A helpful guide to Desk Booking and Personal Items

Desk Booking and Personal Items

Tips for successful desk sharing: What to look out for when desk sharing.

What is Desk Booking exactly?

Desk Booking, also known as “hot desking” or “Desk Sharing”, is a modern workplace strategy in which several employees share a common workstation or desk. In contrast to conventional workplace organisation, where each employee is assigned a fixed desk, desk sharing offers the opportunity to use the available workstations flexibly and efficiently.

This workplace practice is particularly popular in organisations that want to promote a dynamic and flexible working environment. By sharing desks, companies can optimise resources, save space and make more efficient use of office space. This can be particularly beneficial when not all employees are present in the office at the same time or when work requirements vary.

There are various models of desk Booking. With hot-desking, for example, employees select an available desk when they arrive at the office, without any fixed assignments. This form promotes flexibility and requires a certain degree of adaptability from employees. Another variant is the rotation principle, where employees take turns sharing the same desk. This allows team members to work more closely together while enjoying the benefit of a personal workspace.

However, desk Booking not only offers benefits in terms of resource management and flexibility, but can also promote collaboration and communication between employees. By sharing workstations, teams can work more closely together, exchange ideas and improve internal communication.

Despite the numerous benefits, there are also some challenges with desk sharing, such as organising personal work items, creating a balanced working environment and respecting employee privacy. Therefore, careful planning, clear guidelines and open communication are crucial to maximise the benefits of desk sharing and meet the needs of employees. Overall, desk sharing offers a modern and efficient way of adapting the workplace to the changing needs of organisations and employees

What Types of Desk Booking are there?

Hot-Desking

With hot-desking, there are no fixed workstations for employees. Instead, employees choose an available desk when they come into the office. This often requires a certain amount of flexibility and planning, as the available desks can vary.

Flexible workplaces

Here, employees do not have a permanently assigned desk. Instead, they can use any free desk in the office depending on their availability and work requirements. This encourages dynamic utilisation of the space.

Rotation principle

With this type of desk sharing, employees take it in turns to share the same desk. For example, a team of four employees could share four desks, and each week it changes which employee works at which desk.

Part-time desk sharing

In this variant, employees who are only in the office on certain days or at certain times share desks. This makes it possible to make optimum use of the limited attendance time.

Department-based desk booking

Within a department, employees share desks, but each department has its own areas. This can promote cooperation within the department and at the same time ensure a certain degree of spatial separation.

Project-based desk sharing

In this variant, employees working on different projects share desks. The allocation can vary depending on the requirements of the projects.

Shared workspaces

In addition to traditional desks, communal work areas such as lounges, high tables or quiet zones can also be used. Employees can choose the right area depending on the type of work and their preferences.

How does changing from a fixed workstation to Desk Booking affect your employees?

Switching from a fixed workplace to desk sharing can bring a number of changes and adjustments for employees. These changes not only affect the physical environment, but can also have an impact on working practices and team interactions.

First of all, employees who switch from a fixed workstation to desk sharing experience a change in their spatial organisation. The personal desk they were used to now becomes a shared space. This requires employees to be able to be flexible and adapt to changing working environments. They may need to pack and unpack their work materials and personal belongings more frequently, which will require some adjustment.

Another aspect concerns the privacy and personalisation of the workplace. While employees at a fixed desk often had the opportunity to set up their workspace according to their preferences, desk sharing can lead to a reduced ability to customise the workspace. The lack of a personal “own” desk can initially be perceived as a loss, as employees are now sharing a space with others.

Interactions within the team can also change. In a fixed desk model, the colleagues sitting nearby were often the same. With desk sharing, proximity to different colleagues can vary depending on space availability. This requires a new way of communicating and coordinating to ensure that team members can work together effectively, regardless of where they sit.

At the same time, desk sharing can also bring about positive changes. The open environment and the opportunity to socialise with different colleagues can encourage collaboration and information sharing. Desk sharing can also provide an opportunity to adapt the way you work and gain more flexibility in your choice of workspace. Employees can try out different workspaces and choose the right location depending on their tasks or preferences.

Overall, switching from a fixed workplace to desk sharing requires a certain degree of adaptability and openness on the part of employees. Clear communication from the organisation, providing adequate resources and creating a balanced working environment are key to making the transition as smooth as possible and ensuring that employees can maximise the benefits of the new model.

How can I make the Switch from fixed workstations to flexible desks Easier?

Clear communication and training

A comprehensive information package about the benefits, purpose and functionality of desk sharing can help employees to better understand and prepare for the changes. Training and workshops can educate employees on how best to deal with the new circumstances.

Individual storage options

Providing personal lockers or storage lockers for each employee can help ensure that personal items can be stored securely. This allows employees to organize their work materials and personal belongings efficiently.

Flexible work equipment

Companies can provide flexible work equipment such as laptop stands, ergonomic mice and keyboards to make it easier for employees to work comfortably in different work areas.

Booking systems

The implementation of a simple and efficient booking system for desks enables employees to reserve their workstation in advance. This prevents stress and uncertainty when looking for a free desk.

Communal rooms

In addition to desks, companies can also create communal spaces where employees can hold informal discussions, retreat or concentrate on their work. This gives employees the flexibility to choose the right workspace depending on the type of task.

Clearly defined guidelines

Companies should create clear guidelines for desk sharing and make them available to employees. These guidelines can include rules for use, cleanliness, filing and interactions.

Consideration for individual needs

Employees have different preferences and needs. Companies should be open to individual adjustments when it comes to offering employees the best possible working environment.

Regular feedback loops

The opinions of employees are valuable. Companies can organize regular feedback surveys or meetings to find out how employees are coping with desk sharing and where improvements may be needed.

Continuous adjustment

The desk sharing model should not be set in stone. Companies should be flexible and continuously adapt the model based on employee feedback and experience.

By taking these steps, companies can make the transition to desk sharing smoother and ensure that employees’ needs are taken into account. A balanced combination of communication, clear guidelines, adequate resources and the flexibility to respond to individual requirements is key to a successful transition to a desk sharing model.

Desk Booking and Personal Items with arbooONE

In today’s business world, which is characterized by flexibility and efficiency, the way companies use office space is becoming increasingly important. This is where arboo comes in – an innovative desk sharing software that helps companies to optimize their working environment and use resources efficiently.

arboo enables companies to intelligently manage their workstations and office space. With this software, employees can easily find and reserve available desks and workspaces. This is particularly useful in modern working environments where remote working, part-time working and flexible working hours are becoming increasingly common. arboo facilitates the coordination and utilization of office resources and ensures that workstations are used where and when they are needed.

An important aspect of arboo is its user-friendly interface. Employees can easily search, select and reserve available desks via the software. These reservations are visible in real time, avoiding double bookings and inconvenience. In addition, arboo also offers the possibility to manage and book conference rooms, meeting rooms and other office equipment.

arboo is not only convenient for employees, but also offers significant benefits to companies. The software enables companies to use their office space more efficiently, resulting in cost savings. By managing desk reservations, companies can also encourage team working and improve collaboration between employees.

Another crucial factor when using arboo is security and data protection. Companies can customize access rights and privacy settings to ensure that sensitive information is protected. This is particularly important as the software contains employee data and workplace information.

The future of work looks more flexible than ever before, and arboo is ready to accompany companies on this journey. With its ability to intelligently manage workspaces, optimize resources and increase efficiency, arboo offers a solution to the challenges of the modern working world. From small start-ups to large enterprises, everyone can benefit from this innovative desk sharing software. arboo ensures that the right employees are in the right place at the right time to get the most out of their working environment. With this software, companies can shape the future of desk sharing and revolutionize the way they use their office space.