Desk-Sharing - The ideal concept for hybrid work

With the shift from an office-first approach to more employees working remotely, many companies no longer need to provide a separate workplace for each employee. At the same time, a hybrid working model is changing the demands placed on the office. As a place of collaboration, areas for creative and productive collaboration are needed instead of workstations. Desk sharing offers a flexible way to provide employees in hybrid working models with a place for focused work.

What does desk sharing mean?

The term desk-sharing (alternatively also flex-desk approach) basically refers to a form of organization in companies where

• a separate workstation is not provided for each employee.
• the existing workplaces are used by several employees.

In principle, there are two ways in which flexible workstations can be used.

Hot Desking

The hot desk approach follows the "First Come, First Serve" principle. If a workstation is needed, it can be freely selected from those currently available.

Desk Hotelling Principle

With desk hotelling, a workstation is booked in advance. Reserved workstations are then blocked for other people. Various software providers now provide booking platforms for this purpose, which can be used to digitize your own office and enable employees to book free workstations quickly and easily.

What are the advantages of desk sharing? And what are the disadvantages?

The desk-sharing principle has advantages on different levels.

• Desk sharing offers financial advantages for the company. Some companies report cost savings of up to 30 percent, as they now have to equip fewer workstations. At the same time, fewer workstations also mean that costs for renting additional office space are saved.

• The freed-up space can then be used for other areas, such as meeting areas or creative zones, thereby promoting successful hybrid work.

• As a rule, desk sharing involves all employees, from working students to management. The result is a reduction in hierarchical structures and the strengthening of work at eye level.

• A flex-desk policy also promotes communication between colleagues. The free choice of seating encourages company-wide communication, as employees from different departments also come into contact with each other more frequently.

• Last but not least, new forms of organization such as desk sharing are a sign of a modern corporate culture and therefore have a positive impact on employer branding. This can be the decisive advantage over other companies in the competition for new employees.

At the same time, desk sharing also has potential disadvantages that need to be considered in advance.

• If employees do not have their own workplace that they can personalize, there is a risk that they will feel less at home and that the connection and loyalty with their own company will suffer.
• When workstations are no longer permanently assigned, the effort involved in finding a workstation increases, especially with the hot desking principle. The same applies to setting up the workstation. If the desk height and office chair have to be readjusted every time you leave your workstation, this means more stress and less time for productive work.
• Last but not least, without a fixed seating arrangement, there is a risk that team cohesion will suffer if team members no longer sit next to each other but spread out across the entire office.

Rules to make desk sharing a success

There is no one-size-fits-all answer as to whether desk sharing is a suitable model for your own company. For anyone who decides to introduce a flex-desk model, we have some tips on how to implement it successfully.

Involve employees

The shared desk approach can only succeed if the employees support the concept. Before deciding for or against desk sharing, you should involve your employees in the decision-making process. Explain the advantages of the concept, but also be open to critical opinions.

Above all, talk about how the practical implementation should take place (see Hot Desking & Desk Hotelling). This is the only way to find a suitable solution for your company that everyone involved can live with in the future.

Clean Desk Policy

Desk sharing can only work smoothly if the workplace is left tidy. By storing documents and personal belongings neatly when leaving, colleagues can easily take over the workplace later.

However, there are other reasons, such as improved data protection, to implement a clean desk policy.

Workplace equipment

Uniformly equipped workstations are important so that every employee can quickly set up and be productive at any workstation without any problems. Uniformity includes the range of work equipment and devices. In addition to a desk and an ergonomic swivel chair, each workstation should be equipped with a monitor, a docking station for connecting additional devices, and a keyboard and mouse.

In addition, the workplace should be able to be set up according to individual needs. With a height-adjustable desk and a high-quality swivel chair, you give your colleagues the opportunity to adjust the working height and sitting position so that they can work comfortably and ergonomically.

Provide space for private things

Storing personal items at your own workplace is no longer an option in the shared desk model. At the same time, however, your employees do not want to constantly transport their personal belongings back and forth between home and work. Lockers or lockable office cabinets provide a secure place to store personal items.