When it comes to desk sharing, there are a few important points from a labor law perspective that companies should consider in order to avoid legal problems while maintaining the comfort and rights of employees.

‍

Desk sharing is a flexible and modern solution that brings added value to many companies — but only if it is implemented correctly. Let's take a closer look at what is relevant from an employment law perspective when it comes to desk sharing in your company.

Desk sharing definition

At a time when hybrid working models are becoming increasingly popular and many companies want to use their office space more efficiently, desk sharing wins increasingly important. But what exactly is this about?

‍

Desk sharing is a concept of the modern working world in which employees do not have a fixed desk in the office, but share workplaces as needed. Especially when your employees work partly from the office, but also on a few days from home, desk sharing is an ideal solution.

‍

But that doesn't necessarily mean that employees who want to work in the office on a specific day have to spontaneously choose an available place. By using desk management tools such as Flexopus you can optimize desk sharing in your company — because this allows your employees to reserve workplaces in advance, which ensures efficient organization in the office.

‍

As a workplace concept, desk sharing is particularly useful in companies with flexible working models or a high level of project work. But companies that are in a growth phase and whose number of employees is increasing rapidly also benefit from desk sharing. This is because this allows you to respond flexibly to the increasing demand for jobs without having to immediately make major investments or rent more space.

‍

However, desk sharing not only contributes to the more efficient use of office space, but also promotes collaboration and creative exchange. If you want to use modern ways of working and make optimal use of your resources, desk sharing is definitely worth considering.

Cultural change through desk sharing

There is no doubt that desk sharing brings a breath of fresh air to corporate culture. When fixed workplaces are exchanged for flexible places, this means more than just a change in the office structure. It promotes collaboration, as your team members have new colleagues next to them every day and can therefore exchange ideas more easily.

‍

Especially in open space offices workplaces can ideally adapt to the respective tasks through desk sharing: Creative projects are tackled in suitable meeting rooms, whereas concentrated work is carried out in quiet zones.

‍

For companies that rely on agility, innovation and an open working atmosphere, desk sharing is an excellent option. It creates space for flexibility and dynamism, promotes interdisciplinary exchange and shows employees that their needs and working methods are taken seriously. This ensures a motivating and lively corporate culture in which new ideas and collaborations can spring up.

Desk sharing in employment law: What you need to pay attention to

As already mentioned, flexibility is paramount when it comes to desk sharing, but it is precisely this flexibility that also poses particular challenges that you should not ignore. However, there are some aspects of employment law that help you implement desk sharing in your company in a legally compliant manner.

‍

The key is not to leave anything to chance and instead to ensure seamless organization. It sounds complicated at first, but thanks to a few simple rules, it's easier than you might think:

Ergonomic workplace

According to section 3a of the Workplace Ordinance (ArbstättV) workplaces must be structured in such a way that a health risk for employees is avoided. Regardless of whether your employees change jobs daily or not, as an employer, you remain responsible for ensuring that every workplace is ergonomically designed.

‍

This is not always easy, especially in the context of desk sharing, where workstations are flexibly used by several team members. It is therefore all the more important to provide height-adjustable tables, ergonomic chairs and gentle lighting. Make sure that your employees have enough space and can customize their work environment to prevent health problems.

Participation of the works council

In Germany, the participation of the works council is a decisive factor in important changes such as the introduction of desk sharing. Because the works council has, according to section 87 (1) BetrVG, the right to have a say in the organization of workplaces and working hours — however, it is not entirely clear whether this right also applies to desk sharing.

‍

If you want to be on the safe side, it is still advisable to seek dialogue with your works council at an early stage and find a solution that involves all parties involved. Because through open communication and trust, you create a hybrid work environment, in which desk sharing can be successfully integrated.

Privacy and data security

Data protection and data security also play a central role in desk sharing. As a company, it must ensure that the confidentiality and integrity of sensitive data is maintained at all times, even if your employees share jobs and work equipment flexibly.

‍

According to the German General Data Protection Regulation (GDPR) are you required to process and store personal data in such a way that it is protected against unauthorised access. Accordingly, an important requirement of the GDPR is to take technical and organizational measures to ensure data protection.

‍

Raising awareness among your employees is essential to guarantee this. Therefore, provide regular training to ensure that all employees are aware of the risks and what they must do to meet regulatory requirements.

Clean Desk Policy

For companies with desk sharing models, a Clean Desk Policy is essential. Such a policy ensures that every team member leaves their desk tidy after each use and that all documents are securely locked. Because a clean workplace reduces the risk of confidential information being lost or falling into the wrong hands.

‍

A well-thought-out clean desk policy is not just a question of order, but a central element of data protection and compliance with legal requirements. By ensuring that sensitive information is always kept secure, you protect your company from potential legal consequences and strengthen the trust of your customers and employees.

Flexopus: Safe and legally compliant in hybrid working life

At a time when data protection and legal compliance are not negotiable, Flexopus provides exactly what modern companies need: security and trust. But Flexopus isn't just any desk sharing software — it is a solution that was developed specifically for the requirements of hybrid working life.

‍

With Flexopus, your teams can book workplaces, meeting rooms, and parking spaces. But not only that, because another highlight of Flexopus is the ability to protect the privacy of your employees. Thanks to sophisticated privacy settings, such as hiding real names or individual privacy settings, maintain control over sensitive information.

‍

In addition to digital support, we also support you through workshops in which we work with you to develop tailor-made concepts for the introduction of desk sharing. These workshops help you to optimally integrate Flexopus into your day-to-day business and to sensitize your employees to the safe use of the new technology.

‍

Made and hosted in Germany, Flexopus meets the strict requirements of the General Data Protection Regulation (GDPR) and is certified in accordance with ISO 27001. This certification is regularly audited to ensure that Flexopus always meets the latest standards and the high demands of our customers — so you don't have to worry about data protection.

‍

In addition, we carry out continuous training for our employees so that comprehensive data protection is not only enshrined on paper, but in every step of the way.

‍

With Flexopus, you choose a desk sharing solution that complies with employment law and combines security, efficiency and data protection — for a hybrid work environment that you can rely on.

Conclusion on desk sharing in employment law

Desk sharing can be a win for your company — but only if it is introduced taking into account all aspects of employment law. From ergonomic design and data protection measures to compliance with employment contract provisions — careful planning and the involvement of all parties involved are the key to a successful and legally compliant desk sharing concept.