Desk sharing etiquette: Tips for shaping your policy

Desk sharing is a practice that many businesses are adopting, but to implement it successfully at your company, you need to provide your employees with the right resources and tech – and create an environment that supports their needs and preferences.

Defining the basic rules of desk sharing etiquette is a key part of all this. Those usually refer to simple things like keeping the workspace tidy, not leaving your stuff behind, respecting others' privacy, and keeping noise down so everyone can work comfortably. However, for the best results and to ensure everyone respects them, we advise you to be intentional about them, define them explicitly in your hybrid work policy.

In this article, we'll explore the details of shared desk etiquette and provide you with our top tips on how to maintain a respectful workspace where all employees can work together well and have access to the resources they need.

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What is desk sharing?

So, what is desk sharing all about?

Desk sharing, also known as hot desking, is a flexible way of working where employees don't have assigned desks. Instead, they can choose any available desk or workspace when they arrive at the office – or book them in advance via a desk booking app like Officely.

This approach aims to save space and encourage collaboration by allowing people to sit near different team members each day. But, to make the most of it, you need an efficient desk sharing system that everyone knows how to use.

With the rise of flexible working arrangements and hybrid working models, employees today don't come to the office daily because they have to – rather, they can choose to come into the office to do deep work, meet with others, or use your standing desks, for example.

Although many employees still prefer working remotely, hybrid work is now taking the lead, according to a report by Morning Consult. So, desk sharing makes more sense than ever.

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The benefits of desk sharing

Desk sharing offers a ton of benefits for you and for your employees. When you get rid of assigned desks, you: 

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Give team members the freedom to choose their workspace

Whether they prefer a quiet corner for focused work or a collaborative area for brainstorming sessions, desk sharing allows employees to find the perfect spot – and remain flexible on a day to day basis.

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Encourage interaction and collaboration among team members

When employees from different teams or departments share a workspace, they can exchange ideas, learn from one another, and build stronger relationships. This can help them come up with new solutions to common problems and be more productive.

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Improve space utilization and reduce real estate costs

When employees work remotely on some days and share desks when coming to the office, you’ll be able to optimize your office layout and accommodate more people in the same space. This, in turn, enables you to reduce overhead costs such as rent and utilities.

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Are able to provide additional amenities that enhance the employee experience

If you have a smaller office space to manage, you'll also be able to redistribute resources and provide a better work experience to everyone. 

This could be anything from breakout areas to healthy snacking options, to more plants or fancier meeting rooms, or even afterwork events you’re able to organize more frequently.

Best practices to implement desk sharing

If you're looking to implement hot desking in your office, you need to set guidelines and provide your team with the right tools and resources. Here are our eight tips on how to foster supportive work environment in a flexible office:

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Create a desk sharing policy

A well-defined policy brings clarity and organization to your office. Without pre-set guidelines, hot desking can become chaotic and leave your employees frustrated. 

A policy ensures everyone knows how to use shared spaces, whether they need a desk for focused work or a spot for brainstorming with others. By putting structure in place, you can create a flexible workspace that’s also efficient and functional.

Clear communication and thoughtful implementation are the keys to its success. Engage employees from the start, for example through feedback and ongoing updates, to create an environment of trust. A well-executed hybrid work and desk sharing policy helps optimize the space you have available, and it also supports a positive work environment where ideas and teamwork can flourish.

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Provide the right tools 

The best way to build a flexible office environment is to have a reliable and easy to use desk reservation app like Officely that employees will actually use. Our app lives in Slack and MS Teams, meaning that your people don’t have to remember to use yet another tool, but can access it directly from their main communication platform. 

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Having the right desk sharing app enables employees to:

• Easily find and book workspaces and meeting rooms
• Choose specific areas based on their preferences and needs 
• Know when others will be in the office and work better together
• Decide when is the best time for them to come in, depending on whether they need to do focused work or catch up with others

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Beyond software tools, you can offer storage solutions for personal items, ensuring desks remain clutter-free, and provide enough supplies for everyone.

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Set clear rules

Provide employees with a brief guide on desk sharing etiquette that covers everything from cleanliness to noise levels and booking a desk ahead of time with the team's desk booking software.

Make the guidelines easy to access; for example, you could upload it on your company's intranet or make it a part of your onboarding process. Ensure everyone knows the rules and is willing to contribute to a better work environment.

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Lead by example

Make sure you and other leaders respect desk sharing rules. This shows your team that you respect the shared space and encourages team collaboration. Your actions will set a standard and encourage others to follow suit.

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Communicate regularly

Keep the conversation going to make sure your desk system works for everyone. Make sure you measure and prioritize employee satisfaction and happiness.

Ask employees for feedback during team meetings or with the help of surveys, and, most importantly, act on the feedback you receive. 

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Create a culture of respect

Promote a work culture where respect for others' space and work styles is paramount – and make sure the available office space supports this. 

Some people might prefer to come to the office for deep work, while others might want to chat with others; build different office spaces that allow for such differences and make sure everyone is on the same page and respectful of others' preferences.

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Organize team-building activities and social events to strengthen bonds between team members. When people feel connected to their peers, they are more likely to respect shared spaces and each other.

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Offer training

Conduct brief training sessions to talk about the best practices for using shared workspaces. Cover topics like:

• How to use your desk system and reserve a desk
• Whether booking a specific desk is possible (and in what situations)
• How to make full use of the office
• How to book meeting rooms
• How to reset a desk after use

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Encourage flexibility

Encourage employees to try different workspaces and sit with different coworkers. This can help them exchange ideas, come up with new approaches and solutions to problems they're dealing with, and improve communication within the team.

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Monitor and adapt

Use workplace analytics and employee feedback to:

• Improve space utilization
• Make sure everyone follows proper desk etiquette
• Spot issues and areas for improvement
• Evaluate employee sentiment and satisfaction

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Obviously, you need to be willing to adjust policies or procedures based on this feedback to keep the system running smoothly.

Officely gives you visibility into office attendance so that you know who's working from where and whether your flexible work model works well for everyone.

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Essential desk sharing etiquette rules for employees 

When building a hybrid office policy, you need to establish clear rules around desk sharing. Here are some of the basic rules you should include:

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• Respect others' personal privacy: In a shared workspace, personal space and privacy are precious commodities. Ensure your people respect each others' boundaries.
• Clean up after use: Employees need to clean their workspaces after using them, including wiping down surfaces and binning trash.
• No storage of personal items on desks: Provide adequate storage (e.g. lockers) where employees can keep personal items. Desks should be left clear for the next person.
• Use the dedicated desk booking system: Employees must use your desk booking app to reserve workspaces in advance. This ensures a fair and organized use of available resources.
• Be mindful of noise: Make sure your people are aware of acceptable noise levels in different areas and that they should not interrupt colleagues who are there for deep, focused work. Invest in noise-cancelling headphones and provide designated areas for meetings and calls.
• Respect booking times and time limits: For high-demand areas, consider implementing time limits to ensure everyone can use them. Encourage everyone to arrive on time and leave after their reservation is up.
• Report issues: Encourage everyone to report potential issues with desks or equipment.
• Follow rules for shared tech use: Ensure all shared tech, like monitors and docking stations, are properly shut down and cared for.

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Common issues and solutions when it comes to shared desk booking

Conflicts in shared workspaces can range from desk booking disputes to differences in work styles in an open space. The key is to address all issues promptly and constructively. Here are some ideas:

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• Desk reservation disputes: Implement a clear and fair desk booking system (with the help of an app like Officely) that allows advance reservations and helps you monitor usage patterns.
• Inconsistent use of desk booking software: Implement a system that integrates seamlessly into your other apps and processes. Officely integrates with Slack and MS Teams and is super easy and intuitive to use.
• Noise levels and disruptions: Establish quiet zones, provide noise-cancelling headphones for deep work, and create soundproof booths for phone calls and meetings.
• Personal items left on shared desks: Encourage employees to use lockers or storage areas for their stuff and enforce a clean desk policy.
• Hygiene and cleanliness issues: Provide ample cleaning supplies and remind employees of their responsibility to maintain cleanliness.
• Limited availability of preferred desks: Rotate desk assignments or create a fair-use policy to ensure everyone has access to the most in-demand workspaces.
• Overcrowded common areas: Designate specific times for different teams to use common areas and create additional flexible spaces if possible.

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For a successful shared workspace, you need a clear desk sharing policy

To ensure a respectful and positive workspace culture, you need to implement clear desk sharing policies.

Outline expected behaviors, define boundaries, and establish rules regarding noise levels, cleanliness, and the use of shared facilities. Gently remind employees of desk sharing rules when necessary. For the best employee experience, we advise you to provide your team with the right desk booking software – like Officely – to help everyone make the most out of their time in the office.

Officely simplifies hybrid work and makes it easier for employees to reserve desks, know the best days to go into the office, and follow the rules of flexible work etiquette. 

Book a free demo to see how easy it can be to build and enforce a strong hotdesking policy with the right software – or start a free trial to test the app for yourself.

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