Desk Sharing Made Easy – 10 Practical Tips to Get Started

Does desk sharing lead to chaos in the office? Not if your desk sharing is well structured and aligned with best practices.

In this blog post, we’ll share 10 proven tips to help you organise shared desks efficiently – whether you're working in a flexible workspace, hybrid office, or hot desking environment.
From choosing the right equipment to creating a clear shared desk policy and clean desk guidelines – this guide covers everything you need for a smooth shared desk setup.

What is Desk Sharing?

Desk sharing is a flexible workplace model where employees don't have assigned desks but choose from available workstations as needed. The goal? More flexibility and smarter use of office space. As hybrid work becomes the norm, shared desks can offer real benefits. They help reduce unused space, encourage spontaneous collaboration, and make the office feel more dynamic.

Of course, flexibility only works when it's backed by a clear structure. To keep things running smoothly — and to make sure everyone finds a spot that works for them — it’s important to set a few ground rules.

How to Make Desk Sharing Work: 10 Essential Tips

It all comes down to the right structure and setup. These 10 proven tips will help you create a smart, flexible desk sharing system that saves space, supports hybrid work, and keeps your team happy and productive.

1. Make Room for Personal Items

You might not see a family photo gallery or a favorite cactus on every desk anymore — but that doesn’t mean people don’t need space for personal things. Even in a desk sharing setup, employees should have a place to safely store their belongings. Offer lockable cabinets, drawers, or personal boxes where team members can keep their items secure and out of the way. This helps keep workspaces clean, organized, and ready for the next person. A simple desk sharing organiser can also help employees stay on top of what they need — without cluttering the space.

2. Keep Workstations Consistent

Consistency is key in any desk sharing setup. Make sure all shared desks are equipped in the same way—so employees can sit down and get started without wasting time adjusting to a new setup. Equip each workstation with identical monitors, docking stations, and ergonomic chairs. When someone switches desks from one day to the next, they shouldn’t notice a difference in comfort or functionality. This not only makes the transition between desks seamless — it also maintains the flexibility that makes desk sharing so effective in the first place.

3. Provide Easy Access to Office Supplies

Make sure everyone has what they need to work efficiently — without having to hunt for a pen or notepad.
Each desk can include a small, well-stocked supply box with essentials like pens, sticky notes, and markers. Keep it simple and refill it regularly. If your team is mostly paperless, consider setting up a central supply station instead. That way, employees know exactly where to find what they need — without cluttering the desks. The easier it is to get started, the smoother the workday flows.

4. Create Dedicated Spaces for Calls

Open offices can get noisy. That’s why it’s important to set up designated areas for phone and video calls.
Whether it’s phone booths or small meeting rooms, give your team the option to step away for confidential or focused conversations without disturbing others. Make sure these spaces are equipped with comfortable seating, strong Wi-Fi, and ideally some soundproofing to create the right environment for productive calls. When employees know they have a quiet place to go, they’re more focused and the whole office stays more peaceful.

5. Stay Organized with a Clean Desk Policy

A tidy desk helps set the tone for a productive workday and makes desk sharing work for everyone.
A clean desk policy ensures that all workstations are left neat and clutter-free at the end of the day. Here’s what that means in practice:

• Personal items should be removed after each use.

• Cleanliness matters: Desks should be wiped down and ready for the next person.

This simple rule keeps shared spaces professional, welcoming, and ready to use.

Want to learn more? We’ve covered the details in a blog post.

6. Prioritize Data Privacy

In a shared desk environment, protecting sensitive information is a must.
Make sure no confidential documents are left out in the open. If you’re working with sensitive files, store them in your personal locker before leaving your desk.

Digital security matters: 
Devices should be password-protected, and screens locked whenever someone steps away.

Clear guidelines around data privacy not only build trust internally — they also help your company stay compliant and secure.

7. Use Desk Sharing Software

Successful desk sharing starts with the right digital tools. A smart desk booking software makes it easy to reserve workspaces, stay organized, and avoid unnecessary confusion. The right software gives you a clear overview of which desks are available and who’s in the office on any given day — helping your team plan ahead and stay flexible.

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8. Set Clear Rules everyone understands

Desk sharing only works when everyone’s on the same page. That’s why it’s important to define clear guidelines and communicate them openly. Your shared desk policy should cover key areas like how to book a desk, how to leave it after use, and what’s expected in day-to-day routines. Use tools like an FAQ document or a quick info session to make sure questions are answered and everyone feels confident with the setup.

Keep it simple, transparent, and regularly updated — so the system works for everyone.

9. Prioritise Ergonomics at Every Desk

Comfort shouldn’t be a question of where you sit. When every shared desk is set up ergonomically, it makes switching workstations easier.

Here’s what matters:

• Height-adjustable desks so everyone can find their ideal working position

• Ergonomic chairs to support posture and prevent back pain

• Proper lighting to reduce eye strain and boost focus

An ergonomic workspace isn’t just about comfort — it’s about preventing health issues and reducing sick days. Your team will thank you for it.

10. Collect Feedback Regularly

Desk sharing isn’t a set-it-and-forget-it solution — it’s something you can improve over time. Set up regular feedback loops to understand what’s working, what’s not, and where your team needs more support. Whether it’s through quick surveys, one-on-one check-ins, or informal team discussions — listening to your employees is key. Feedback is your most valuable tool for making desk sharing a success and for creating a workplace where people truly enjoy coming in.

What Else Should You Consider When Organising Desk Sharing?

Beyond the practical tips, there are several strategic aspects you should keep in mind to ensure your desk sharing setup works smoothly from day one.

Integrate Desk Sharing into a Modern Office Concept

Desk sharing works best when it’s part of a broader, modern workplace strategy. This includes flexible working hours, mobile work options, and a thoughtfully designed office environment. In a well-designed office, different zones support different work styles: quiet areas for deep focus, open spaces for collaboration, and meeting rooms for structured discussions. By giving employees the freedom to choose their workspace based on the task at hand, you foster productivity, creativity, and comfort. Create distinct zones for focused work, brainstorming sessions, and private conversations — so everyone finds the space they need to do their best work.

Conclusion: Smart Organisation Is the Key to Successful Desk Sharing