Desk Sharing and personal items

Tips for successful Desk Sharing: What to look out for in Desk Sharing.

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arboo is the ideal solution for Desk Sharing as it provides a user-friendly platform that enables seamless organization and management of shared workstations. The intuitive booking feature allows employees to easily and quickly reserve available desks, while administrators can keep track of utilization. With arboo, companies can promote flexible working and use resources efficiently while creating a pleasant working environment for their employees.
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What is Desk Sharing ?

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

This workplace practice is especially popular in companies that want to promote a dynamic and flexible work environment. By sharing desks, companies can optimize resources, save space, and use office space more efficiently. This can be especially beneficial when not all employees are present in the office at the same time or when work demands vary.

There are several models of Desk Sharing. In hot-desking, for example, employees select an available desk when they arrive at the office, with no fixed assignments. This form promotes flexibility and requires employees to be somewhat adaptable. Another variation is rotational, 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 Sharing not only offers benefits in terms of resource management and flexibility, but can also foster collaboration and communication between employees. By sharing workspaces, teams can work more closely together, exchange ideas, and improve internal communication.

Despite the many benefits, there are also some challenges to Desk Sharing, such as organizing personal work paraphernalia, creating a balanced work environment and respecting employee privacy. Therefore, careful planning, clear policies, and open communication are critical to making the most of the benefits of Desk Sharing and meeting the needs of employees. Overall, Desk Sharing offers a modern and efficient way to adapt the workplace to the changing needs of businesses and employees.

What types of Desk Sharing are there?

There are several types of Desk Sharing that can be used in businesses. Here are some common types


With hot-desking, there are no fixed workstations for employees. Instead, employees select an available desk as needed when they come into the office. This often requires some flexibility and planning, as available spaces can vary.

Rotation principle

In this type of Desk Sharing, employees take turns sharing the same desk. For example, a team of four employees might share four desks, and each week, which employee works at which desk changes.

Department-based Desk Sharing

Within a department, employees share desks, but each department has its own areas. This can promote collaboration within the department while providing some physical separation.

Community workspaces

In addition to traditional desks, collaborative work areas such as lounges, bar tables or quiet zones can also be used. Employees can select the appropriate area depending on the type of work and preferences.

Flexible workstations

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

Part-time Desk Sharing

With 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.

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.

How does switching from a fixed workstation to Desk Sharing affect your employees?

Moving from a fixed workstation 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 the way people work and interact within the team.

First, employees who move from a fixed workstation to Desk Sharing experience a change in their spatial organization. The personal desk they were used to now becomes a shared space. This requires employees to be flexible and adapt to changing work environments. They may need to pack and unpack their work materials and personal items more frequently, which requires some adjustment.

Another aspect relates to workplace privacy and personalization. While employees at a fixed desk often had the ability to arrange their workspace according to their preferences, Desk Sharing can result in a reduced ability to customize the workspace. The lack of a personal “own” desk may initially be perceived as a loss, as employees are now sharing a space with others.

Team interactions may also change. In a fixed workstation model, colleagues who sat 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 team members can collaborate effectively, regardless of where they sit.

At the same time, Desk Sharing can also bring about positive change. The open environment and the ability to connect with different colleagues can encourage collaboration and information sharing. Desk Sharing can also provide an opportunity to adapt the way they work and move toward more flexibility in their choice of workspace. Employees can try out different workspaces and choose the appropriate location based on tasks or preferences.

Overall, moving from a fixed workspace to Desk Sharing requires some adaptability and openness on the part of employees. Clear communication on the part of the company, the provision of adequate resources and the creation of a balanced work environment are crucial to making the transition as smooth as possible and ensuring that employees can make the most of the benefits of the new model.

How can I simplify the transition from fixed workstations to Desk Sharing?

Clear communication and training

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

Flexible work equipment

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

Common spaces

In addition to desks, companies can create collaborative spaces where employees can hold informal conversations, retreat or work in a concentrated manner. This gives employees the flexibility to choose the appropriate workspace depending on the type of task.

Individual storage options

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

Booking systems

Implementing a simple and efficient desk booking system allows employees to reserve their workspace in advance. This prevents stress and uncertainty when searching for a free space.

Clearly defined guidelines

Organizations should create clear Desk Sharing policies and make them available to employees. These policies can include rules for usage, 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.

Continuous adaptation

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.

Regular feedback loops

Employee opinions are valuable. Companies can organize regular feedback surveys or meetings to learn how employees are getting along with Desk Sharing and where improvements may be needed.

By taking these steps, organizations can make the transition to Desk Sharing smoother and ensure that employee needs are addressed. A balanced combination of communication, clear policies, adequate resources and the flexibility to address individual needs is key to a successful shift to a Desk Sharing model.

Desk Sharing with arboo and 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 optimally design their working environment and efficiently use resources.

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 especially useful in modern work environments where remote work, part-time work, and flexible work schedules are becoming more common. arboo facilitates the coordination and use of office resources, ensuring 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 through the software. These reservations are visible in real time, avoiding double bookings and inconvenience. In addition, arboo also provides the ability to manage and book conference rooms, meeting rooms and other office equipment.

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

Another critical factor in using arboo is security and privacy. Companies can customize access rights and privacy settings to ensure that sensitive information is protected. This is especially important since the software contains employee data and workplace information.

The future of work looks more flexible than ever before, and arboo is ready to help companies along the way. With its ability to intelligently manage workplaces, optimize resources and increase efficiency, arboo offers a solution to the challenges of the modern workplace. From small startups to large enterprises, all 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 work environment. With this software, companies can shape the future of Desk Sharing and revolutionize the way they use their office space.


Book shared desks quickly and easily - Hot Desking with our desk sharing system

3 clicks...and the workstation is booked

An outstanding feature of arbooONE is its user-friendliness. Employees can easily and quickly find available flexible workstations and reserve them for themselves. The intuitive user interface of arbooONE greatly facilitates the search for a free workstation and ensures that employees quickly find a workstation that meets their individual requirements.

Insight into the bookings of colleagues

Through a few uncomplicated steps, arbooONE allows you to get an overview of which workstations have already been booked by your colleagues and on which days they are present in the office. This feature allows you to plan your own workstation reservations accordingly and ensure that you can always work in close contact with your team members. As a result, arbooONE not only makes it easier to manage workstations, but also promotes more efficient collaboration within the company.

Plan with arbooONE and see who else is in the office
Calendar integration

Add bookings to the Outlook calendar

With the ability to integrate bookings directly into their personal calendar, employees always have an easy overview of their workstation reservations. This eliminates the need to open the arbooONE Teams app to view bookings. Instead, they can conveniently use their calendar and see at a glance which workstations they have reserved and on which days they are expected in the office.

Use in Microsoft Teams on the smartphone

arbooONE is available on your mobile device via the Teams app. This allows employees to access arbooONE and make workstation bookings from anywhere, at any time. In addition, you can use your mobile device to create spontaneous bookings in real time or to bestehende Reservierungen zu bestätigen.

arbooONE Hot Desk booking with a smartphone

arbooMEET – Our Outlook room booking system

In today’s business environment, where meetings and events are of great importance, our efficient and integrated room booking system offers undeniable added value. The ability to reserve rooms, manage catering and other services within the same platform without interruptions greatly streamlines workflows and increases productivity. Seamless integration with Outlook eases the transition and allows users to remain in their familiar work environment.

Additionally, the automation of processes and transparency of the system helps to increase efficiency and minimize potential errors. Our room booking system offers extensive customization options and features transparent processes. It is therefore a future-proof solution that meets the requirements of modern companies.

The ability to book rooms and resources quickly and easily makes planning meetings and events much easier. Employees can also order catering and other services directly through the platform, streamlining and accelerating the entire organizational process.

Seamless integration with Microsoft Outlook allows users to remain in their familiar email and calendar environment while benefiting from the advantages of a powerful room booking system. This promotes adoption and efficient use of the system within the organization.

Automating booking processes reduces the likelihood of human error and improves accuracy in resource allocation. This leads to an overall more efficient use of space and time in a company.

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Eine Auswahl unserer Referenzen
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