Desk Sharing Best Practices For Your Flexible Workplace

Desk sharing enables two or more employees to rotate use of a single workspace. Employees select and reserve a desk for their workday, then make it available for another team member once they finish.

What Is Desk Sharing?

Desk sharing enables two or more employees to rotate use of a single workspace. Employees select and reserve a desk for their workday, then make it available for another team member once they finish.

Desk Sharing vs. Hoteling

Hoteling assigns specific desks to team members for defined periods (days, weeks, or months) with exclusive access during that timeframe.

Desk Sharing vs. Hot Desking

Hot desking operates on first-come, first-served basis with no permanent assignments, allowing employees to change workspaces multiple times daily.

Advantages of Shared Desks

Optimal Space Utilization: Freed-up space can become meeting rooms, breakout areas, or lounges

Flexibility: Employees choose workstations based on daily tasks or preferences

Minimal Clutter: Temporary workspace mindset reduces personal item accumulation

Improved Productivity: Seating flexibility removes barriers and enhances focus

Better Collaboration: Movement between workspaces disrupts silos and encourages cross-department interaction

Disadvantages of Shared Desks

No Personal Touches: Transient nature prevents workspace personalization, potentially affecting morale

Time Wasting: Daily setup adjustments (15 minutes) accumulate to approximately one hour weekly

Cleanliness Concerns: Shared surfaces facilitate germ transmission without strict protocols

Poor Adaptability: Some employees struggle with daily environmental changes affecting workflow

20 Best Practices for Implementation

1. Implement a Desk Booking System

Deploy robust reservation software with:

• Office space visualization for informed desk selection
• Mobile app functionality for on-the-go booking
• Integration with communication platforms like Microsoft Teams

Enable employees to find available desks quickly and locate nearby amenities (cafes, printers, colleague locations).

2. Make Cleanliness Easy

Provide nearby trash bins and cleaning supplies. Create a checklist for your team outlining what the desk should look like before they step off the workplace.

3. Address Germ Prevention

Encourage sick employees to work remotely. Distribute hand sanitizers and tissues throughout the office. Use desk reservation data to identify proximity contacts if illness occurs.

4. Establish Silent Device Policies

Request volume reduction on personal devices. Provide phone booths for private calls to minimize disruption.

5. Design Social Spaces

Create designated lounge and kitchen areas separate from work zones, encouraging interpersonal connection without disrupting focused work.

6. Provide Storage Solutions

Offer lockers for personal items and dedicated storage rooms for larger belongings like gym bags or equipment.

7. Build a Flexibility Culture

Train employees on conflict resolution and desk-switching procedures. Foster respect for shared spaces and mutual accommodation.

8. Communicate With Your Team

• Discuss changes before implementation
• Address concerns and move gradually
• Obtain buy-in from all stakeholders (facilities, IT, HR, leadership)
• Generate excitement by highlighting amenities and benefits

9. Plan Office Space

Incorporate strategic space planning to maximize efficiency and productivity through thoughtful furniture arrangement.

10. Offer Furniture Variety

Provide multiple workspace types supporting activity-based working:

• Adjustable-height desks for sit-to-stand transitions
• Various seating options including ergonomic chairs, stools, and balance balls

11. Calculate Optimal Ratios

Determine desk-to-employee ratios based on job functions. Customer-facing teams (sales, marketing, management) sustain higher sharing ratios; office-based teams (engineering, finance, administration) need more desk availability.

12. Eliminate Cables

Implement wireless technology and power solutions (wall boxes, floor outlets, ceiling mounts) to maximize workplace flexibility and facilitate desk repositioning.

Replace stationary phones with company cell phones enabling direct contact regardless of employee location.

13. Encourage Organization

• Create shared digital and physical document storage
• Assign personal lockers
• Provide accessible storage for necessary items

14. Launch Pilot Programs

Test implementation on one floor with committed teams before full rollout. Make transitions gradual rather than abrupt.

15. Create Clear Etiquette Rules

Develop comprehensive desk-sharing guidelines covering:

• Surface sanitation procedures
• Schedule protocols
• Personal item limitations

Incorporate BYOD (Bring Your Own Device) programs to reduce equipment needs and simplify transitions.

Communicate guidelines extensively before implementation.

16. Appoint a Desk Manager

Designate someone with authority to address conflicts and answer employee questions during transition.

17. Request Regular Feedback

Survey employees continuously about satisfaction and experience. Analyze utilization data to optimize desk ratios.

18. Optimize Lighting

Supplement natural light with adjustable-wavelength lamps allowing employees to customize illumination for productivity.

19. Incorporate Plants

Workplace plants enhance task completion speed and quality. Research indicates computer workers boosted their productivity around plants by 10-15%.

20. Enable Personalization

Empower employees to select workspace types matching their preferences. Provide tools to locate needed resources, fostering motivation and creative engagement.

Frequently Asked Questions

What Do You Call a Shared Desk?

Shared desks are called “hot-desking” or “shared workstations”—arrangements where multiple employees use the same physical workspace during different periods.

How Does Desk Sharing Work?

Common models include:

• First-come, first-serve: Any available workstation upon arrival
• Rotation systems: Scheduled desk allocation
• Technology-enabled booking: Apps allowing advance desk reservation

What Is a Shared Office?

Shared offices are physical spaces used by multiple individuals or organizations, reducing overhead costs while fostering collaboration and networking opportunities.

How Should Employees Handle Someone Else’s Desk?

Maintain respect for shared spaces by:

• Avoiding interference with others’ belongings
• Leaving workstations exactly as found
• Recognizing temporary rather than permanent ownership

How Do You Address Cleanliness Concerns?

• Encourage pre-departure sanitation using readily available supplies
• Establish food and drink policies
• Address persistent issues diplomatically through HR if needed

What Is Desk-Sharing Etiquette?

• Minimize personal items
• Reset adjusted furniture before leaving
• Respect privacy and refrain from examining others’ documents