The importance of standardized hot desking rules

In the rapidly evolving environment of modern workplaces, Flexopus is at the forefront of innovative solutions for companies that want to optimize their processes. One of these innovations is the implementation of so-called desk sharing, a concept that is becoming increasingly important in many industries. This blog post explains why uniform desk sharing rules and desk sharing etiquette are essential for the success of hybrid work.

Flexopus: The leading desk sharing software in the DACH region

Desk sharing is a move away from traditional, fixed jobs towards a shared workplace model. But so that there is no chaos in finding jobs on a daily basis, desk sharing software should be introduced. Flexopus is such booking software for flexible workplaces, meeting rooms and parking spaces. Using a mobile or desktop app, users decide when and where they want to sit, hold meetings or park. This ensures an orderly search for the optimal workplace, and employees avoid conflicts over seats.

Why are uniform desk sharing rules important?

Uniform shared desk rules within a flexible space system are not only a question of convenience, but of fundamental importance for its effectiveness. Reasons for this include:

1. Minimize conflicts

Clear and uniform rules reduce misunderstandings and conflicts that could otherwise arise due to different interpretations or applications. With suitable shared desk software such as Flexopus, ensures that every employee has the same requirements for booking a table.

2. Avoiding injustice and discrimination

Uniform shared desk rules ensure that all employees have equal opportunities for access to resources and jobs. This minimizes the impression of favoritism or discrimination and promotes a fair working environment where employees are equally valued.

3. Strengthening corporate culture and team cohesion

As described above, uniform rules create a level playing field. This strengthens the team members' sense of unity and common goal. When everyone follows the same rules, a culture of cooperation on equal terms and mutual respect is created.

4. No exception for team leaders

Team leaders can set a good example by following the same rules as their team members. As a result, supervisors are also increasingly taking part in the Flex Office principle and no longer have a dedicated office. This not only promotes fairness, but also leadership by example.

Desk sharing rules examples

Now that the importance of a well-thought-out desk sharing policy has been clarified, it is now time to introduce appropriate guidelines. Depending on the company structure, it may also be necessary to involve the works council. While you can of course create your own shared desk rules, we've put together the most common rules below:

1. Keep order

A so-called “clean desk policy” is extremely important for a shared desk. Because it is only through clear guidelines for tidying up and cleaning the workplace that a smooth transition between different users can be made possible. This not only contributes to productivity, but also to security, data protection and a pleasant working environment. When introducing desk sharing, this rule should be clearly communicated and, if necessary, checked.

2. Digitize office processes

To make it easier to organize a shared workplace, it is recommended to digitize offices as much as possible. This is because digital processes reduce physical disorder, promote a smooth flow of information and contribute to the flexible use of workplaces. Without paper files and file folders, employees only need a laptop and IT equipment to cope with everyday work. This makes it easier and faster to change jobs. However, a digital office also includes cloud solutions and collaboration tools, such as Microsoft Teams to simplify communication between employees and their work processes.

3. Provide office supplies

In order to make the shared workplace more efficient and to ensure that employees do not have to bring their own office supplies every day, it is recommended that companies provide all necessary office supplies. This includes stationery, notepads, paper clips, and other basic office equipment. The central provision of these materials not only makes organization easier, but also ensures that every employee has the necessary resources to work effectively.

4. Clarify the organization of workplaces

Companies with a significant number of employees or numerous office spaces need an efficient system for managing shared workspaces to avoid chaos. As already mentioned, desk sharing software can be extremely helpful here. With the software, employees can easily select their workplace, find colleagues and book meeting rooms. A structured workplace search organization naturally contributes to employee satisfaction.

Challenges of desk sharing rules

Although the benefits of uniform desk sharing rules are obvious, their implementation can be met with resistance from employees or departments that are used to hierarchical work structures. To overcome these challenges, companies should:

• Schools and raise awareness: Provide training to familiarise employees with the new system and its benefits. Change communication is the be-all and end-all when introducing a flex office.
• Address concerns: Listen to employees' concerns and offer solutions that are tailored to their needs.
• Communicate rules effectively: Communicate the reasons for uniform rules clear and emphasize their benefits for all employees. Make sure that all employees, including team leaders, follow the same rules to maintain credibility.

Flexopus: Your partner for implementing uniform desk sharing rules

With Flexopus, companies and organizations that engage in desk sharing can assign precise roles via fixed admin permissions and thus enforce their very own rules within the app.

Regardless of whether it is the desired office hours, cost centers or so-called home zones, in which only predefined users can make bookings - with Flexopus, you have full control over the desk sharing rules that should be used in your company. Even the practical check-In function can result in employees taking the newly established concept seriously and not letting bookings slip by.

The extensive rights and role management within the software also explicitly ensures that only people who have been authorized to do so by those responsible can have access to rule changes.

Conclusion: Are uniform desk sharing rules really important?

Flexopus knows that the workplace of the future requires innovative approaches, and a consistent desk sharing policy is a must for this concept. As companies continue to develop, commitment to fair and uniform rules will remain a key factor in their success and employee satisfaction. The introduction of desk sharing with uniform rules is therefore not just an option, but a strategic necessity for a dynamic and efficient workplace ecosystem.