8 Steps for Implementing Desk Sharing in Your Company

How to successfully implement desk sharing: step-by-step guide for companies

In an increasingly flexible working world, the desk-sharing model is becoming more and more important. This concept offers many advantages, including efficient use of office space, cost savings and support for collaboration. However, implementing it is complex and requires careful planning and communication to ensure that the introduction goes as smoothly as possible. This guide offers a detailed step-by-step plan for successfully implementing desk sharing!

Step 1: Conducting a needs assessment

Before developing a desk sharing concept, it is crucial to conduct a thorough needs assessment. Without clarity about which rooms and workplaces are actually needed, there is a risk that the concept will not be successfully implemented. The needs assessment answers key questions, such as the following:

• Office utilisation: How many employees are in the office on any given day?
• Work patterns: Which departments or teams are regularly in the office and during which time slots?
• Space requirements: What types of workplaces and rooms are needed – from focused individual workplaces to conference rooms and areas for creative teamwork?
• Degree of flexibility: Which employees have flexible working hours, and how many of them work from home?
  

This information forms the basis for planning and creates transparency about which resources are really needed.

Step 2: Define goals and expectations

The next steps in the process require a clear objective. Defining goals and expectations ensures that the desk sharing model can achieve measurable success while also providing orientation. Among other things, these efforts could be set:

• Cost reduction: A typical goal of desk sharing is to reduce office space in order to lower rent and operating costs.
  
• Improved use of space: The introduction of flexible workplaces should minimise unused space and make more efficient use of office space.
• Promoting teamwork: desk sharing can strengthen collaboration by offering flexible team rooms and open work zones.
• Positive employee experience: A modern workplace model can help motivate employees and increase the attractiveness of the company.
  

The above and other objectives set the framework and make it easier to measure and evaluate the success of the model in retrospect.

Step 3: Involving employees and communicating

For most employees, desk sharing means a change in their usual way of working. Therefore, it is crucial for the success of the concept to increase employee acceptance! To achieve this, it is necessary to involve employees in the process at an early stage and to report transparently on everything. The following information should be communicated to employees:

• Information events: Comprehensive information about the ‘why’ and ‘how’ of the desk-sharing model is essential to familiarise employees with the concept.
• Training and workshops: These formats make it possible to clarify questions and test the system in practice.
  
• Feedback loops: Surveys and feedback rounds allow employees to express their concerns and make suggestions for improvement.
• Regular dialogue: Ongoing communication and updates ensure that employees feel heard and develop trust in the model.

Transparent communication ensures that everyone involved understands the advantages and necessities of the model. After all, a high level of acceptance is key to successfully implementing desk sharing and inspiring employees about the new model.

Step 4: Creating the right infrastructure for desk sharing through office planning and design

Flexible office design is the basis for a functioning desk sharing model. The aim here is to create a working environment that meets a range of needs and offers all employees an attractive workplace. The following, among other things, are worth mentioning:

• Workplace types: Different zones for focused work, informal exchanges, teamwork and retreats are crucial.
  
• Ergonomic equipment: high-quality, ergonomic furniture and flexible workstations are important to promote employee satisfaction and health.
• Technical equipment: every workstation should offer basic equipment, including monitors, connections, charging stations and ergonomic chairs.
• Spatial demarcation: a clear structure in the office promotes clarity and facilitates orientation in the shared space.
  

Taking these points into account ensures that every employee can find a suitable workplace for themselves.

Step 5: Introduction of a digital reservation system

Furthermore, a digital workplace booking system is essential for desk sharing to function smoothly. Such software makes it possible to book workplaces in advance and provides a better overview of room occupancy. It also offers the following advantages:

• Ease of use: An intuitive system makes it easier to reserve a workstation and minimises the effort required of employees.
• Real-time availability: The system should display up-to-date occupancy information to enable quick orientation.
• Integration with calendars and tools: Synchronisation with calendar and collaboration tools makes planning easier and improves user-friendliness.
  
• Mobile use: A mobile application allows employees to easily book and manage their reservations while on the go.
  

The reservation system is therefore the centrepiece of the desk sharing model, as it allows employees to choose their workplace and helps to avoid bottlenecks or overcrowding.

Step 6: Gain initial experience in the pilot phase

A pilot phase is recommended to test and optimise desk sharing on a limited scale. During this test phase, both acceptance and functionality are checked before the model is rolled out to the entire company. The pilot phase can be broken down into these steps:

• Test area or department: Introducing the system in a limited department or a specific area makes it easier to get initial feedback.
• Analysing experiences: The usage patterns and behaviour of employees are observed to identify any weaknesses in the system.
• Gathering feedback: Surveys and interviews are used to collect feedback from employees so that necessary adjustments can be made.
• Developing optimisation measures: Findings from the pilot phase help to adapt the model to specific requirements.
  

In summary, the pilot phase helps to identify the need for adjustments at an early stage and to optimise the system for a large-scale roll-out.

Step 7: Obtain feedback and adjust desk sharing

After the pilot phase, a thorough analysis and adjustment of the model is useful. Feedback helps to continuously improve desk sharing. The following approach is usually taken:

• Evaluate the results of the pilot phase: The feedback from employees and the utilisation data provide important information on whether the model meets their needs.
• Make adjustments: Depending on the results of the analysis, adjustments can be made, for example, by changing the room layout or adding additional workstations.
• Communicate with employees: Open communication about the results and planned adjustments creates transparency and promotes trust.
  
• Step-by-step expansion: Implementation can be expanded to include further departments as required.
  

This continuous improvement optimises the desk sharing concept in the long term and adapts it to current needs.

Step 8: Continuous evaluation and optimisation

Once a desk sharing model has been introduced, it remains dynamic and should be regularly reviewed and improved. Employee needs and working methods may change over time, and the model should follow these developments:

• Regular utilisation analysis: Regular monitoring of occupancy rates and space utilisation helps to identify optimisation potential and make adjustments.
• Adapting the office design: If needs change, the office design can be flexibly adapted, for example by creating additional private spaces.
• Openness to feedback: Ongoing feedback from employees and, if necessary, follow-up surveys help to boost satisfaction and tailor the system to needs.
  
• Long-term strategy adjustment: Regular evaluations help to adapt desk sharing to new corporate goals and changing work environments.
  

Regular evaluation and adjustment can ensure that desk sharing meets the current requirements of the company and the needs of employees in the long term.

This is how desk sharing is implemented correctly!

The modern working concept, desk sharing, offers numerous advantages, including cost efficiency, flexibility and the promotion of collaboration. However, a successful introduction requires careful planning and a step-by-step implementation. With a detailed needs analysis, clear objectives and the continuous involvement of employees, desk sharing can become a future-proof workplace model that offers advantages for both companies and employees. Regular evaluation and adjustments ensure that the model grows with requirements and remains successful in the long term.