DESK BOOKING - THOUGHT LEADERSHIP
From 'My Desk' to 'Our Office'
How to succeed with Deskbooking
The transition from ‘my desk’ to ‘our office’ is one of the biggest cultural shifts in modern workplace design. It touches on the fundamental safety needs of employees – and requires far more than just new technology.
By MyDesk – Thought Leadership – Desk booking
150+
Danish companies use MyDesk
30-40%
Average savings on office space
95%
Prefer MyDesk after test period
When a company decides to scale down the number of tables to optimize their square footage, it’s about much more than logistics and savings. It’s a deep cultural change that requires insight, empathy and a well-considered strategy.
At MyDesk, we see daily how the right approach can turn skepticism into excitement. It’s a recurring theme at conferences, after-work seminars and in our daily dialog with companies looking to future-proof their workplace. And the answer is always the same: technology alone is not enough.
1. Managing the emotional perspective
Losing your ‘firm footing’ in the form of a personal desk can create anxiety. The desk has traditionally been an anchor in the workday – a place with family photos, favorite coffee cup and fixed routines that provide security and identity.
Acknowledging these feelings, rather than dismissing them, is crucial to a successful transition. Management must turn the narrative from a ‘loss of space’ to a ‘gain of flexibility’. It’s about communicating clearly and honestly: employees aren’t losing anything – they’re gaining access to a wider range of work zones.
Practical communication actions that work:
Early involvement:
Involve employees in the decision-making process before the implementation starts.
Transparency of purpose:
Explain clearly why the company is switching to desk booking – and what the benefits are for the individual.
Management example:
When management themselves use desk booking and sit in shifting seats, it sends a strong signal.
“We bought the tool to make a new everyday life without fixed seats work in the long run. We believe that the flexibility provides greater opportunity for knowledge sharing and collaboration across the organization.”
– Christian Baltzer, CEO, CODAN. Managing Director, CODAN
2. Step-by-step implementation of Deskbooking
Technology doesn’t do it alone. While an intuitive system like MyDesk is the foundation, the implementation process is just as important. We guide companies through a safe process where desk booking is introduced at a pace that suits the maturity of the organization.
Phase 1: Pilot project
Start with one department or one floor. Gather experience, identify challenges and adjust the setup before rolling out to the entire organization. A successful pilot creates ambassadors who can help convince more skeptical colleagues.
Phase 2: Ambassador program
Designate super users in each department. They act as local experts who help colleagues get started and answer everyday questions. Ambassadors are crucial for creating a positive culture around the new system.
Phase 3: Ongoing evaluation and optimization
Use MyDesk analytics to track occupancy rates. Listen to feedback and adjust zoning, booking policies and rules as you go. A successful implementation is never finished – it evolves with the organization.
3. Best practice and concrete actions
Through our collaboration with over 150 Danish companies, we have gathered a number of best practices that make the transition to desk booking smooth and successful.
Personalized storage solutions
When the fixed desk disappears, the need for new ways to store personal belongings arises. We see great success with personal lockers combined with baskets or trolleys. This allows employees to take their ‘home’ to their chosen desk, so any space quickly feels personal and familiar.
Gamification and incentives
Change can be made fun. By incorporating gamification, you can create incentives to use the new facilities correctly. Concrete examples: weekly leaderboards of the highest occupancy departments, digital badges for regular use, and shared goals that are celebrated when the whole office is on task.
Zoning: Activity-based layout (ABW)
A modern office needs to support different ways of working:
Focus zones:
Quiet zones designed for immersion without disturbance.
Collaboration zones:
Open, flexible spaces for project work and spontaneous meetings.
Social zones:
Informal meeting places that strengthen culture and informal knowledge sharing.
Virtual meeting rooms:
Soundproof booths designed for video conferencing for optimal hybrid meetings.
With MyDesk’s booking system, all these zones and rooms can be made bookable, so employees always know what’s available – and can plan their workday accordingly.
Data and ROI: What do the numbers say?
Deskbooking is not just a cultural change – it’s a business decision with measurable benefits. Our customers consistently report three key benefits:
Optimized space utilization
Companies typically reduce office space by 20-40% without compromising the employee experience when hybrid working is combined with desk booking.
Data-driven decision making
MyDesk’s analytics provide management with real-time data on occupancy, popular zones and booking patterns – an invaluable basis for future real estate decisions.
Increased employee satisfaction
When implemented correctly, companies experience increased satisfaction – employees appreciate the flexibility and ability to choose where they work best.
The workplace of the future is flexible - and human
Deskbooking is not just a tool to reduce rent costs – it’s a strategic decision to create a more dynamic, collaborative and modern workplace. With the right technology platform and an empathetic implementation process, the transition from “mine” to “ours” can become a catalyst for a stronger company culture.
The most successful companies are those that understand that people always come before technology. The system is the means – culture is the end.
Is your business ready to take the leap?
At MyDesk, we’re ready with both the technology and the advice to ensure you reach your goals with confidence. Book a no-obligation demo and experience how MyDesk can transform your workplace.
