The Ideal Equipment for Desk-Sharing Workplaces | PULT

This is what the right equipment for desk sharing workstations looks like.

In recent decades, having their own office with a desk, personal belongings and a cosy atmosphere was the ideal of many employees. But the demands on the workplace have changed. The corona pandemic, demographic change and changes in the labour market have led to a new flexibility that is also expressed in the design of the workplace. Desk sharing, i.e. shared workstations, is becoming increasingly important. However, for the successful introduction of this concept, attention must be paid to the appropriate equipment at the workplace. This article explains exactly what is needed for this and what other requirements must be met.

The optimal equipment for a desk-sharing workplace: These are the 5 most necessary utensils

In order to be successful in the competition for qualified specialists, the right technical equipment at the workplace is essential for desk sharing. These five components in particular should not be missing!

1. laptop/notebook

A mobile workplace requires that all employees have their own personal work equipment that is tailored to the specific requirements of remote and office work. Modern laptops are characterised above all by the fact that they are lightweight and durable and offer a long battery life, so that switching between home office, conferences and different office locations runs smoothly. In addition, the device must enable fast synchronisation with cloud services, which are essential for desk sharing.

2. Monitor

A high-quality monitor is a central element of the flexible working concept, as it can increase comfort and efficiency. Large, curved monitors are increasingly preferred because they offer an extended view and less strain on the eyes. These screens often come with a camera, microphone and speaker already built in, making them ideal for video and telephone conferencing. The integration of these components makes it easy for users to quickly and easily hold virtual meetings without the need for additional accessories. A good shared desk monitor should also be height-adjustable to allow for ergonomic customisation and to meet the needs of different users.

3. Interfaces

Similarly, a universal connectivity option is crucial for the desk-sharing model, as it significantly improves the versatility and ease of use of the workplace. The USB-C interface is one of the most frequently used options, as it not only transmits data and video signals but also charges the connected device. This saves space and prevents cable clutter, as only a single cable is required for all connections.

4. Docking station

While USB-C interfaces are all well and good, many companies still rely on separate docking stations to expand flexibility and functionality. A docking station allows users to connect a variety of devices quickly and easily, without the hassle of constantly plugging and unplugging cables. They often provide additional ports for USB-A, HDMI, Ethernet and other interfaces, which increases versatility and makes connecting monitors, keyboards, mice and other devices quick and easy.

5. keyboard, mouse and headset

While the company provides central hardware, most employees bring their own keyboard, mouse and headset. This approach is not only for hygienic reasons, but also allows users to work with familiar devices that suit their personal style and comfort. Ergonomic keyboards and mice, which are often chosen by employees, can help to increase comfort at work and reduce the risk of health problems such as RSI (repetitive strain injury). Equally important are headsets for virtual meetings and for reducing background noise, which increases concentration and productivity in a shared desk environment.

Note: Overall, the equipment of a shared desk should be geared towards efficiency, flexibility and user comfort. With these tools, companies can not only meet the needs of their employees, but also increase their attractiveness as an employer.

Further prerequisites for successful desk sharing

For desk sharing to work smoothly, certain organisational and technical conditions are required in addition to the appropriate workplace equipment.

Organisational requirements

To implement desk sharing successfully, certain organisational requirements must be met. These ensure that the workplace can be used flexibly and that hygiene and data protection standards are met.

• Suitable corporate culture: Companies should first clarify whether this flexible form of work fits with their culture. For example, employees who regularly come into contact with customers may need fixed workstations.
• Clean desk policy: When work is finished, no personal items should be left at the workstation and each workstation should be equipped with the necessary office materials. All of this and other requirements, such as disinfecting the work surface after each use, are defined by the clean desk policy.
  
• GDPR: It is also necessary to train employees on how to protect data in accordance with the GDPR. Screens should be locked when leaving the workplace and documents should not be left unattended, especially in co-working spaces!

Careful attention to these organisational requirements facilitates the introduction of desk sharing and promotes the smooth and safe use of workplaces.

Technical requirements

Furthermore, a few technical basics are required to enable employees to use the workstations seamlessly and efficiently. Here is an overview of the most important technical requirements:

• Cloud-based business platform: A cloud-based platform is the backbone of desk sharing. It enables employees to access all the company data and information they need easily and securely, regardless of their location. This is particularly important for seamlessly switching between home offices, different offices or co-working spaces. Cloud solutions also ensure that all data is always synchronised and available in real time.
  
• User-friendly booking platform: To avoid chaos and ensure that workplaces are used efficiently, an easy-to-use workplace booking system is necessary. This should enable employees to quickly find available desks and make their booking with clear information on the duration of use. Ideally, the platform should also show details such as workplace equipment, for example monitors or docking stations, and provide information about available meeting rooms or other workspaces to further support flexible working.
  
• Automated workflows: Automating repetitive processes increases efficiency and makes daily work in a shared desk environment easier. Examples include automated booking processes, reservation confirmations or updates on changes to the schedule and available workstations. Automation can also help in managing IT and security policies by quickly alerting employees to issues and allocating resources to avoid delays.

Note: Overall, adapting to the desk-sharing concept requires strategic planning and consideration of both technical and organisational aspects. This way, flexible working becomes not only a necessity but also a real advantage for companies and employees.

The right equipment and preparation are the key to successful desk sharing

Introducing desk sharing enables companies to respond flexibly to the changing needs of the working world. With modern equipment – from ergonomic monitors to intuitive workplace booking platforms – efficiency and employee satisfaction can be increased. Organisational factors such as a suitable corporate culture and a clear clean-desk policy also contribute to a productive and harmonious working environment. Desk sharing not only responds to current trends, but also proves to be a strategic advantage that increases attractiveness as an employer and promotes team productivity.

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