Desk Sharing: Top Tips for Optimizing Your Workplace

The desk sharing hype is real.

As businesses continue to evolve and adapt to new working conditions, desk sharing has emerged as a policy that offers profound benefits for a company’s optimization goals.

Google is the latest example of a leading tech company turning to desk sharing to streamline office attendance, reduce real estate costs and boost productivity.

But what is desk sharing? And how can you leverage it for the good of your business?

Source: Fortune

What is Desk Sharing?

Desk sharing, also known as hot desking, is a work system that allows employees to use available workstations on an ad hoc basis, rather than having a dedicated workspace.

This not only serves to optimize office space and reduce real estate expenses, it also promotes collaboration and teamwork, fosters a more creative and diverse workplace, and ultimately provides employees with a more comfortable work environment that promotes their well-being.

As we’ll see later, desk sharing works best when it’s implemented alongside a tool for hybrid work. Having the right software to help manage your desk sharing policy is vital to ensuring you never have to compromise on team coordination and an intuitive user experience.

The Power of Desk Sharing

As companies continue to adjust to the new normal of post-pandemic life, many are struggling to get oversight on the actual day-to-day use of their office space.

It’s understandable. Without a proper system in place for hybrid work management, the intention to balance remote and in-person work can result in logistical chaos: employees scattered all over the place, unsure as to each other’s schedules, coming and going seemingly at random.

Introducing a policy for desk sharing can give much-needed structure to this chaos. When business leaders and employees gain transparency into the use of their workplace — the availability of work stations; their team members’ Kadences; overall office utilization — the results can be profoundly impactful on a number of fronts:

1. Space optimization and cost saving

Perhaps the most attractive proposal for organizations facing a tricky year ahead. By utilizing office space more efficiently, desk sharing will help you significantly cut down your real estate costs. No permanent, dedicated workstations means smarter space management and a concrete opportunity to downsize your workspace.

2. Collaboration and community building

Contrary to common misconceptions, desk sharing has a powerful galvanizing effect on the social landscape of companies. Employees in effective hybrid work systems come in to the office with higher intention – whether that be to collaborate with relevant team members or just to feel like part of the community.

3. Flexibility

The beauty of desk sharing is that it can easily cater to a workforce made up of remote employees, part-time workers, and contractors. It’s a flexible system that allows workers to have a designated workspace when they need it, without requiring a permanent desk that goes unused.

4. Employee well-being

Desk sharing ultimately empowers employees to choose their workspace depending on their (ever-changing!) needs. Remote work remains a safe haven for deep focus work, whereas the office becomes a stimulating creative environment for collaboration and socializing. The flexibility this provides is conducive to a flourishing workforce with an in-built focus on personal well-being.

5. Attracting and retaining diverse talent

Many workers, particularly younger employees, are drawn to flexible and collaborative workplaces. Desk sharing will make your company more attractive to a diverse range of potential candidates, improve employee satisfaction, and help retain top talent.

6. ESG goals

With increasing attention towards the ESG efforts of organizations, desk sharing comes with the promise of a real reduction in your company’s carbon footprint — whether through smarter office energy usage or the simple act of downsizing your space.

Kadence’s Desk Sharing Tips

Implementing shared desks can be a daunting task, especially if it’s the first time for your organization. Here are some tips for managing the process to ensure you adopt desk sharing as seamlessly as possible:

Find a desk booking system

Choosing the right tool for desk booking is absolutely key to successful desk sharing. Make sure the tool you choose comes with a full feature set that allows you to reserve shared desks, check availability and coordinate with other team members.

Kadence desk booking

Communicate with your employees

Make sure that your employees understand how the system works, and create clear guidelines for booking desks and keeping workspaces clean. Encourage open communication and feedback, so that employees can work together to optimize the desk sharing experience.

Encourage personalization

Encourage your employees to personalize their workspace to make it their own, even if it’s just a temporary space. This can help employees feel more comfortable and productive, and can foster a sense of ownership and pride in the workspace.

Provide storage solutions

Provide storage solutions for employees to keep their belongings, such as lockers or storage cabinets, to keep the workspace clean and clutter-free. This will ensure your employees stay organized and focused, while reducing the risk of lost or stolen items.

Prioritize cleanliness

Provide cleaning supplies and make sure that employees understand the importance of keeping their workspace clean and organized. Desk sharing should be supported by easy-to-clean desks and furniture, so that employees can focus on their work rather than worrying about cleanliness.



At Kadence, we believe that desk sharing is just one piece of the puzzle when it comes to optimizing your workplace for success. That’s why we offer a comprehensive tool for hybrid work management that can help you coordinate your desk sharing policy with other remote and in-person work policies.

If you’re interested in learning more about how hybrid work can help your organization thrive, please don’t hesitate to get in touch with us.