Desk sharing: a future without an assigned desk?
In recent years, the hybrid working model, which involves a meaningful combination of remote work and in-person work, has gained momentum at our company. We intend to continue with this model in the future.
The result: not all workspaces in the office are occupied every day, and some areas remain unused.
Our solution for this: desk sharing.
Under this principle, our colleagues no longer have their own dedicated workspaces. Instead, they share the available spaces among themselves and can freely book a new workspace every day.
Why do we use desk sharing at OTTO?
We’ve chosen desk sharing as part of our FutureWork initiative, and have been utilising this model for several years now. We rely on activity-based working when it comes to hybrid collaboration. This means that our colleagues choose their workspace based on their tasks and consider where they can most effectively complete their work. They can choose from various options on our campus, such as the library for focused work, multifunctional project areas for creative meetings, or rooms equipped with technical equipment for hybrid meetings. Or they can simply work at a desk – on campus or at home. With so many options, it’s clear that a designated desk per person is no longer necessary.
What are the advantages of desk sharing?
The transition to the desk-sharing model opens up an entirely new working culture. Moving around different workspaces not only helps us to generate new insights and ideas, but also ensures a change in perspective every day. Different workspaces promote interaction with colleagues and enable insights into other areas and challenges. Desk sharing also gives us the flexibility to choose the right place to work depending on the task at hand, allowing us to practice activity-based working.
What are the challenges?
Like almost any change, desk sharing comes with its own set of concerns: increased noise in the workspace, the inconvenience of finding an available workstation, or the physical separation from your favourite colleagues. We have addressed these concerns, experimented with solutions, and continue to make improvements.
How does desk sharing work on campus?
Our colleagues can use any available workspace on the campus located within their respective “Homezone”. These “Homezones” are used for team building and, in some cases, to keep certain matters confidential. What may sound chaotic at first is actually a straightforward system that is easy for all colleagues to book.
Through our dedicated booking system, all available workspaces can be viewed and reserved up to 21 days in advance. This ensures better planning and eliminates the need to search for an available desk in the morning.
Each workspace is equipped with basic technology, including a docking station and a webcam. This ensures that everyone can work under the same conditions at any workspace.
To ensure the smooth operation of the desk sharing model, we follow a “Clean Desk Policy”. We ask our colleagues to clear their workspace at the end of the day so that it can be used by someone else the next day. Personal items can be stored in lockers on the campus.
With the decision to adopt the desk sharing model, we look forward to an exciting future of work that brings with it newfound freedom. We are eager to learn more and gain new insights to continuously evolve our working practices.
