The trend towards hybrid working continues. Companies must look for solutions to give employees flexibility. One solution is shared workplaces. Intuitive desk sharing software allows administration with just a few clicks. But what should you consider during the introduction? Here are some tips for using a desk sharing app!
Key facts
- With desk sharing, several employees share a workplace in the office. As a result, you no longer have a fixed or personal desk in the office.
- The aim is to use office space more efficiently, give employees more flexibility and reduce office costs in the long term.
- To simplify administration, desk sharing software helps you book desks & other resources in your office & see where colleagues are working.
What is desk sharing?
The concept of desk sharing has long since become the new standard in many workplaces. As a result of the corona pandemic, many companies have switched to shared workplaces. With this concept, your employees no longer have a permanent job in the office. Instead, your workforce shares all available desks. This ensures that several employees come to work. Because in times of hybrid work Not all employees come to the office regularly anymore.
For those responsible for corporate organization such as HR, Facility or real estate From management to management, this means increased administrative costs, which are difficult to manage without technical tools. The solution is desk sharing software.
What does desk sharing software do?
In addition to these administrative functions, desk sharing software primarily offers your employees the option of using an app or desktop, desks, parking spaces or meeting rooms to book. You can therefore make your office space completely bookable in just a few steps and organize yourself better with the help of the desk sharing tool.
Because functions such as Workplace booking or integrated data analyses help you take a closer look at the use of your office space and Area optimization to operate.
It also allows you to bring employees back to the office in a natural way using a desk sharing system. Because booking and arranging other team colleagues is a key incentive so that your employees spend more time in the office.
What are the benefits of using company-wide software over the long term?
1. Cost saving: Fewer fixed and personal workplaces mean less office space required. This saves costs at various levels, such as rental costs, cleaning costs and, in view of the energy crisis, electricity and heating costs. Desk sharing software clearly shows you this potential.
2. Assistance: A desk sharing app is a technical aid. It simplifies the organization and administration of existing office spaces and enables you to make data-driven decisions. With desk sharing software, your employees can organize their daily work in just a few clicks — smartly and intuitively.
3. Reducing the carbon footprint: Hybrid work promotes sustainability and can reduce the overall environmental impact of companies and employees by reducing emissions and energy consumption in offices and during communication.
4. Safety for employees: Before your employees make their way to the office, they can book a free workplace for their day via a desk sharing app.
5. Promoting flexibility: On the one hand, the balance between job and private life merges through the use of the home office, and on the other hand, the two can be better combined in some cases. This is particularly true in War for Talents important to retain managers in the company.
6. Social exchange & productivity: The office is undergoing a transformation. It no longer serves primarily as a working location, but is increasingly becoming a place of social interaction with colleagues. This is how modern and hybrid offices.
Implement desk sharing with software
At the beginning of the implementation process, the main question is: How can desk sharing be successfully implemented? There is no general answer to that. The transition to a hybrid company won't take just a few weeks. Rather, it is an ongoing process that requires time, especially in the initial phase.
Especially the corporate culture must be actively adapted to the hybrid work model. So what is needed for the introduction?
Define visions, goals & strategies
At the beginning of the process, it must always be determined which role hybrid work will play in the company. Nevertheless, goals such as greater flexibility for employees, greater attractiveness as an employer or cost savings through reducing space should be identified.
Initiate change & involve employees
Communication is the key to success when it comes to picking up employees and explaining the changes. The company goals and implementation must be disclosed transparently. When developing a global policy for hybrid work, it is important to also involve and interview employees.
Create a technical basis
For employees to be able to use hybrid work, suitable technical equipment is required. In addition to laptops, tablets and other devices, a central cloud solution is also included. This gives every employee access to files, no matter where they are. Desk sharing software can play a central role in organizing office space here. The implementation of the software should also be considered.
Try it out & get feedback
Trying goes over studying! It is no different when introducing desk sharing software. Regular feedback rounds help to understand and improve the behavior and needs of the workforce.
Which companies & industries is desk sharing suitable for?
In theory, hybrid working can be introduced in every company and sector. The implementation is particularly suitable for classic offices, in which, for example, the HR department, IT service or the accounting is in place. Here, the “One desk — several employees” model can be implemented particularly well and efficiently. So if the trend in the office is that only a fraction of the workforce is working locally, it is worthwhile to introduce desk sharing.
However, other companies also make other, more unusual areas bookable through desk sharing software. For example, laboratories can also be reserved online for the working day. The adaptability here is very high and, from a technical point of view, the product is not only applicable to traditional offices.
