four employees at a shared desk office space

By Bond Collective Staff

If you’re looking for a way to set up your office for maximum flexibility and productivity, the shared desk arrangement may be the ideal solution.

In this article, we discuss how the concept of the shared desk differs from other workspace arrangements and give you tips for implementing it in your business.

What Is A Shared Desk?

A row of office chairs at a shared desk

A shared desk is a workspace shared by two, three, or more employees on a rotating basis. While this may sound similar to other desk-sharing options (discussed below), it is really quite different.

In a true shared desk arrangement, your business assigns one workspace (e.g., a desk and a chair) to multiple team members.

Those team members take turns working different shifts or working remotely so that only one person occupies the desk at any given time.

For example, on Monday, Parvati works from the shared desk during normal business hours while Russel, Rob, Cirie, and Amanda work from home.

When Parvati is finished working, she removes all of her belongings and cleans the desk space in preparation for the next workday.

On Tuesday, Russel works from the shared desk during normal business hours while Rob, Cirie, Amanda, and Parvati work from home.

The cycle rotates through to Friday, when Amanda works from the shared desk during normal business hours while Parvati, Russel, Rob, and Cirie work from home.

Another option is to alternate the shared desk between two team members who each work in the office every other day.

In that arrangement, Amber works at the desk Monday, Wednesday, and Friday while Colby works at home. On Tuesday and Thursday, Colby works at the desk while Amber works at home.

There are many ways to organize a shared desk between team members. It all depends on the number of employees your business has, the shifts they work, and whether or not you offer a remote-work option.

Shared Desk Vs. Hoteling

Man working on a laptop at a shared desk

Hoteling is a workspace seating arrangement wherein your business assigns a specific desk to a specific team member for several days, weeks, or months.

The team member has exclusive access to that desk for the duration of the time assigned. When compared to the shared desk system, hoteling is much less static.

Team member A may occupy desk one for two weeks and then transition to desk two for a further two weeks. Team member B may occupy desk three for five days and then transition to desk six for a month.

The way you arrange your hoteling system depends on your business’s and employees’ needs, along with other factors.

Shared Desk Vs. Hot Desking

Close up of two laptops on a shared desk

With hot desking, workspaces are occupied (or allocated, if your HR department oversees the program) on a first-come, first-served basis.

Desks, tables, and chairs have no permanent owner, and team members choose whatever is available that fits their needs.

Because of the flexible nature of hot desking, who is working where can change at a moment’s notice. What’s more, these changes tend to occur several times per day as employees switch from one workspace to another.

This is in stark contrast to both the shared desk system and hoteling, which are both much more permanent arrangements. A shared desk assignment could last years, while hoteling can stretch into multiple months if the situation works for all parties involved.

Hot desking, on the other hand, allows team members to change where they work from day to day and even hour to hour.

Tips For Implementing Desk Sharing

Inside a small office with a shared desk

1) Talk To Your Team First

If your business is considering the transition from a traditional workplace model to a more flexible work arrangement, talk to your team first about what the change entails.

Desk sharing isn’t second nature to everyone, and switching from a personal desk to one that multiple people use may take some getting used to.

If team members express concerns, consider transitioning slowly (to one or two shared desks) instead of going all-in right away.

Give your employees time to see what it’s all about, how it works, and how they can benefit from the arrangement before switching everyone over.

2) Plan Your Shared Desk Space

When switching from one seating option to another, take the opportunity to incorporate office space planning into the mix.

Office space planning is the process of organizing furniture and function in such a way so as to maximize space and improve the efficiency and productivity of the employees who occupy it.

Essentially, it’s using different methods to set up your work environment for optimized space usage.

Planning where each shared desk will go — rather than distributing them willy nilly — before you spend a single dime or move a single chair will help your business create the perfect workspace for your team.

3) Incorporate A BYOD Program

BYOD is an abbreviation (or, more specifically, an initialism) for the phrase Bring Your Own Device.

BYOD refers to the practice of allowing employees to use their personal devices — anything from smartphones to desktops to simple USB drives — to access business networks, work-related systems, and sensitive or confidential data.

Incorporating a BYOD program in your business makes the shared desk arrangement easier to organize and execute.

Shared desks no longer have to come with their own dedicated computers because team members supply their own devices.

4) Include Adjustable-Height Desks

When planning your shared desk system, consider including adjustable-height desks into the mix.

There are many options to choose from, including:

  • Sit-to-stand adapters for your regular desks

  • Manually adjusted sit-to-stand desks

  • Powered sit-to-stand desks

Whichever version you select, the flexibility will give your team the option and ability to customize how they want to work — and improve their focus, creativity, and productivity in the process.

5) Offer Various Seating Options

As with the ability to switch from sitting to standing, offering various seating options is a great way to help your team stay comfortable and engaged in the work before them.

Include such items as:

  • Ergonomic chairs

  • Stools

  • Saddle chairs

  • Balance balls

  • Kneeling chairs

  • Pedestal stools

With all those choices, your employees are sure to find an alternative that works for them.

6) Cut The Cords

With wireless technology making mobility easier than ever before, cutting the cords is a great way to make your shared desk arrangement more adaptable to your team’s needs.

When desks aren’t tethered by ethernet and phone cables, your employees can move them around at will to facilitate collaboration and group work of all kinds.

In most cases, your team will still need power to drive the devices they bring to work, so you’ll have to outfit your office space with plenty of outlets.

For maximum flexibility, consider installing power boxes in the walls, floors, and hanging from the ceiling.

The Shared Desk Done Right

Bond Collective workspace with shared desks

It can be daunting switching from a traditional one-person, one-desk system to a shared desk arrangement, and you may be unsure whether it’s really right for your business.

With Bond Collective, you can try out the concept before you make changes in your own office. In fact, modern coworking spaces offer a variety of workspace options to fit your needs.

Bond Collective, for example, offers shared desks, hot desking, hoteling (dedicated desks), conference rooms, and even private offices (or suites) all in one beautifully decorated work environment so your business has the space to take on any job, large or small.

Bond Collective also offers industry-leading amenities you can’t get anywhere else, including:

  • Lightning-fast WiFi

  • Photo and sound studio (Gowanus only)

  • Guest reception and greeting

  • Regular on-site cleaning

  • Mail service

  • Complimentary beer, coffee, tea, water, and fresh fruit

  • Other food and beverages for sale

  • Office showers with towel service

  • Bike storage

  • Rooftop lounge area

  • Mothers’ rooms

  • Pet-friendly environments

  • Curated and networking events

Whether you’re a solopreneur, an entrepreneur, a digital nomad, a startup, a small business, or a team of 100 or more, Bond Collective can accommodate you, your team, or your entire business with shared desk options that will save you both money and time when compared to a traditional office.

Visit any one of Bond Collective’s many locations in the United States, including workspaces in California, New York, Pennsylvania, Washington D.C., Illinois, Tennessee, and Texas. Or call us today to find out more about everything we have to offer.

And while you’re at it, schedule a tour to experience first-hand how the boutique work environments at Bond Collective can benefit your business.