Organising Desk Sharing: 14 Tips and Rules for Maximum Efficiency

The modern world of work is changing, and with the advent of flexible working models, innovative office concepts such as desk sharing are becoming increasingly important. Companies that rely on hybrid working structures are faced with the challenge of using their office space efficiently while taking the needs of their employees into account. This article presents the most important tips and rules for successfully organising desk sharing – from optimal equipment and clear guidelines to keeping the office tidy.

What is desk sharing?

Desk sharing, also known as shared desk or workplace booking, is a modern workplace model that is becoming increasingly popular. The concept is characterised above all by these features:

• Flexible use of workplaces: employees do not have a fixed desk and can use any available space.
• Efficient use of space: office space is used optimally because a separate space does not have to be provided for each employee.
  
• Promoting collaboration: Changing workplaces promotes exchange between employees and departments.
• Reducing space requirements: Space is used more efficiently, especially in hybrid working models where not everyone is in the office at the same time.

However, to ensure that free seating works smoothly, clear rules and good organisation of desk sharing are necessary to avoid conflicts and to provide each employee with the optimal workplace.

When is this working model a sensible solution?

Not every company automatically benefits from such a flexible concept, which is why its introduction should be well considered. To find out whether this way of working is suitable for your company, it is advisable to try it out for a defined period of time. Regular discussions with employees are important to get their feedback and find out whether the model fits with the corporate culture. Desk sharing can be particularly advantageous if employees already work flexibly for the most part, the company offers a hybrid working model with home office options, or a large proportion of the workforce frequently attends external appointments. Continuous review and adaptation of the model ensures that it optimally meets the needs of the company.

14 tips and rules for implementing and organising desk sharing

To ensure that this modern working concept runs smoothly, clear structures and well-thought-out processes are essential. Here are 14 tried-and-tested tips to help you implement the model optimally in your company.

Tip #1: Create space for personal belongings

Even if there are no fixed workstations, employees should have the option of storing personal belongings securely. Lockable cabinets or personal boxes, in particular, provide good storage space while keeping workplaces free and tidy.

Tip #2: Ensure ergonomics and occupational safety

Ergonomic workplaces are important not only for comfort but also for the health of employees. This includes, among other things:

• Height-adjustable tables
• Ergonomic chairs
  
• Well-lit workplaces

These measures reduce physical strain and ensure a productive working environment.

Tip #3: Design workplaces uniformly

To make it easier to switch between desks, all workplaces should be equipped equally. This includes, for example, identical monitors or docking stations, which ensure that all employees can work under the same conditions regardless of their workplace. A standardised workplace thus simplifies daily operations and minimises adjustment difficulties when using different desks.

Tip #4: Provide office supplies centrally

Providing office supplies such as pens and notepads centrally or at each desk saves time and increases efficiency.

Note: However, since in flexible workplaces often no one feels responsible for refilling the materials, a Kanban system can help. A Kanban card is created for all materials that signals the minimum stock level. As soon as this is reached, the card forwards the information to the material procurement department or the responsible colleague to ensure that the stocks always remain full.

This ensures that sufficient office supplies are always available and that employees can find everything they need quickly without having to search for it.

Tip #5: Introduce a clean desk policy

To ensure a tidy and pleasant working environment, all employees should leave their workplace clean at the end of the day. To ensure this, it is necessary to introduce a so-called clean desk policy within a company, which helps to clearly communicate and implement the set standards for a clean workplace.

Tip #6: Sorting out and working digitally

Part of a tidy working environment is also sorting out unnecessary material and documents. It can be particularly helpful to use digital storage and collaboration systems such as

• OneNote,
• SharePoint or
• OneDrive ,

which make desk sharing much easier. This gives employees access to all important documents at all times, making the transition from one workplace to the next seamless.

Tip #7: Set up quiet areas for phone calls

Open offices can get noisy, especially when people are on the phone or in virtual meetings. Setting up special phone booths or quiet rooms creates places of retreat where people can communicate undisturbed without disturbing others. This increases productivity in open spaces and reduces noise pollution in the rest of the office.

Tip #8: Introduce desk-sharing software

Digital tools are crucial to organising desk sharing efficiently. A booking system is particularly necessary here, as it allows desks to be reserved in advance and provides transparency about available desks, thus avoiding misunderstandings and unnecessary searches for free desks. In addition, digital tools often provide valuable insights, such as the desk sharing rate or the average occupancy rate.

Tip #9: Ensure data protection

The protection of sensitive data is also of the utmost importance here. Employees should therefore not leave any confidential documents on their desks. Instead, these should be stored in lockable cabinets and screens should be locked when they are absent to ensure data protection.

Tip #10: Communicate clear guidelines

For the working model to be successful, clear guidelines for using the workstations and booking systems should be drawn up and communicated transparently.

1. Regular meetings,
   
2. written FAQs or
3. designating contact persons

can help to eliminate uncertainties among employees!

Tip #11: Train and sensitise employees

In addition, training and awareness-raising are essential for a smooth introduction of the concept! Employees must understand how the system works and the associated rules and processes. Training should also cover how to deal with technical challenges and how to comply with guidelines to ensure that desk sharing is used efficiently.

Tip #12: Integrate it into a modern office concept

Desk sharing makes it possible to free up office space that can be used for other innovative workspaces. This space can be converted into modern workspaces, such as

• working cafés,
• meditation rooms or
  
• agile workshop zones.

This makes the office a more attractive place that supports flexible and creative ways of working.

Tip #13: Introduce feedback rounds

Regular feedback discussions make it possible to continuously address the needs of employees and further improve the desk sharing concept. Gathering feedback in the process ensures that the system remains flexible and adapts to new requirements!

Tip #14: Continuous monitoring and optimisation

Furthermore, constant monitoring and adjustment are required for the working concept, as it is crucial to regularly analyse how the workplaces are being used and what improvements are needed. This ensures that the system remains efficient and that the office space is used optimally. Continuous optimisation helps to make the modern working model a long-term success.

A well-thought-out desk sharing organisation not only contributes to efficiency, but also promotes the well-being of employees. Regular feedback and adjustments to the system also ensure that it remains successful in the long term and meets the needs of the company.

Important aspects of organising the flexible working model

In addition to the basic tips, there are other important points to consider before introducing the modern concept. These include the following two in particular:

1. Desk sharing as part of a holistic office concept: Desk sharing unfolds its full potential when integrated into a modern and flexible office concept. This includes not only flexible working hours and mobile working options, but also a well-thought-out office design. Different zones for different work styles are crucial: areas for concentrated work, open spaces for teamwork and meeting rooms for meetings. This allows employees to choose the ideal workplace for each task to maximise their productivity.
2. Take into account the co-determination rights of the works council: Another key aspect is the early involvement of the works council. The co-determination rights and information obligations of the works council must be observed when introducing desk sharing. This ensures that all regulations are introduced transparently and with the consent of the workforce.

Successful implementation of the working model therefore requires not only well-thought-out planning and the right equipment, but also consideration of the legal framework and the creation of a flexible, appealing working environment in which all employees feel comfortable.

Organising desk sharing successfully: balancing efficiency and flexibility

Desk sharing is more than just a modern workplace concept – it offers companies the opportunity to use their office space efficiently while also supporting flexible working methods. With the right organisation of desk sharing, such as a uniform workplace design, the introduction of a clean desk policy and the use of digital tools, the new concept can create a productive and pleasant working environment. However, it is important to regularly evaluate the working model and to solicit feedback from employees in order to continuously make adjustments and optimise the model. If all these aspects are taken into account, desk sharing not only promotes efficiency but also the satisfaction and well-being of the workforce.

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