Desk sharing with a system: best-practice tips
Employees pick their workspace freely instead of having an assigned desk. Many companies adopted the model after the pandemic — Lufthansa, Siemens, ADAC and others.
What is desk sharing?
Employees pick their workspace freely instead of having an assigned desk. They book what they need. The model has gained traction post-pandemic at companies like Lufthansa, Siemens and ADAC.
How to make desk sharing work
Involving employees in the rollout is essential. Beyond that, a few rules help avoid common pitfalls:
1. Equal rights for all — equip every desk identically: same table size, storage, technical kit. Plug-and-play matters: connect a laptop, get started instantly.
2. Height-adjustable desks and chairs — every desk has to fit every person. Adjustable desks also enable standing work and short team meetings.
3. Room for personal items — a lockable locker or compartment lets employees stow personal items and personalise the desk daily (family photo, plant).
4. Clean Desk Policy — leave the desk as you found it. Materials and personal items go home or to the locker after work.
5. Personal headsets — calls and video conferences are part of the job. Hygiene matters; each employee gets their own headset.
6. Data protection — sensitive HR or legal material belongs in a locked cabinet or a separate office that’s exempt from desk sharing.
7. Enable self-organisation — chat groups are error-prone. Use a software tool that lets employees see and book free desks online. Office and home-office workers stay aligned.
How the teamspace desk-sharing system helps
The desk-sharing system supports the entire workflow:
- Release workspaces — define what’s bookable: desks, offices, technical rooms, coworking spaces, parking.
- Book free spaces — your team sees what’s free and books online — full or half day, from home or on the go.
- Default plans — set defaults for typical office or parking assignments; employees only change what differs.
- Team alignment — the employee overview shows who is where and what’s planned — easy meeting and event planning.
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