Back to Blog

Desk Sharing Etiquette: 7 Best Practices for a Productive Workplace

Desk sharing has become increasingly popular in modern workplaces, but it requires clear etiquette guidelines to ensure a productive and positive experience for all employees. This article explores 7 essential desk sharing best practices, from implementing a desk booking system to encouraging flexibility and respect among coworkers.

Desk Sharing Etiquette: 7 Best Practices for a Productive Workplace

In recent years, many businesses have embraced desk sharing as a flexible seating arrangement that allows employees to reserve a desk for the day. This shift towards hot desking and shared workspaces has been accelerated by the rise of hybrid work, with reservations for hot-desking increasing more than threefold from June to November 2021.

office desk sharing workplace

However, for desk sharing to be successful, it's crucial to establish clear systems and rules. By following these 7 desk sharing etiquette best practices, you can create a productive and harmonious work environment that your employees will love.

1. Implement a Desk Booking System

The foundation of effective desk sharing is a user-friendly desk booking software that enables employees to easily reserve a shared desk. This system should display a map of all available desks, allowing employees to quickly find a suitable workspace and avoid conflicts over reserved desks.

2. Make Cleaning Up Easy

Encourage employees to treat the office like a national park by leaving no trace. Provide ample trash bins, cleaning supplies, and wet wipes throughout the office to facilitate quick and easy clean-up at the end of each day. This ensures that desks are left in pristine condition for the next person.

3. Be Mindful of Germs

Even in the endemic phase of COVID-19, it's essential to prioritize health and safety in the workplace. Encourage sick employees to stay home, and provide hand sanitizer and tissue boxes at each desk. Use your desk reservation tool to discreetly notify nearby deskmates if an employee falls ill.

4. Implement a Silent Devices Policy

While the office shouldn't be completely silent, it's important to minimize distractions. Ask employees to silence or lower the volume on their personal devices and encourage them to use phone booths or small meeting pods for personal calls. This helps maintain a focused and productive work environment.

office etiquette silent devices policy

5. Encourage Socializing in Shared Spaces

Socializing with colleagues is a valuable aspect of in-person work, but it's crucial to be mindful of lengthy or loud conversations at desks. Encourage employees to use designated social spaces like kitchen areas or lounge areas for catching up. Effective space management ensures that both focused work and social interactions can take place without disruption.

6. Provide Storage Solutions

With desk sharing, employees may bring various items to the office that can clutter desk spaces. Offer storage solutions such as lockers or dedicated storage rooms to keep the office organized and tidy. This helps maintain a professional and efficient work environment.

7. Foster a Culture of Flexibility

Desk sharing inevitably brings new challenges, such as finding someone else at a reserved desk or accommodating a coworker's unique needs. Encourage employees to approach these situations with flexibility, kindness, and respect. Train them to use available tools and platforms to switch desks, communicate their needs, and submit support requests.

flexible workplace culture collaboration

By implementing these 7 desk sharing etiquette best practices, you can create a productive and positive work environment that benefits both your employees and your organization. Remember to regularly check in with your team to gather feedback and make improvements as needed.

Desk sharing is a constantly evolving concept that requires ongoing attention and refinement. By prioritizing clear communication, flexibility, and respect, you can successfully navigate the challenges of shared workspaces and create a thriving, collaborative workplace.

productive shared office workspace

You may also be interested in