge)
• ability and
• Reinforcement

This approach is particularly valuable when it comes to personally accompanying each team member through the change process. For hybrid working models This model is ideal for traditional concepts, as it takes into account different learning types and adaptation speeds.

Lewin 3-phase model

Kurt Lewin's classic model divides change into three phases:

1. Thaw what exists (Unfreeze): Consciously dissolve old habits and ways of thinking
2. Make the change: Implement new processes and behaviors
3. Freeze the new (Refreeze): Stabilize changes to the new normal

There are many suitable applications. When transitioning from a traditional open-plan office For example, this model for flexible workplaces can help to systematically replace old habits with new ones.

Krüger 5-phase model

Krüger's model expands the perspective by adding additional phases:

1. Initialize change: Recognize the need for change and make initial considerations
2. Design your strategy: Develop detailed plans and define clear goals
3. Mobilize your workforce: Engage and prepare your employees for change
4. Implement the plans: Implement the planned measures in practice
5. Maintain success: anchor changes permanently and ensure continuous improvement

When implementing a Clean Desk Policy For example, it is not enough to set rules once — they must be lived and monitored permanently.

Tips for successfully implementing change management

The theory of change models is one thing — practical implementation is another. If you want to implement change management successfully, there are several best practices you should follow:

Communication as a cornerstone

Transparent and continuous communication is the foundation of every successful change. Your employees must understand why changes are necessary, what benefits they will bring and how the process will work. Communication should not only be carried out from top to bottom — feedback and concerns from the teams must also be taken seriously and integrated into the process.

Enable participation

People are more likely to accept change when they are involved in it. The establishment of working groups that deal with topics such as Ergonomics in a flexible workplace or the Dematerialization employ, reduce resistance. In this way, your team members become ambassadors of change.

Exemple leadership

Leadership and change management are inextricably linked. Managers must act as role models and practice the desired behaviours themselves. If management continues to use fixed offices while employees Desk sharing If you want to practice, there is resentment and resistance.

Provide training and support

Changes often require new skills. Workshops on topics such as mobile working or Health in the home office help your employees find their way in the new world of work. Teaching digital skills can also be decisive — because if your teams know their stuff, you don't have to be afraid of change.

Create quick wins

Early, visible successes motivate and create momentum for further change. These can initially be minor adjustments, such as hybrid work or the introduction of flexible working hours as a precursor to more comprehensive changes. The more positive small changes are for your team, the better the change is generally accepted.

Why is change management particularly important for desk sharing?

Desk sharing and related concepts represent a particularly profound change, as they redefine the fundamental relationship between employees and workplaces. Traditionally, your own desk was a piece of personal identity in the company — a place where personal belongings were stored and conveyed security and belonging.

The reasons for desk sharing are varied and range from cost savings to improved Diversity in the workplace all the way to promoting collaboration. Yet these rational arguments cannot automatically alleviate employees' emotional concerns. This shows the value of systematic change management.

How Flexopus helps you manage change

Digital solutions such as Flexopus can significantly facilitate the transition to flexible workplace concepts. A smart booking platform relieves employees of the uncertainty as to whether and where they will find a job. At the same time, it delivers to you through Smart Analytics valuable data on the use of office space and thus enables data-based optimization.

As an intuitive platform, Flexopus supports various aspects of change management: It creates transparency about available resources, reduces friction in the daily job search and enables companies to measure and continuously improve the success of their desk sharing initiative.

Flexopus can also help address the various needs of different types of work — from concentrated individual work to collaborative team projects. This flexibility is an important building block for the acceptance of new work models.

Conclusion on change management

Change management is the key to the successful introduction of flexible workplace concepts and other changes in the modern working world — because without a systematic approach, even the best technical solutions remain ineffective. Companies that take change management seriously not only create the basis for efficient concepts, but at the same time develop the adaptability that is essential for survival today. Constant change may be challenging, but with the right strategy, it becomes an opportunity for the sustainable success of your company.