Start with the working day when choosing between assigned and shared desks. Someone who uses specialist equipment may need a particular desk, while a project team may mainly need to sit together on the days they meet.
The whole office does not need to follow the same model. First identify which desks can be shared and which needs call for an assigned workspace. Then decide how employees will find a suitable desk.
Three models to compare
Assigned desks
Each employee has an assigned workspace. This provides a familiar location and somewhere to leave personal equipment. The desk is not automatically available to others when that person is away. Agree separately if an assigned desk may be used during an absence.
Hot desking
In this guide, hot desking means desks that are not assigned to particular employees. People choose an available, suitable desk for their working day. This requires clear arrangements for booking, equipment, tidying up and storing personal belongings.
A mixed model
Some desks are assigned, while others are shared. A team can have a shared area without each person having their own desk. Desk sharing is often used as an umbrella term for shared workspaces, so describe your actual rules rather than relying on a label.
Four questions before changing the layout
- Who needs specialist equipment or particular workstation settings? Discuss needs with the employees concerned before making desks shared.
- When are the most people in the office at the same time? Look at busy days and individual areas, as well as the average for the whole week.
- Which tasks require quiet, and which need collaboration? A desk’s location and surroundings can matter just as much as whether the chair is free.
- How will colleagues find each other? Agree on how the team plans shared office days and chooses desks near one another.
An example: same team, different needs
A team might assign desks to roles that use equipment which is difficult to move, while sharing the rest of the area. When the team meets, participants reserve suitable desks nearby. This is one possible arrangement, not a recommended ratio of assigned to shared desks.
Test the model in one area first
Agree on a trial period, a contact person and clear booking and cancellation rules. Make sure employees know where to store their belongings and what to do if a booked desk is unsuitable for the task.
Find out whether employees could find suitable desks, whether the team could sit together and whether individual needs were met. Use the answers to refine the model before changing other areas. Shared desks alone do not demonstrate that the office can manage with fewer workspaces.
Use booking to put your arrangements into practice
With MyDesk desk booking employees can see available desks on floor plans and choose a desk near colleagues. The solution can be adapted to assigned and flexible areas and your booking rules. The setup should reflect the office model you have chosen.
See also our guide to desk booking for the daily routine and guide to shared office days for planning in the team.