Desk Sharing Ratio: The Key to Hybrid Work

The desk sharing ratio is a key metric for determining whether office space is being used efficiently and if desk sharing is working within the company. It also provides a basis for decisions regarding space planning and the optimization of hybrid work models.

Desk sharing software for a seamless hybrid office - with Flexopus!

What is a desk sharing ratio?

Terms like desk sharing, New Work, and hybrid working have become an integral part of everyday office life. Since the COVID-19 pandemic, the world of work has changed permanently; many companies now rely on flexible workplace models that allow employees to regularly switch between working from home and the office. A key metric in this context is the desk sharing ratio. It is the key to successful hybrid working.

The desk sharing ratio describes the relationship between the number of available workstations (desks) in the office and the number of employees. The goal is to create a more compact and efficient work environment where fewer desks are needed than there are employees. The reasoning behind this: many employees work regularly from home or remotely. So why permanently assign a fixed desk to everyone?

When the desk sharing ratio is applied effectively, it offers benefits such as:

• Cost savings: Significant reduction in rent, operating, and energy costs.
• Better space utilization: more efficient use of existing office space.
• Less vacancy: Avoiding unused desks and rooms.
• Increased flexibility: Promoting modern work models and employee satisfaction.

Why is the desk sharing ratio so important?

An optimal desk sharing ratio can save a lot of money, especially in terms of rent, operating costs, and energy. But it is more than just a cost factor: it is a strategic management tool for effective workplace management, designed to meet the modern needs of hybrid work while simultaneously improving office utilization.

A study by the Fraunhofer Institute for Industrial Engineering (IAO) shows that over 60% of surveyed employees split their working time roughly equally between home and the office. Around 80% also report that their productivity has increased due to the flexibility gained.

This development confirms that desk sharing is not just a trend, but a long-term, viable concept—both economically and culturally.

Desk sharing therefore makes sense not only for employees but also for companies that want to position themselves as modern employers while simultaneously realizing savings.

How is the desk sharing ratio calculated?

The desk sharing ratio shows how many workstations are available in relation to the relevant number of employees. It helps companies plan office space realistically and avoid overcapacity.

The formula is:

Desk sharing ratio = number of available desks / number of relevant employees × 100

An example:

A company has 100 employees who could theoretically use an office workstation, but only provides 70 flexibly bookable desks.
70 desks / 100 employees × 100 = 70% desk sharing ratio

This means: There are 70 desks available for 100 employees.

How to interpret the result:

Ratio = 100%:
Mathematically, there is one desk available for every employee. This corresponds to the traditional office model with fixed workstations.

Ratio < 100%:
There are fewer desks than employees. This is common in desk sharing, hybrid work, and home office models.

Ratio > 100%:
There are more desks than employees. This may indicate overcapacity, vacancies, or unnecessary space costs.

A desk sharing ratio below 100% is generally sensible for hybrid work models. However, it is crucial that the ratio matches actual office usage. If it is set too low, it can lead to shortages, frustration, or unclear booking situations on high-traffic days.

It is also important to note: The calculation should not be based on all employees across the board, but rather on the relevant user group. Field staff, part-time employees, permanently remote workers, or employees without a regular need for an office workstation should be considered separately depending on the usage concept.

What are the prerequisites for a functional desk sharing ratio?

For desk sharing to work smoothly, you need more than just a good ratio. The following three prerequisites are decisive:

1. Is your office space being used effectively?

The first step is an honest assessment of the space being used. With hybrid work, it often becomes clear that the entire office space is no longer needed. Large office areas with too few occupied desks feel empty and uninspiring.

Ask yourself questions like:

• Are there regular vacancies?
• Can the rental space be reduced?
• Is the available space actually being used?

Proper space planning is a key factor in achieving high office utilization and saving costs. Companies should not only look at the number of available desks but also consider the use of meeting rooms. A room booking system makes it possible to reserve meeting rooms based on demand and use booking data to better understand which spaces are actually needed.

2. What is the composition of your team?

Not all employees have the same work rhythm. Some teams are on-site daily, while others work primarily remotely. A successful desk-sharing ratio depends heavily on how many employees need to be present in the office regularly, such as reception staff, IT support, or specific project teams.

Consider:

• Who needs to be present daily?
• Which roles are location-independent?
• Are there specific needs (e.g., parents, part-time staff, external employees)?

The ratio can only be adjusted effectively if it is clear how many workstations are realistically required.

3. What is the actual office attendance?

An often underestimated factor: actual office attendance. Many companies plan based on gut feeling, but there are clear empirical values. Since the establishment of hybrid work models, it has become clear:
On average, employees are in the office only 2.5 days per week. (Average values: 1.5 days working from home, 0.6 days vacation, 0.3 days sick leave, 0.1 days on business travel)

These figures should definitely be taken into account when calculating the ratio, as unrealistic assumptions lead to incorrect space planning and team frustration.

Fluctuating attendance numbers affect not only the required desks but also other resources such as company parking spaces. With a parking management software, companies can flexibly adapt available parking spots to the actual office days of their employees. This allows for more efficient utilization of parking areas in addition to workstations.

How does Flexopus support your desk-sharing ratio?

The best ratio is of little use if employees do not know when and where they can work. This is where Flexopus comes in: the workplace management software helps companies organize workspaces according to demand and provides transparency regarding actual office occupancy.

Flexopus offers, among other things, a desk booking system, ameeting room booking systemand aparking space management system with a real-time overview of available spaces. Additionally, an asset management software helps to centrally organize shared resources such as laptops, monitors, or technical equipment and assign them to employees as needed. This allows companies to implement flexible workplace concepts without every person needing their own permanent equipment at a fixed desk.

Flexopus also supports the introduction and optimization of desk sharing:

• Consulting on calculating your ideal desk sharing ratio
• Workshops on transitioning to hybrid models

Flexopus integrates seamlessly into your existing ecosystem. With many practical integration options such as Outlook, Google Workspace, or Microsoft Teams, the barrier to desk sharing is lower than ever. Schedule a consultation today and dive into the world of New Work.

Summary

The desk sharing ratio is much more than just a number. It is a key lever for successfully implementing modern work models. When calculated correctly, it helps to use office space efficiently, avoid vacancies, optimize office occupancy, and simultaneously offer employees more flexibility.

Your checklist for successful desk sharing:

• Calculate desk sharing ratio: Number of employees ÷ Number of desks
• Check space: Are there vacancies or overcapacities?
• Analyze team: Who is in the office and when?
• Track attendance: Account for average presence times
• Deploy technology: Use Flexopus for booking and transparency
• Foster culture: Establish open communication and flexible rules