desksharing

Desk sharing is a workplace arrangement where employees do not have fixed, assigned desks. Instead, workspaces are shared among staff and allocated via reservations or as available. It is a core element of flexible work strategies, particularly in hybrid and remote-first environments, and is often described alongside terms such as hot desking or activity-based working. In desk sharing, individuals may book a desk for a day, a few hours, or use first-come access, and staff may also reserve private rooms or designated zones. The approach typically relies on an integrated space management system, badge access, and IT provisioning so that devices, networks, and printers are accessible from any assigned desk.

Implementation considerations include floor planning with varied zones (quiet, collaborative, meeting), robust IT infrastructure, data security, and storage solutions for personal items. Governance policies define booking rules, time limits, cleaning standards, and how to handle unoccupied desks. Desk sharing can reduce real estate costs, increase space utilization, and support hybrid work models. However, it can also lead to reduced sense of belonging, onboarding challenges for new hires, noise and distraction, and potential difficulties in collaboration or team cohesion if not carefully designed.

Key metrics include desk utilization rate, seating occupancy, booking adherence, and space cost per employee. Stakeholders include facilities management, IT, HR, and employees subject to the policy.