Make desk-sharing work in the office

FM newsroom – office, desk sharing. Studies find that shared workstations can not only save money but also increase productivity and engagement. The concept of “desk sharing” or “hot desking” is growing in popularity since many companies have learned to operate in hybrid mode in recent years. Here is how it can really work in the office. 

The shared workplace model was created at the end of the 20th century. According to Capexus, creator of unique commercial interiors, the concept of sharing one desk for several employees is growing in popularity since many companies have learned to operate in the so-called hybrid mode in recent years.

Desk sharing works well for people who only need a computer and an internet connection to do their work.

Why is it worth sharing?

Capexus collected data to support the 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.


If a company works in hybrid mode it is generally sufficient to have a workplace available for around 80% of the employees. The free space gained by removing excess desks can be put to practical use as a relaxation zone or a space for collaboration and brainstorming. Expanding options for employees will increase overall office productivity and maintain a good atmosphere in the space.

Principles and rules for desk sharing

Setting rules is essential for the functioning of a shared place. In particular, adherence to the pre-agreed schedule for the given table.

clean desk policy defining how your desk should look when you leave work is also very beneficial.

When sharing a desk between several employees, certain hygiene rules must also be considered. Daily cleaning of the workplace should be ensured.

Another area to think about is security. If a shared computer is used on-site, each employee should be able to log into his account. It is also advisable to have lockable drawers or cabinets.

In the end, every employee is different, so do not hesitate to invest in quality adjustable desks and chairs. Each worker will be able to set it exactly according to their preferences.

For hot desking to really work, it is necessary to provide employees with space for collective creation and an area for focused undisturbed work.





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