Tilbage
Desk sharing: definition, benefits, examples and implementation
10 september 2026
Share:
Desk sharing is a way of organizing work in which employees do not have a permanently assigned desk. Instead, they share a pool of workstations and choose a suitable desk based on their presence, their activity or the composition of their team. This model is particularly well suited to hybrid ways of working, as not all employees are in the office at the same time.
However, making desk sharing work involves more than simply removing names from desks. Shared workspaces require the right equipment, clear rules, transparent visibility of availability and continuous analysis of actual usage. These are precisely the factors that determine whether desk sharing provides greater flexibility or whether finding a desk every morning becomes a source of stress for employees.
What is desk sharing? Definition
The simplest definition of desk sharing is as follows: desk sharing means that workstations are no longer permanently assigned to one person, but can be used flexibly by several employees. Booking systems, digital floor plans and occupancy data make it possible to see available workstations and manage workspaces according to actual needs.
In English, the term “desk sharing” is commonly used, as well as terms such as “shared desk” or “hot desking”. Terms such as “flex office” can also be used to describe the broader concept.
It is important to distinguish desk sharing from simply allowing employees to choose where they want to sit. Desk sharing refers to the overall model for organizing workstations. How a shared desk is actually used can be organized in different ways: advance booking, spontaneous availability or use within a dedicated team zone.
Desk sharing, hot desking and desk booking: what is the difference?
The terms are not always used consistently across the market. To make these models easier to implement in practice, here are the main differences:
| Model | Principle | Typical use |
|---|---|---|
| Desk sharing | Overall model for sharing workstations without permanent personal assignment. | Flexible or hybrid teams share a pool of workstations. |
| Hot desking | Spontaneous use of an available workstation, often without advance booking. | Suitable for occasional, difficult-to-plan office attendance, and ideal for visitor management. |
| Desk booking | A workstation is booked before coming to the office or for a specific period. | Suitable for planning office days, organizing team days and optimizing occupancy. |
| Activity-based working | The workspace is selected according to the activity being performed. | Quiet zones, team spaces, dedicated focus workstations, huddle spaces and other areas. |
In many offices, combining these models can be useful: bookable shared desks for planned office days, some hot desks for spontaneous attendance, and additional areas dedicated to focused work or collaboration.
When choosing a workspace management solution, it is important to make sure that it meets your current needs, but also supports the different ways in which your workstations are used. An allocated desk is managed differently from a bookable desk, a bookable desk within a zone or a non-bookable desk (hot desk).
ROOMZ allows you to manage these four types of workstations within a single ecosystem: allocated desks, bookable desks, bookable desks within a zone and non-bookable desks (hot desks). The different models can also be combined depending on the organization of the company and the needs of employees.
Discover our Shared Desk solution →
What are the benefits of desk sharing?
The benefits of desk sharing become most apparent when the concept is adapted to the actual presence and activities of teams. The main benefit does not come from sharing workstations itself, but from creating a better fit between spaces, equipment and how they are actually used.
| Benefit | What it provides | How to achieve it |
|---|---|---|
| Better use of workspace | Unoccupied desks become visible and workstations can be better adapted to actual needs. | Measure occupancy and take peak days into account. |
| Greater flexibility | Employees can choose a workstation suited to their activity, team or preferred environment. | Offer different types of workstations and different zones. |
| Easier planning of team days | With desk booking, employees can see in advance who will be in the office and where workstations are available. | Make it easy to find colleagues and book a workstation. |
| Data-based planning | Booking and occupancy data show which areas are being used and where adjustments may be appropriate. | Distinguish between bookings and actual usage. |
| Potential reduction in workspace costs | When workspace needs decrease over the long term, rental, energy and equipment costs may also decrease. | Only make workspace decisions after reliably analyzing actual usage. |
Increased collaboration through changing desk neighbors is often cited as one of the benefits of desk sharing. However, this effect is not automatic. A survey conducted by the IAG of the Deutsche Gesetzliche Unfallversicherung (DGUV), the German statutory accident insurance organization, among 1,996 participants showed nuanced results: around half of the participants perceived no impact on productivity, nearly 30% perceived a negative impact and 20% a positive impact. Collaboration was also not rated as clearly better. For implementing desk sharing, this means that organization, team routines and the work environment are more important than simply adopting the desk sharing model.
What are the disadvantages and challenges of desk sharing?
A shared workstation model can cause frustration when employees do not know, when they arrive in the morning, whether they will find a suitable place to work, or when different rules apply within the company. Changing work environments, noise, a lack of spaces for isolation or furniture that is difficult to adjust can also reduce acceptance of the model.
| Challenge | Common cause | Action to take |
|---|---|---|
| Uncertainty when looking for a workstation | Available workstations are not transparently visible. | Booking, real-time occupancy data and a digital floor plan. |
| No-shows | Reserved desks remain unused while being blocked for others. | Measure actual occupancy and adjust booking rules. |
| Territorial behavior | Some workstations are informally considered permanently assigned. | Introduce consistent and easy-to-understand rules. |
| Loss of personalization | Personal belongings cannot remain permanently on the desk. | Provide lockers, team spaces and shared areas that support a sense of collective identity. |
| Noise and difficulty concentrating | Changing desk neighbors and noise in open spaces can disrupt work that requires concentration. | Provide quiet zones, an acoustic strategy and spaces for isolation. |
| Ergonomic issues | The workstation is not suitable for different body types and tasks. | Provide height-adjustable, easily adaptable furniture and appropriate training. |
| Hygiene | Several people use the same surfaces and computer peripherals. | Introduce clear clean-desk and cleaning rules. |
In the UK, ergonomics is not optional. The Health and Safety Executive (HSE) provides guidance on workplace ergonomics and display screen equipment, while the Health and Safety (Display Screen Equipment) Regulations 1992 set requirements for workstation assessment and the safe use of display screen equipment. These requirements cover areas such as screens, keyboards, desks and work surfaces, chairs, workspace and the working environment. Shared workstations should therefore be designed so they can be adjusted to suit different users. For sites outside the UK, the applicable local occupational health and safety requirements should be checked.
How to organize desk sharing: 8 steps to successful implementation
Organizing desk sharing means designing workspaces, rules, technology and usage patterns together. Following these steps in this order helps avoid reducing the number of desks before identifying the problems that could result.
Step 1: analyze actual presence and occupancy
Start by using data rather than an arbitrarily defined desk-sharing ratio. Measure how many people are actually present in the office on typical days and peak days. Distinguish between bookings and actual usage, as no-shows and spontaneous attendance can significantly change the situation.
The ROOMZ ecosystem adds real value here. It includes its own occupancy sensors, which make it possible to measure actual presence at workstations and compare it with booking data. This gives you a more reliable view of how your spaces are being used and allows you to base decisions on actual usage, not just bookings.
Learn more about ROOMZ Sensors →
ROOMZ sensors measure the actual occupancy of workstations anonymously. |
Step 2: define your objectives and desk-sharing ratio
Determine what you want to achieve: greater flexibility, fewer unoccupied workstations, better team coordination or a new way of organizing your spaces. The desk-sharing ratio is the number of available shared workstations divided by the number of people in the sharing pool. For example, 70 flexible workstations for 100 users corresponds to a ratio of 0.70. The appropriate ratio should be determined based on occupancy data from peak days.
Step 3: define workstation types and zones
Not all workstations need to operate in the same way. Combine bookable workstations, hot desks available for spontaneous use, team zones, areas dedicated to focused work and spaces for isolation. This allows the workstation to be adapted to the activity rather than simply to its availability.
The key to success lies in finding the right balance between employees’ daily needs, the diversity of workspace types offered by the company and the number of available workspaces.
For more information, read our article on the correlation between workspace diversity and employee satisfaction.
Step 4: standardize equipment for shared workstations
Standardize the basic equipment and make differences visible. If a workstation has two monitors, a specific docking station or particular ergonomic features, employees should be able to see this before booking it.
To do this, flex office management solutions such as myROOMZ allow you to configure workspaces using customizable tags, for example based on available equipment, zone or desk type. Employees can then find the workspace that best matches their needs in just a few clicks.
myROOMZ: choose and book a workstation based on its location and equipment. |
Step 5: combine booking and real-time occupancy
A booking answers the question, “Who booked it?” An occupancy sensor answers the question, “Is the workstation actually being used?” Combining these two perspectives provides a reliable basis for making workspace decisions.
Step 6: define clear rules
Define booking periods, cancellation procedures, check-in, no-show management, clean-desk rules, personal belongings, priority workstations and expected behavior in team zones or quiet areas. The rules should be easy for everyone to understand, and exceptions should be justified transparently.
Step 7: involve employees from the beginning and test the model
Start by testing the model in a clearly defined area. Gather feedback on booking, equipment, noise, wayfinding and workstation selection. The DGUV recommends involving employees from the planning stage.
Step 8: measure usage and continuously optimize
After launch, compare bookings, actual occupancy, peak periods and the use of different zones. Adjust the number of workstations, rules and workspace mix accordingly. Desk sharing is not a one-time workplace design project, but a workspace management model that can be continuously monitored and adjusted.
Practical tip: never reduce the number of desks before measuring a baseline. Record actual occupancy over a few weeks, identify your peak days, then set your desk-sharing ratio on those peaks rather than on an average.
Desk-sharing workstation: what equipment should you provide?
A desk-sharing workstation should be easy to adjust for different users and remain reliable in everyday use. The less time employees spend in the morning dealing with cables, adapters or furniture adjustments, the more efficient the workstation is in everyday use.
| Element | Recommendation | Objective |
|---|---|---|
| Desk | Height-adjustable or adapted to ergonomic requirements, with a sufficient and low-reflective work surface. | Make individual adjustments and switching between sitting and standing easier. |
| Office chair | Seat height, backrest and other important settings should be easy to adjust. | Quickly adapt the workstation to different body types. |
| Monitor | One or two external monitors depending on the activity, easily adjustable. | Avoid working exclusively on a laptop for several hours. |
| Docking station and connectivity | Standardized docking station or USB-C solution, power and network or Wi-Fi. | Minimize adapters and configuration issues. |
| Peripherals | Separate keyboard and mouse, easy to clean if necessary. | Ensure ergonomic and consistent working conditions. |
| Acoustics | Quiet zones, spaces for isolation or acoustic solutions. | Maintain concentration despite changing users. |
| Storage | Personal lockers, caddies or other flexible storage solutions. | Prevent personal belongings from remaining on shared workstations. |
| Booking information | Workstation features, availability and location visible digitally on the workspace map. | Allow employees to choose a suitable workstation before arriving at the office. |
| Occupancy measurement | Anonymous presence measurement can complement available data. | Distinguish between booking rates and actual occupancy. |
One point is particularly important: a shared workstation is not automatically ergonomic simply because it looks modern. Its equipment must be adaptable to the activity and to different users. Short training is also important so that employees know how to correctly adjust their desk, chair and monitor.
Desk sharing examples in practice
Example 1: bookable shared workstations for planning office days
Employees plan their office day in advance and book a workstation via a digital workspace map. They can see available workstations and choose one based on their colleagues, its location or its equipment. With myROOMZ, this process can be completed in just a few clicks.
Example 2: hot desks for spontaneous attendance
Some workstations intentionally remain non-bookable, particularly for people who come to the office spontaneously for only a few hours.
To prevent them from having to search across several zones, actual occupancy can be displayed in real time on floor plans via ROOMZ Viewers, connected to ROOMZ Desk Sensors, which detect presence anonymously.
ROOMZ Viewers show workstation availability directly on the floor plan. |
Example 3: analyzing booking and occupancy data together
A workstation can be booked without being used. Conversely, an unbooked hot desk can be used spontaneously. With Advanced Analytics, workstation data can be analyzed by building or floor. This makes it possible to adapt zones, capacity and equipment based on actual usage.
Example 4: Altares-D&B manages 183 workstations with myROOMZ
A practical example shows how to move from manual planning to a structured process for managing shared workstations. At Altares-D&B, 183 workstations in France and Belgium, as well as 26 parking spaces, are now managed with myROOMZ. Before its implementation, teams used shared calendars. The case study describes the lack of visibility as a major challenge and highlights ease of booking, workstation selection and visibility of available equipment as the main benefits.
Read the Altares-D&B case study →
Book, identify and analyze shared workstations with ROOMZ
To implement a reliable desk-sharing concept, we combine three levels: planning, actual usage and analysis. With myROOMZ, your employees book workstations and coordinate their office days. ROOMZ Desk Sensors complement bookings with anonymous real-time occupancy data. With ROOMZ Advanced Analytics, you can analyze usage, visualize no-shows and identify which spaces are actually needed.
This creates a complete feedback loop: plan workstations → use workstations → measure occupancy → analyze data → adapt spaces.
This approach is particularly relevant if you want not only to implement desk sharing, but also to improve the quality of your decisions regarding the configuration and types of spaces you offer employees. Booking data shows demand. Occupancy data shows actual usage. Together, these two perspectives provide a reliable basis for decision-making.
Experience and expertise: we have been developing workspace management solutions since 2015. Today, more than 1,800 customers trust us, and more than 50,000 workspaces are equipped. In 2024, myROOMZ surpassed one million bookings.
Do you want to plan your desk-sharing strategy based on the actual use of your spaces? Book an appointment with us.
FAQ about desk sharing
| What does desk sharing mean?
Desk sharing means that several employees use the same workstations at different times. There is no permanent personal assignment. Terms such as desksharing, desk-sharing, shared desk and shared desks are used to describe similar concepts.
|
| What is the difference between desk sharing and hot desking?
Desk sharing is the broader model for sharing workstations. Hot desking often refers to the spontaneous use of an available workstation without advance booking. However, the terms are not used consistently across the market.
|
| How do you calculate the desk-sharing ratio?
The desk-sharing ratio is the number of available flexible workstations divided by the number of people in the sharing pool. For example, 70 shared desks for 100 users corresponds to a ratio of 0.70. The appropriate ratio should be determined based on actual presence and peak-period data, rather than a generic industry benchmark.
|
| What equipment is needed for a desk-sharing workstation?
Recommended equipment includes easily adjustable ergonomic furniture, external monitors, a separate keyboard and mouse, a standardized docking solution, reliable connectivity and clearly visible equipment features. Depending on the office, lockers, acoustic zones and spaces for isolation may also be needed.
|
| How can desk sharing be organized without conflicts?
Successful desk sharing requires transparent visibility of availability, consistent rules, appropriate zones, clear clean-desk rules and employee involvement from the beginning. Booking and occupancy data help identify peak periods and no-shows.
|
| Does desk sharing require a booking system?
Not every shared desk needs to be bookable. For planned office days and higher occupancy levels, desk booking can provide greater planning certainty. For spontaneous hot desks, a real-time display of actual occupancy can also be useful.
|
| How do you measure the actual occupancy of shared desks?
Booking data shows which workstations are reserved, but not necessarily whether they are actually being used. Presence sensors can anonymously detect whether a workstation is occupied. Comparing bookings and occupancy makes it possible to identify no-shows, spontaneous usage and actual peak periods.
|
| What ergonomic rules apply to desk sharing?
In the UK, the Health and Safety (Display Screen Equipment) Regulations 1992 also apply to shared workstations. They set requirements relating to workstation assessment, work equipment, work organization and the working environment. Shared workstations must therefore be adaptable to different users.
|
| Author & expert review |
|---|
Nadia ObeidaAuthor Writes and curates ROOMZ content on room booking, workplace experience and digital workspace solutions. Nadia Obeida is Marketing Manager at ROOMZ. For this guide, she translated the requirements of IT, facility and office teams into a practical decision-making resource and defined the SEO and GEO structure of the article. |
Roger MeierCo-author & expert review Brings the product and field perspective from ROOMZ projects to the article. Roger Meier is Founder and CEO of ROOMZ SA. He reviewed the article with a focus on technology, integration, scalability and practical relevance. |
