Desk sharing company agreement: How to ensure a smooth introduction

Desk sharing is all the rage: more and more companies are embracing flexible workplace concepts and saying goodbye to dedicated desks. But as tempting as the advantages are, introducing desk sharing also presents a number of challenges. In particular, there are a number of labor law issues to consider. This is where the desk sharing company agreement comes into play. It creates a binding framework for implementation and ensures clarity for all parties. This article explains the key points and how to make the introduction a success in your company.

Why a company agreement at all?

Desk sharing means a major change to the usual work processes and conditions. Employees have to get used to new routines, searching for and setting up their workplace every day. This can cause insecurity and resentment, especially if the rules are unclear.

This is precisely where the company agreement comes in. It defines binding standards and processes for the implementation of desk sharing. This creates transparency, predictability and acceptance among employees. At the same time, it safeguards the interests of the employer and ensures that all legal requirements are met.

It is important to note that the introduction of desk sharing is subject to co-determination. This means that the works council has a say in the design and must agree to the company agreement. It is therefore essential to involve them at an early stage and to engage in constructive dialog.

Contents: What should be included in a company agreement on desk sharing?

Every company is different, and the company agreement must be formulated accordingly. Nevertheless, there are some key points that should generally be included:

1. Scope of application: This is where it is determined for whom and in which areas the agreement applies. Should desk sharing be introduced for all employees or initially only in certain departments? Do the rules also apply to field staff, student trainees and freelancers?
   
2. Workplace design: This section defines standards for the equipment and condition of workplaces. These include aspects such as ergonomic furniture, adequate lighting, noise protection, etc. The question of how many workplaces are provided per employee is also regulated here.
   
3. Booking system and reservation rules: The company agreement defines how workplaces are booked and allocated. Is there a digital booking tool or are they allocated on a first come, first served basis? How far in advance can places be reserved? Are there quotas for certain groups or priorities?
   
4. Clean desk policy: A tidy workplace is a basic requirement for desk sharing. The company agreement defines binding rules for the cleanliness and order of the desks. These include requirements such as the removal of personal belongings, the cleaning of keyboards and screens, and the correct disposal of waste.
   
5. Data protection and information security: With desk sharing, sensitive data and documents are often stored in shared cabinets or rolling cabinets. The company agreement must ensure that the applicable data protection regulations are adhered to. These include requirements for the secure storage, encryption and disposal of documents.
   
6. Rules for mobile working: Desk sharing often goes hand in hand with mobile working and home offices. The company agreement should therefore also contain rules for working outside the office. These include issues such as recording working hours, availability, equipping employees with work tools, and accident insurance coverage.
   
7. Health and safety and ergonomics: Making workplaces more flexible must not be at the expense of health. The company agreement must ensure that workplaces are designed ergonomically and meet health and safety requirements. This includes specifications for lighting, ventilation, noise and privacy protection.
   
8. Conflict avoidance and escalation processes: Despite clear rules, conflicts can arise with desk sharing – whether it's about coveted places, different ideas of order or personal differences. The company agreement should therefore also provide for mechanisms for conflict resolution and escalation. This creates security and relieves the burden on those involved.

The introduction: Step by step to success

Once the company agreement has been signed, you can start implementing desk sharing. To ensure a smooth transition and a high level of acceptance, we recommend a step-by-step approach:

1. Information and communication: Inform your employees about the upcoming changes comprehensively and in good time. Explain the background and objectives of desk sharing and deal openly with concerns and reservations. Use various channels such as company meetings, workshops, FAQs or the intranet.
   
2. Pilot projects and test phases: Start with a small pilot area before rolling out desk sharing throughout the entire organization. This will enable you to gain valuable experience, eliminate teething problems and adjust the company agreement if necessary. Trial days, during which employees can test the new concept without obligation, also increase acceptance.
   
3. Training and education: Office work without a fixed desk requires new skills and routines. Offer your employees training to get them ready for working in shared desk mode. Possible topics include efficient tidying, digital document management, mobile working techniques or rules of cooperation.
   
4. Technical equipment and booking tool: Make sure that the IT infrastructure and work equipment are designed for desk sharing. This includes mobile devices, a reliable WLAN connection, VPN access for the home office and, of course, a user-friendly booking system for workstations. The smoother the technology works, the faster employees will be able to find their way around the new setup.
   
5. Success measurement and optimization: Accompany the introduction of desk sharing with systematic success measurement. Survey your employees at regular intervals about their experiences and get feedback from managers and the works council. Use the findings to continuously improve your desk sharing policy and adapt it to new requirements.

A worthwhile approach with future potential

Introducing desk sharing is not a sure-fire success. It requires careful planning, clear rules and, above all, a high level of communication and employee involvement. The company agreement is a central component here – it creates commitment, transparency and security for all parties involved.

But the effort is worth it. Companies that consistently implement desk sharing benefit from reduced costs, more efficient use of space and greater flexibility. At the same time, the concept promotes collaboration, creativity and personal responsibility among employees. In an increasingly mobile and digital working world, these are decisive competitive factors.

However, desk sharing is not a panacea and is not the right solution for every company. It requires a culture that is open to change and employees who can and want to work flexibly and independently. The spatial conditions and the type of activity must also fit the shared desk concept.

Where these conditions are met, desk sharing can be a valuable step on the way to a modern, future-oriented working environment. The advantages – financial, organizational and cultural – usually far outweigh the challenges and limitations.

Therefore, the conclusion: anyone in their company who is thinking about a more flexible workplace design should seriously consider desk sharing. With the right company agreement as a basis and a cooperative change process, nothing stands in the way of a successful implementation. It pays to be brave and to break new ground. The future of work is flexible, mobile and collaborative – desk sharing can be an important step in this direction.