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Desk sharing 2024 - all you need to know


January 2, 2023


February 1, 2024

The ultimate guide to desk sharing

In recent years, desk sharing has become an increasingly common practice in workplaces across the globe. Not only does it help companies save money on office space, but it also promotes collaboration and flexibility among employees. But how much do you know about it? Well, we are here to help!

This comprehensive guide will explore the ins and outs of desk sharing and provide the tools to implement this practice in your workplace successfully.

Understanding desk sharing

What is desk sharing?

Desk sharing, or hot desking, is a practice where multiple employees share the same workspace at different times. Instead of having dedicated desks, employees can choose any available workspace on a first-come, first-serve basis.

Benefits of desk sharing

Desk sharing provides numerous benefits to both employers and employees:

  • It saves money on office space
  • It reduces overhead costs
  • It promotes collaboration and flexibility
  • Reduces commute times

Potential drawbacks of desk sharing

Despite the many benefits of desk sharing, it does have its potential drawbacks. It can be difficult for some employees to adjust to constantly changing workspaces. Additionally, sharing a desk with others can result in distractions and disruptions that can affect productivity.

However, these drawbacks can be minimized with the right policies and practices.

Implementing desk sharing in your workplace

If you consider implementing desk sharing in your workplace, you need to keep in mind a few elements. We have compiled a list of the must-haves for a successful adoption.

1. Assess your office space

Before implementing desk sharing in your workplace, it is crucial to assess your office space. Take note of the number of employees, available space, and your company's needs. This will help you determine how many desks you need and how they should be arranged.

Consider natural light, noise levels, and proximity to shared resources such as printers and meeting rooms. You may also want to consider implementing a hot desk system, which allows employees to reserve desks on a first-come, first-served basis.

2. Create a desk sharing policy

Creating a desk-sharing policy is crucial once you have assessed your office space. This policy should outline your company's rules, guidelines, and expectations for desk sharing. It should also include information on reserving desks, cleaning and organizing workspaces, and other important information about the practice.

Consider including guidelines for personalizing workspaces, such as allowing employees to bring in their plants or decorations. This can help create a sense of ownership and belonging among employees, even in a shared workspace.

3. Make sure to communicate the change to employees

Ensure they understand the reasoning behind the difference and how it will benefit them. Provide training on the desk-sharing system, and encourage open communication about any concerns or issues.

Consider hosting a company-wide meeting or town hall to discuss the new policy and answer any employees' questions. Consider implementing a trial period to allow employees to adjust to the new system before fully implementing it.

Overall, implementing desk sharing in your workplace can be a positive change for both your company and your employees. By carefully assessing your office space, creating a clear policy, and communicating effectively with your employees, you can create a productive and collaborative work environment that benefits everyone.

Best practices for desk sharing

Desk sharing can present some challenges if not managed properly. Here are some best practices to consider when implementing a desk-sharing system:

Establishing a booking system

To ensure that desk sharing runs smoothly, it is essential to establish a booking system. You might be tempted to start using a simple Excel spreadsheet. But trust us - your best option would be to look straightaway into software solutions to manage your bookings.

Where to look? So many options, right? 

Whatever software you choose (we recommend deskbird, of course 😉), ensure that:

  • it's easy to use: don't add complexity to your office management!
  • it's user-centric: look for a solution with clear designs/commands/flow. You want your team to be happy to use it!
  • it's quick: you want a solution that simplifies the process, of course. Click, click and the booking should be done!

➡️ Try our desk booking solution today!

Encouraging cleanliness and organization

With multiple employees sharing the same workspace, cleanliness, and organization are key. Encourage employees to clean up after themselves and to keep their workspaces organized. This creates a more pleasant working environment, helps prevent the spread of germs, and reduces the risk of accidents or injuries. Provide cleaning supplies and storage solutions to make it easier for employees to maintain a clean and organized workspace.

Providing adequate storage solutions

Desk sharing can be challenging if employees need adequate storage solutions for their belongings. Provide lockers or filing cabinets to ensure employees have a secure place to store their personal items. This can also reduce clutter and ensure that workspaces remain organized and tidy.

Designing a flexible workspace

Creating a flexible environment accommodating different working styles is important when designing a desk-sharing workspace. This can be done by providing various workspaces, such as standing desks, quiet rooms, and collaboration areas. Employees can choose the workspace that best suits their needs and preferences by offering multiple options, leading to increased productivity and job satisfaction.

Overall, desk sharing can be a great way to optimize the workspace and reduce costs. Still, it requires careful planning and management to be successful. By following these best practices, you can create a desk-sharing system that works well for your employees and your organization.

Technology to support desk sharing

Mobile apps for desk management

In today's fast-paced business environment, employees are often on the move, working from different locations throughout the day. This can make it challenging to manage desk sharing, as employees may only sometimes be able to access a computer to book a desk.

Mobile apps like deskbird enable employees to book desks and manage their schedules through their phones. With deskbird, employees can easily view available desks, reserve a desk for a specific time, and even check in and out of a desk using their mobile devices. This can be especially useful for remote workers or employees who are constantly on the move.

Mobile desk management apps can also provide valuable information to managers and administrators, such as who uses which desks and for how long. This can help to identify patterns in desk usage and optimize desk allocation.

Integrating desk sharing with other office tools

To maximize the benefits of desk sharing, it is essential to integrate it with other office tools, such as collaboration software and communication tools. This can promote teamwork, enhance communication, and improve productivity.

For example, by integrating desk sharing with collaboration software, such as Slack or Microsoft Teams, employees can easily communicate with each other about desk availability and coordinate their schedules. This can help prevent conflicts and ensure everyone can access a desk when needed.

Integrating desk sharing with communication tools, such as Zoom or Skype, can also help to facilitate remote work and enable employees to work from anywhere. Employees can collaborate and stay connected by providing access to shared desks and workspaces, regardless of location.

In conclusion, technology has made it easier to support desk sharing in the modern workplace. Desk booking software, mobile apps, and integration with other office tools can all help to optimize desk allocation, enhance communication, and improve productivity.

 Desk sharing can be a highly effective way to save money, promote collaboration, and encourage flexibility in the workplace. However, it is essential to implement it carefully and with the right policies and tools in place. Following the best practices outlined in this guide, you can successfully transition your workplace to a desk-sharing environment and reap its many benefits.

Are you looking for modern ways to improve your workplace? Request a free demo of the deskbird app to embrace the benefits of flexible work and desk sharing!