Desk Sharing: Is It a Good Idea?

Desk sharing is one of the newest workplace fads, and it may be a welcome addition to enhance productivity among your employees if handled effectively in conjunction with occupancy management.

What is desk sharing?

Desk sharing is a seating arrangement where employees do not have assigned desks. Instead, they get to change things up and sit anywhere they choose on any given day. When your employees arrive at work, they choose any open desk or cubicle as their base of operations for the day.

Before committing to this work arrangement, here are some advantages and disadvantages.

The Advantages of Desk Sharing

1. Reduces rent costs

Desk sharing reduces the waste of unused office space. It is now possible to accommodate more employees in an office space with fewer desks, which means that not all workers clock in simultaneously.

Instead of having empty desks, anyone working gets to use them. Credit Suisse achieved this in New York City by effectively adopting desk-sharing for 750 support personnel.

2. Promotes improved teamwork and networking

Coworking spaces offer a social and collaborative environment for workers looking to learn and grow. Sharing a desk fosters social networking automatically.

Deloitte is one organisation that has said goodbye to individual offices in favour of desk-sharing, with 1000 desks for 2500 staff. They have created a wonderful community where individuals want to come to work rather than have to.

3. Levels the playing level for distant workers

Desks are less useful for organisations with many remote or hybrid workers as dedicated desks are impractical. Workstation-sharing is quite advantageous for people who work from home since it eliminates the concept of having to be at a specific desk. There is no obligation to go to work every day and be "visible."

4. Allows for flexible work hours

When using hot desks, employees have more freedom to select when and where they work. It enables them to vary their work environment on a daily basis and remain flexible without being confined to their desks.

Square and LEGO buildings offer open floor plans, allowing employees to choose working spaces. You can choose your work hours, come into the office 1-2 times per week, and develop a work-life balance that meets your needs, increasing employee retention, improving job productivity, motivation, and a healthy business culture overall.

5. Reduces desk clutter and increases productivity

The thought that members must clear out their belongings at the end of the day affects their attitude toward their desk space. They prefer to bring fewer items with them, clean their workstation frequently, and keep their environment tidy.

Furthermore, an organised and tidy desk increases concentration and productivity significantly.

The Disadvantages of Desk Sharing

1. Fewer personalisations

Moving from desk to desk might cause some people to lose their identity. They do not have the option of personalising or naming their cubicle. This reduces productivity since some employees require personal space to concentrate on the issue and establish a work environment.

2. Increased levels of distraction

When very little separates an employee from their coworker, it may be difficult for them to truly "get in the zone." Harmless chit-chat and noisy phone calls can disrupt concentration.

As a result, the distraction risks are greater in a desk-sharing work environment, and if employees want a calm and regulated setting, desk-sharing may not be the ideal solution for them.

3. Some employees may be resistant to changes in routine.

Not everyone is willing to look for a new area to sit in daily. Workers who are used to a routine, a permanent workstation, or who require more privacy will find it difficult to adjust to this working arrangement. While they may eventually perceive the benefits, such disruptions may cause productivity to suffer.

4. Establish strict cleaning policies.

Workplaces rank right up there with door knobs and elevator buttons regarding germ exposure, which may be a source of anxiety for certain employees. 

Desk sharing means more individuals and germs, so make sure you have effective cleaning policies in place, or this notion may not work for you, especially if you are accountable for the employees' well-being as the workspace provider.

5. Limited access to storage and space

Some desk-sharing spaces do not have much if any, storage space. Since you have to clear off the desk every day, employees can not bring more than a few vital files, research materials, and a laptop since they have to return them all at the end of the day.

Covid-19 has changed how the global workforce works, whether from a hot desk or a fixed workstation. The changes brought about by the pandemic have caused organisations and individuals to reevaluate how they intend to work in the future.

However, given the benefits and drawbacks, it is reasonable to state that desk sharing works for the right people. It is undeniably a perfect area for those who prefer flexible and fast-paced office solutions but not so much for those who are accustomed to a set routine and privacy and wish to maintain it.