Shared desk in modern companies

Flexible working models, new technologies and the desire for more self-determination are putting traditional office concepts to the test. More and more companies are discovering the potential of desk sharing – also known as shared desk. But what exactly do these buzzwords mean?

In this article, we take a closer look at the concept. From the basic principle to various implementation options and important success factors, you'll learn everything you need to know for a successful start to flexible working. Let's dive in together!

What is desk sharing? The basic idea in a nutshell

Desk sharing means that several employees share a workstation – not at the same time, but one after the other. Instead of sitting at the same desk every day, you can flexibly choose any free space in the office. The individually assigned workstation thus gives way to a demand-oriented use of the available space.

Imagine your office is like a hotel room: you check in in the morning, make yourself comfortable for the day and leave the room tidy in the evening for the next guest. The principle of the share desk works in a similar way.

Desk sharing concept vs. fixed workstations – what are the differences?

In traditional offices, everyone usually has their “own” desk. Whether full-time or part-time, on-site or mobile - workplaces are tied to specific people. In practice, however, this often leads to inefficient use of space. Studies show that on average, 30-40% of desks are not occupied.

This is precisely where the desk sharing concept comes in. Flexible workplaces allow the actual space requirements to be better reflected. When employees are working from home, spending the day in meetings or working on projects on site, their desks are not left empty but can be used by others.

The objectives of desk sharing: more than just space optimization

Shared desks not only promise savings in office costs, they also shape a new way of working. The focus is on flexibility and networking. Instead of sitting next to the same colleagues every day, you engage in conversation with different people. This promotes the exchange of knowledge, breaks down departmental boundaries and gives rise to creative ideas.

In addition, employees have more freedom to choose the workplace and location that best suits the project at hand. Those who need peace and quiet for a tricky task may find it more likely in a quiet workroom than in a lively open-plan office. And those looking to exchange ideas with colleagues can settle in “team zones”.

Step by step to a flexible office: how to get started with desk sharing

Sounds exciting? Then here are a few tips for implementation:

1. Define your goals: Think carefully in advance about what you want to achieve with desk sharing. More efficiency, exchange or flexibility - depending on your focus, different requirements for the design will arise.
   
2. Talk to your employees: Involve your team in the planning at an early stage. Explain the background, listen to concerns and develop rules together. Open communication creates trust and acceptance.
3. Create storage space: Think about where personal belongings can be stored. Lockable cabinets or lockers are practical solutions for creating space and securing valuables.
   
4. Use smart tools: a booking software provides an overview of available workstations at all times. This means that employees can reserve a workstation from home or on the go. It also makes it easier to find colleagues.
5. Test and optimize: it's best to start with a pilot area and gain experience. What is going well, what needs to be adjusted? Use employee feedback to continuously improve your desk sharing concept.
   

Recognizing and avoiding stumbling blocks

Of course, there is also another side to the coin. As tempting as the advantages of desk sharing are, the changeover can be challenging. Losing your personal workplace is often initially experienced as a loss of control. Questions of data protection and ergonomics must also be clarified in advance.

To ensure a successful introduction, good preparation and support for the change process are essential. Actively involve your employees, listen to their concerns and find solutions together. It's best to start with a few departments or locations and gain experience. This will enable you to roll out the concept over the long term and develop it continuously.

Conclusion: desk sharing as an opportunity for modern working

Desk sharing is more than just a trend. It represents a shift in the way we use office space and work together. When implemented correctly, the concept offers many opportunities for employees and companies alike. It promotes flexibility, personal responsibility and networking, and creates space for innovation.

The path to a shared desk often requires a cultural change and a rethinking of familiar structures. However, with careful planning, the right equipment and open communication, you can easily overcome the stumbling blocks. So don't be afraid to break new ground and rethink your office environment. It's worth it!