Everyone's talking about it right now: Desk Sharing. This may not be too surprising anymore, because the benefits are obvious: More flexibility, savings in rental and energy costs, fewer overcrowded offices and demonstrably happier employees are just a few of the reasons why many companies and organizations are now relying on the shared desk concept and New Work.

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However, it is also clear that a cultural change of this kind cannot be adopted without a whole series of provisions. Depending on the size of the company, many important factors come together, which companies have to pay attention to. Desk sharing participation by the works council is essential at this level.

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Let's briefly summarize what desk sharing, works council and works council participation in desk sharing can look like:

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• In general, the works council cannot prevent the decision as to whether your company introduces desk sharing (decision of the Federal Labour Court of November 17, 2021 (ref. 7 ABR 18/20)
• However, the works council can have great influence on the nature of the process and the associated change
• Health protection issues such as ergonomic workplaces, standing desks, separate screens and input devices fall within the remit of the works council
• Hygiene rules for sharing a workplace should be used as a guideline
• Data protection must be guaranteed at workplaces
• Existing works agreements must either be maintained or amended

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Desk sharing Works Council participation

As already mentioned at the beginning, there are a few points in which the works council can have a say in Shared Desk. In order to be able to go into a bit more detail, it is worthwhile to illuminate the individual points in more detail. It is also clear that not everything that could disturb employees is also a reason for the works council's participation in desk sharing.

Protecting employees

Protecting employees is a central concern of the works council when introducing desk sharing. The works council must ensure that working conditions continue to comply with legal requirements and that the health and well-being of employees are not affected. This includes in particular the following aspects:

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1. Ergonomics: Even with desk sharing, workplaces must be ergonomically designed to avoid health problems. The works council may require employees to have access to ergonomically suitable chairs, tables and screens.

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2. Personal needs: Desk sharing means that employees no longer have a fixed workplace. The works council must ensure that individual needs, such as special work equipment or personal adjustments, are taken into account.

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3. Data protection: With desk sharing, there is a risk that sensitive personal data remains unprotected. The works council must ensure that sufficient data protection measures are in place to maintain the confidentiality of employees.

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Safeguards

Security measures also play an important role in the introduction of desk sharing. The works council has the task of ensuring that safety standards continue to be met in the company. This includes:

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• Access controls: Since employees use different workstations, the works council must ensure that unauthorised persons have no access to the workstations and the sensitive information stored there.

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• IT security: Flexible workplaces can jeopardize IT security, e.g. due to unsecured computers or exposed cables. The works council must ensure that measures are taken to minimize such risks, for example by using encrypted networks or the obligation to always lock computers when they are not being used.

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• Job security: Since desk sharing can result in new workstations being set up on a daily basis, the works council must ensure that this does not lead to safety risks, for example due to poorly laid cables or improperly used work equipment.

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Influence of the works council on shared desk

The works council has a right of participation in the introduction of desk sharing. From a legal perspective, there are therefore a few things to consider before desk sharing can be approved by the works council.

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• Participation in the introduction: The works council has the right to help shape the introduction of desk sharing. He can set conditions and regulations that ensure that the interests of employees are protected.

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• Involvement in the design: The works council can influence the specific design of the desk sharing model, e.g. by defining rules for the use of workstations, reservation systems or measures to avoid conflicts between employees.

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• Monitoring implementation: Even after the introduction of desk sharing, the works council has the right and duty to monitor compliance with the agreements made and, if necessary, to demand adjustments if problems arise for employees.

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In summary, the works council plays a decisive role in the introduction of desk sharing to ensure that employees are protected, safety precautions are taken and that the interests of the workforce are comprehensively taken into account.

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Flexopus: The secure solution for your company

Now that we have established that the works council has a major influence on the introduction of desk sharing in the company, it is now time to implement a secure and easy-to-use software solution. This not only makes it easier for all employees to switch to desk sharing, but also ensures that processes function and are recorded digitally.

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It is extremely important to have a provider at your side who goes hand in hand with data protection, ease of use and accessibility: Flexopus - The desk sharing solution!

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Flexopus is subject to strict regulations, is hosted in Germany and is itself a big advocate of data protection. For this reason, works councils across the country rely on Flexopus and the software is used in many areas of public life, critical infrastructure and within large DAX-listed companies.

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With the option to assign equipment features per property, all employees are guaranteed access to height-adjustable tables, dual monitors or other assistance in everyday working life and there is no longer any conflict as to who needs which equipment and where.

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Flexopus also offers several features in the areas of privacy, data protection and testing, which are equally satisfactory for the desk sharing works council and executive level.

Privacy settings

• Comprehensive control over your own data: Users can make detailed privacy settings.
• Control options: Users decide which information (e.g. availability, location) is visible to others.
• Customizability: Individual adjustment of the visibility of bookings and personal data.

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Data protection is a top priority

• Data minimization: Collection of only necessary data to minimize data protection risks.
• Anonymization and pseudonymization: Protecting personal data through anonymization where possible.
• Secure data processing: Encrypted transmissions and secure storage methods to prevent unauthorized access.

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ISO 27001 certification

• Risk management: Continuous identification, assessment and minimization of security risks.
• Systematic monitoring and improvement: Regular review and adjustment of security measures.
• Building trust: ISO 27001 as a sign of quality and trust for companies.

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Regular audits

• Compliance review: Ensuring compliance with ISO 27001 and legal data protection requirements.
• Identification of weak points: Identify and address potential security risks early on.
• Continuous improvement: Using audit results to optimize processes and technologies.

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Flexopus is therefore characterized by a variety of advanced security and data protection features that ensure the protection of user privacy, secure handling of personal data and compliance with international standards. With extensive privacy settings, a privacy-friendly approach, a ISO 27001 certification and regular audits, Flexopus ensures that companies receive a secure and privacy-compliant solution for desk sharing and office organization. These features make Flexopus a trustworthy choice for companies that place the highest demands on security and data protection.

Synopsis

Desk sharing provides companies with many benefits, such as flexibility and cost savings, but also requires careful planning and consideration of employee interests. The works council plays an important role in introducing and designing the desk sharing model, particularly in the areas of health protection, ergonomics, data protection and safety measures.

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The works council alone cannot prevent the introduction of desk sharing, but it has considerable influence on the structure, for example by setting rules and monitoring implementation. The focus is on topics such as ergonomic workplaces, IT security, access controls and compliance with hygiene and data protection requirements.

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A secure and privacy-compliant solution for desk sharing is offered by the desk sharing software Flexopus. This is characterized by comprehensive privacy settings, a privacy-friendly approach, ISO 27001 certification and regular audits, making it a trustworthy choice for companies that place great value on security and employee protection.