How does desk sharing work in an office practice?

Desk sharing brings a number of advantages. With efficient use of the workplace, you can not only save money, but also increase the productivity of your office. What principles are always appropriate to follow and for which professions is desk sharing not appropriate? We bring you the most important information.

Workspaces with pink elements

Shared workplace
or hot desking

The shared workplace model was created at the end
of the 20th century and is commonly referred to as
"desk sharing" or "hot desking". The name came from
the original term "hot bunking", which sailors called
shared beds for shift workers.

Open space with phone booth

The concept of sharing one desk for several employees
is growing in popularity , mainly due to the fact that many companies have learned to operate
in the so-called hybrid mode in recent years.
Employees combine staying in the office
with working from home.

Desk sharing in numbers

The following statistics can also convince you of the good reasons for introducing desk sharing:

  • According to a 2020 study by Cushman & Wakefield, shared workstations can reduce office space rental costs by 25-30%
    on average.

  • According to a 2019 study by Deskmag, 74% of workstation sharing users report that they have improved their productivity.

  • According to a 2020 survey by Global Workplace Analytics, 86% of employers report that sharing workstations increases employee satisfaction and engagement.

  • According to a 2021 study by Coworking Resources, 44% of shared workstation users work in companies with fewer than 10 employees, while 37% work in companies with more than 100 employees.

Companies that use desk sharing include not only giants such as Google and Microsoft, but also many of our clients such as LMC, Pierre Fabre, Productboard or T-Mobile.

Collaboration space with natural elements

Use free space effectively

If a company combines telecommuting and office work,
it is generally sufficient to have a workplace available
for around 80% of the employees. The free space you get by removing excess desks can be put to practical use. Both our workplace consultancy department and a team of experienced architects will help you with this.

In the free space, it is possible to place, for example, a relaxation zone or a space for collaboration and brainstorming. Expanding options for employees will increase overall office productivity and maintain a pleasant
atmosphere in the space

Shared workspaces in orange

How can a shared workplace work?

The shared workplace model is suitable for employees who do not work from the office every day. It is completely inappropriate to use this concept in positions where people work with a large amount of documents and papers. Sharing works very well for people who combine working from home with working from the office and only need a computer and an internet connection
to do their work.

Open space with optical partitioning

The setting of fixed rules is essential for the functioning
of a shared place. In particular, adherence to the
pre-agreed schedule for the given table. A clean desk policy is also very beneficial for the smooth running
of the office. That is, clearly defined rules about how
your desk should look when you leave work.

Principles you should follow for hot desking

When sharing a desk between several employees, certain hygiene rules must also be considered. Daily cleaning of the workplace should definitely be ensured, and it is also advisable to have disinfectants and wipes available for employees to use.

Another area to think about is security. If, for example, a shared computer is used on site, each employee should be able to log into his own account. It is also advisable to have lockable drawers or cabinets where individual workers can store things needed for work.
In the end, every employee is different, so don't hesitate to invest in a quality adjustable desk. Each worker will be able to set it exactly according to their own preferences. The same goes for the chair.

Relaxation zone at work

Divide the space
into individual zones

In order for hot desking to really work, it is necessary
to provide employees with space for collective creation and an area for focused undisturbed work. Some office locations should be further apart. Thoughtful acoustics are also important. On the other hand, you can place
a large table intended for coworking in the free space.

Open space with reclining desks

Discover the benefits of sharing

Desk sharing has a number of benefits. However, in order for everyone to be satisfied, clear rules must be followed and the entire concept thought through in advance.
This must also be taken into account in the company culture and the setting of individual processes.
If you want to consult with the introduction of shared places, do not hesitate to contact us. We approach each company completely individually with the aim of finding the optimal solution.

Authors of the photos: Aeternus Pictures, Petr Andrlík, Prokop Laichter

Published: April 19, 2023 

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