Desk Sharing: Definition, Concepts, and Challenges in The Flexible Office

In recent years, desk sharing has become an increasingly popular working model that is spreading worldwide. The trend towards remote work and home offices means that many desks in offices remain unused, causing companies to look for more efficient solutions. These include desk sharing, among other things, as the approach enables flexible use of workplaces and offers companies the option of making better use of their office space. When implemented correctly, this model can not only save costs, but also promote collaboration and creativity within teams.

But what exactly is the concept? What advantages and challenges does it bring? And what best practices should companies consider to fully exploit the potential of this form of work? This article highlights the most important aspects and provides practical tips for successful implementation.

What is desk sharing as a working model?

There is no generally accepted definition of desk sharing, also known as the shared desk concept, as it is still a relatively new form of workplace design. Basically, however, it involves abandoning personalised, fixed workplaces in favour of flexible use. In other words, instead of a fixed desk for each employee, several workplaces are available that can be used freely. Employees decide each day which desk or office they would like to work from. The coronavirus pandemic in particular has greatly advanced this concept, as it has forced most companies to radically rethink rigid workplace models, making flexibility a key element.

As a result, workplace sharing not only promotes collaboration and flexibility within the team, but also contributes to a more efficient use of office space. After all, due to holidays, illness or field work, there are usually never all employees in the office at the same time, which is why you can get by with fewer desks than employees.

Desk sharing: This is how it works!

Essentially, there are two basic approaches to the desk sharing concept:

1. First come, first served: employees who arrive at the office early can choose from the available workstations. This model works particularly well in smaller companies where the number of employees is manageable.
2. Seat allocation using digital tools: In larger companies in particular, seating is often allocated using technological means, such as suitable software or an app. There are now a number of different providers of these services, including PULT and Co. This allows employees to view available workstations online, reserve them and at the same time see the location of colleagues to optimise collaboration.

Both approaches offer different advantages depending on the size of the company and its work culture. Choosing the right system therefore depends on how flexibly and organised desk sharing is to be implemented in the respective organisation in order to promote both efficiency and satisfaction.

The 4 variants of the modern working model concept

In addition to the two approaches mentioned above, there are also various forms of desk sharing that companies can use flexibly to find the ideal model for their specific needs. The four most common workplace sharing concepts are listed below:

Hot desking

Hot desking is one of the simplest desk sharing models. Employees do not have a fixed workplace, but choose a free desk each day. This model promotes flexible collaboration and exchange within the team. However, it is often based on the ‘first come, first served’ principle, which can lead to conflicts. A clear open desk policy can help to avoid misunderstandings and dissatisfaction within the team.

Desk sharing combined with home office

Introducing a desk sharing model is particularly useful if some of the workforce regularly works from a home office. In this case, companies benefit from lower costs due to fewer fixed workstations, while employees benefit from the flexibility between shared desks and home offices. This combination allows employees to organise their professional and private lives more flexibly and improve their work-life balance.

Zone-based desk sharing

Not all workplaces are the same, which is why zone-based desk sharing divides the office into different areas. These range from quiet zones that promote concentrated work to lively areas that are particularly suitable for group projects. This allows employees to choose their workplace flexibly according to their current requirements.

Hoteling with desk booking

Hoteling is a special form of desk sharing that is particularly suitable for employees who are rarely in the office, for example field staff or colleagues who normally work at a different location. With desk booking, these employees can reserve a workplace in advance to work in the office when needed.

Overall, these four models offer companies the opportunity to use their office space more efficiently while promoting employee flexibility!

An overview of the pros and cons of the desk-sharing concept

The introduction of desk sharing brings with it many opportunities and challenges for a company and its employees. The following table shows the pros and cons:

Advantages

Promoting creativity and collaboration

By changing seats every day, new connections are formed between employees from different departments, which stimulates the exchange of ideas and fosters creative solutions and fresh perspectives.

Reducing costs and using space efficiently

Since fewer workstations are required, companies can make optimal use of their office space, reducing both rental and operating costs.

Increased autonomy and flexibility Employees gain personal responsibility as they can individually adapt their working environment and hours to their current tasks and needs, which leads to increased productivity.

Equal opportunities in the workplace

Every employee has the same opportunities when it comes to choosing their workplace – regardless of hierarchy or position. This contributes to a fairer working environment.

Improved collaboration and team dynamics

Regular changes to the seating plan encourage dialogue and help to break down inhibitions between colleagues, which facilitates teamwork and generates innovative ideas.

Higher productivity through a flexible working environment

Employees can choose the workplace that best suits their respective tasks, be it a quiet area for focused work or a room for teamwork, which increases their efficiency.

Flatter hierarchies and a more open working atmosphere

Communication is improved and the working atmosphere is positively influenced by the exchange between employees and managers at the shared desk, as contact takes place at eye level.

Disadvantages

Different needs are not always met

Employees who need a quiet and secluded workplace might have difficulties finding a suitable working environment due to the frequent changes of seating.

Technical requirements and costs For workplace sharing to work, each workplace must be fully equipped, which incurs initial costs. In addition, a reliable IT infrastructure is needed to efficiently manage workplace allocation.

Additional effort in finding a workplace

The daily search for a free desk or booking via an app costs time and thus means additional work for many employees.

Conflicts over popular places

If there are no fixed workplaces, rivalries can arise when employees compete for the best desks. This can unnecessarily burden the working day.

Less team spirit

If teams do not sit next to each other on a regular basis, personal interaction can suffer. The physical separation makes spontaneous conversations more difficult and often requires more digital communication.

Accessibility as a challenge Employees with physical disabilities may experience difficulties if not all areas of the office or workplaces are easily accessible to them. Special arrangements are needed here to avoid discrimination.

Lack of space for personal belongings

A fixed workstation offers employees the opportunity to store personal belongings and work materials permanently, which increases their sense of well-being and identification with the workplace. This option is not available if they have to change their workstation every day.

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The pros and cons for your health

Desk sharing also has an impact on the health of employees. The positive effects include:

• Less sitting, more movement: Due to the constant change of workplace, employees in the office automatically move more, which can have a beneficial effect on health.
• Pleasant working atmosphere: The more frequent exchange between colleagues often improves mutual understanding, which in turn promotes employee satisfaction and mental health.
  

However, the modern working concept also entails some negative risks, such as:

• Increased risk of illness: sharing a workplace increases the risk of catching colds and other infections. To prevent this, especially during the winter and flu season, organisations should therefore provide disinfectants and introduce hygiene concepts!
  
• More stress: Some employees find the regular change of workplace unpleasant, which can lead to stress. Conflicts about the workplace can also increase this psychological burden.

However, if companies take these factors into account when implementing this working model, they can take appropriate measures in good time to promote physical and mental health in the workplace and reduce absenteeism.

8 tips and guidelines for successful desk sharing

For desk sharing to be successfully introduced, clear rules and a well-thought-out implementation are essential. Involving employees in this process at an early stage promotes acceptance and minimises potential conflicts. The following recommendations can help to make the desk sharing concept efficient and smooth:

1. Open communication: It is important to inform employees at an early stage and involve them in the planning. This will help to clarify any concerns and prepare employees for the change.
   
2. Organisational efficiency: companies with a larger workforce or multiple offices should implement an efficient system for managing shared workspaces. This is the only way to ensure that all employees always have access to a suitable workplace.
3. Digital processes: effective workplace sharing only works if all employees have access to all the necessary work materials from any location. Company-wide cloud solutions and digital collaboration tools are therefore essential, and it is recommended that the majority of workflows be paperless.
4. Cleanliness and order: To keep the workplace flexible for everyone, employees should tidy up their desks after each use. Personal belongings and work materials must not be left behind so that space is available for other colleagues.
   
5. Same equipment: Every workplace should be equipped with the same technical equipment as standard so that everyone can work smoothly. This includes docking stations, monitors and ergonomic furniture. Employees should also be provided with individual laptops and headsets.
6. Fair use: To ensure a fair distribution of workplaces, it makes sense to set a maximum usage period per desk. This allows all employees equal access to the available workplaces.
   
7. Security precautions: Data protection must not be neglected when moving between workplaces. All employees should therefore ensure that their devices are locked and that no sensitive information is left openly accessible.
8. Ergonomics and comfort: Employees' health must always be taken into account. Height-adjustable desks and ergonomic chairs are essential to enable individual adjustments and improve comfort at work.
   

To sum up, desk sharing can only be successful in the long term if it is well planned and continuously adapted. With clear rules and an open exchange between the organisation and employees, the advantages of this way of working can be fully exploited.

How to ensure harmonious desk sharing in the long term

In addition to rules for desk sharing, there are other organisational requirements and equipment requirements for the concept to succeed in companies:

Prerequisites for long-term and successful implementation

To make desk sharing harmonious and efficient in the long term, it is crucial to establish clear rules and processes. The following measures help to minimise misunderstandings and conflicts and promote a pleasant working environment:

Organisational requirements

• Clear communication: Open and transparent communication is essential, as desk sharing often means a cultural change for the company. Regular training and information events help employees to understand the concept and avoid misunderstandings.
• Flexible working models: To make desk sharing a success, companies should enable flexible working options such as home office or mobile working. Only if not all employees are in the office at the same time can the available office space be used efficiently.
  
• Continuous feedback loops: Regular feedback rounds and evaluations of the desk-sharing concept help to identify potential problems early on and to continuously improve the system. Employees should be actively involved in these processes.
• Behaviour during breaks and meetings: In addition to the clean desk policy, it may also be useful to agree that workstations should be cleared during longer meetings or during breaks to allow others to use them.
  

Requirements for equipment

• Flexible work equipment: Desk sharing only works if employees are equipped with the necessary technical equipment, such as laptops and a stable Wi-Fi connection, to be able to work flexibly without a fixed desk.
• Digital tools for workplace management: Companies should invest in a software tool that is easy to use and makes it as easy as possible to book the individual workstation of your choice. This saves time and effort!
  
• Various workspaces: Different tasks require different working environments. Companies should therefore provide a variety of workspaces that promote both individual work and collaboration on projects.
• Storage space for personal belongings: Since there are no fixed desks, employees need secure storage for their work equipment. Lockers or personal storage areas ensure that laptops, documents and private belongings can be safely stored.
  

These measures enable companies to make desk sharing a long-term success and create a harmonious environment, thus getting the best out of this flexible working model.

Industry examples and fields of application

The concept of desk sharing is in particularly high demand in industries where flexibility and mobility are extremely relevant and necessary. Tech giants Facebook and Google are well known as pioneers of this model, using it to promote exchange and collaboration among themselves in order to develop creative ideas and innovations. Desk sharing is also highly beneficial for digital industries such as

• IT,
• media and
• telecommunications
  

, as well as companies with shift work or a high proportion of field staff. However, this way of working is not suitable for all industries, which is why an organisation should carefully consider whether it would lead to an improvement or deterioration before introducing this concept.

Desk sharing: the key to long-term success in a flexible office

The concept of desk sharing offers companies a flexible and efficient way to make optimal use of their office space while promoting creativity and collaboration within the team. However, for this working model to work in the long term, it requires careful planning, clear rules and ongoing adaptation to the needs of employees. Open communication, flexible working models and a suitable technical infrastructure are crucial success factors. Companies that meet these requirements can fully exploit the advantages of workplace sharing and thus create a productive and harmonious working environment.

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