Desk sharing: shared workplaces are the trend
As the ways of working are changing, so is the working environment. In addition to the return of the open space office, some companies have adopted desk sharing. Here is an update on this organisational method that is gaining ground. And all the advice we can give you on how to implement it successfully.
1
A policy of space optimisation. In the face of soaring property prices, the initial objective is often to save square metres.A change in working methods. Employees now tend to be less and less present at their workstation: outside appointments, meetings, video-conferencing, home office, cafeterias (which have become one work space among others) ...
THE ORIGINS OF DESK SHARING
Although it is still considered as an avant-garde practice, desk sharing appeared at the end of the 1990s in large consulting firms: indeed, consultants were mostly absent from the walls of the company and did not have a personal office. Today, two main factors converge to explain this trend:A policy of space optimisation. In the face of soaring property prices, the initial objective is often to save square metres.A change in working methods. Employees now tend to be less and less present at their workstation: outside appointments, meetings, video-conferencing, home office, cafeterias (which have become one work space among others) ...
2
Improving the information flow;Favouring exchanges and internal communication;Strengthening team spirit;Improving creativity and transversality;Encouraging collaborative work.
In order to achieve these aims, this project requires solid preparation. This reorganisation cannot be improvised, it must be supported by a real dynamic.
THE OBJECTIVES OF DESK SHARING
In addition to saving space, the desk sharing concept offers several advantages:Improving the information flow;Favouring exchanges and internal communication;Strengthening team spirit;Improving creativity and transversality;Encouraging collaborative work.
In order to achieve these aims, this project requires solid preparation. This reorganisation cannot be improvised, it must be supported by a real dynamic.
3
DESK SHARING: A SOLUTION FOR WHOM?
By its very nature, desk sharing is particularly widespread in sectors where nomadism is an integral part of the employees' activity (sales, consultancy, freelance, etc.). But it is also essential that desk sharing fits in with the company's culture and conveys its identity. In addition, certain departments (human resources, accounting) will always need individual offices for reasons of confidentiality.4
Reduce personal spaces in favour of shared spaces. Rethink office spaces: install large collective workbenches or individual offices organised in clusters, create collaborative meeting rooms, relaxation areas for more informal exchanges and cubicles for employees to isolate themselves if necessary. Employees can thus move from one space to another according to their activities of the day.
Limit the number of people per set. Beyond 10 people, the noise level quickly leads to a lack of concentration and fatigue and interaction decreases.
Accurately assess the occupancy rate. In order to avoid "traffic jams", it is essential to anticipate the return of employees (holidays/time off, teleworking, activities linked to the seasons, etc.).
Generalise new technological tools. Laptops, wifi, shared documents on the network. .. facilitate employee mobility.
Diversify working methods. These transformations go hand in hand with the deployment of teleworking as well as the occasional rental of offices or coworking spaces if necessary.
Carry out a managerial overhaul. As part of the team, the manager must now deal with the new reality and adjust his or her way of leading.
The teams will be all the more productive if they are involved from the start in the new arrangements through open communication and discussion within the company.
Provide personal storage space. As the need to appropriate a "territory" is intrinsic to human beings, it is essential that everyone has a shelf, a mobile box, a small cupboard, etc.
Define rules for living together. It is particularly important to ensure that no one leaves his or her belongings lying around when leaving the workstation and no one takes over private areas (cubicles, meeting rooms, etc.) for too long.
THE RECIPE FOR SUCCESS
The following factors are essential for its implementation:Reduce personal spaces in favour of shared spaces. Rethink office spaces: install large collective workbenches or individual offices organised in clusters, create collaborative meeting rooms, relaxation areas for more informal exchanges and cubicles for employees to isolate themselves if necessary. Employees can thus move from one space to another according to their activities of the day.
Limit the number of people per set. Beyond 10 people, the noise level quickly leads to a lack of concentration and fatigue and interaction decreases.
Accurately assess the occupancy rate. In order to avoid "traffic jams", it is essential to anticipate the return of employees (holidays/time off, teleworking, activities linked to the seasons, etc.).
Generalise new technological tools. Laptops, wifi, shared documents on the network. .. facilitate employee mobility.
Diversify working methods. These transformations go hand in hand with the deployment of teleworking as well as the occasional rental of offices or coworking spaces if necessary.
Carry out a managerial overhaul. As part of the team, the manager must now deal with the new reality and adjust his or her way of leading.
The teams will be all the more productive if they are involved from the start in the new arrangements through open communication and discussion within the company.
Provide personal storage space. As the need to appropriate a "territory" is intrinsic to human beings, it is essential that everyone has a shelf, a mobile box, a small cupboard, etc.
Define rules for living together. It is particularly important to ensure that no one leaves his or her belongings lying around when leaving the workstation and no one takes over private areas (cubicles, meeting rooms, etc.) for too long.
5
.
Guinea pigs? Yes and no. While they certainly make it possible to evaluate and perfect this practice, they are also much more open to this mode of operation which is compatible with the habits of their generation. As a result, it is through them that the practice of desk sharing can be extended. For it represents a whole new state of mind!
Note. Depending on the company, desk sharing is also called "flex office", "free seating" or "free office".
WHAT FUTURE FOR DESK SHARING?
While desk sharing has already developed strongly among our European neighbours, it is still far from being the case in France. Indeed, the French are still very attached to the hierarchical position and associated privileges such as the size of the office. In many companies, therefore, only junior employees are concerned by desk-sharing for the time being..
Guinea pigs? Yes and no. While they certainly make it possible to evaluate and perfect this practice, they are also much more open to this mode of operation which is compatible with the habits of their generation. As a result, it is through them that the practice of desk sharing can be extended. For it represents a whole new state of mind!
Note. Depending on the company, desk sharing is also called "flex office", "free seating" or "free office".