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Whitepaper

Desk Sharing im öffentlichen Dienst – mit Best Practices

whitepaper form öffentlicher dienst

Shared Desks in der öffentlichen Verwaltung einzuführen und effizient zu organisieren kann eine Herausforderung sein. Dieses Whitepaper gibt 7 Praxistipps für die Einführung, die Erstellung interner Richtlinien, die Mitarbeiterkommunikation und vieles mehr. Ein Leitfaden für die öffentliche Verwaltung mit vielen Beispielen aus der Praxis! 

Public administration introduces desk sharing

How can hybrid working and desk sharing be implemented in public administration? The city of Metzingen relies on desk.ly for this. They shared with us what was important during the introduction and how they organise this innovative working model.

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350 EMPLOYEES
PUBLIC ADMINISTRATION  
LOCATION ORANGE
METZINGEN, GERMANY  
New work

Why hybrid working and public administration are a great match

The pandemic accelerated digitalisation and the shift to hybrid working. Flexible workspaces were so well received by employees that the city decided to bring this flexibility into the office through desk sharing. However, since staff were used to having their own assigned desks, they wanted to test the concept first.

"Being able to cater to individual needs is fantastic. With just a few clicks, you can filter whether the workspace should be near the heater, adjustable in height, or next to your favourite colleague."

Jörg Stritzelberger, Stadt Metzingen
Jörg StritzelbergerHead of IT, City of Metzingen
Schreibtischbuchung ENG-1
Best Practice Nr. 1

Piloting shared desks

Would shared workspaces lead to disruption, and how complex would their management be? To initially test modern work models and tools, the city of Metzingen established the "DigITal-WerkStadt" in 2022. Here, 23 employees from the new digitalisation and IT department trial innovations before they are widely implemented. This includes desk sharing, which they organise with the help of desk.ly.

Best Practice Nr. 2

Employ a desk sharing tool

In the DigITal-WerkStadt, there are no longer any permanently assigned workspaces. To maintain an overview of who is sitting where, digital support is required. The city administration manages this with desk.ly. It quickly became apparent how desk.ly simplifies the daily work routine in the city administration. The following features, in particular, make organising hybrid work in the office easier:

  • Desk Booking: Employees can reserve a workspace of their preference in advance, ensuring they know exactly where they will be seated upon arrival.
  • Filter Features: To effortlessly locate the ideal desk, they can filter by characteristics such as a quiet spot, proximity to the heater, or adjustable height.
  • Who's in the Office? This feature allows employees to view which colleagues are present in the office and their seating locations, promoting communication and encouraging on-site work. 
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"desk.ly is a valuable asset for the city council and highly innovative for public administration."

jörg stritzelberger stadt metzingen
Jörg StritzelbergerCity of Metzingen
Best Practice Nr. 3

Desk sharing and data protection

Data protection is particularly important in the public sector. Therefore, the city council developed clear rules for desk sharing. This includes the Clean Desk Policy, which ensures that all workspaces are left tidy at the end of the day. Personal items and especially documents are put away to keep sensitive information confidential.

When selecting desk sharing software, the city council also placed great emphasis on a GDPR-compliant application. Additionally, desk.ly is ISO 27001 certified.

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"Particularly at the outset, it is crucial to provide support to the employees. The shift from having a personal desk to a shared workspace with a Clean Desk Policy might initially be seen as inconvenient and time-consuming."

jörg stritzelberger stadt metzingen
Jörg StritzelbergerCity of Metzingen
Best Practice Nr. 4

Training your employees

Desk sharing has a positive impact on collaboration and space utilisation. However, not everyone was thrilled about "losing" their fixed spot. Therefore, the city closely supported employees during the implementation. It was particularly important to demonstrate how easy and quick the booking process is.

Additionally, the DigITal-WerkStadt offers all city administration employees the opportunity to initially test desk sharing. It provides extra desk.ly licences, allowing new departments to familiarise themselves with the software in advance.

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City of Metzingen & "DigITal-WerkStadt"

The district town of Metzingen is located in Baden-Württemberg on the Swabian Alb and has approximately 23,000 residents. The town administration, along with the office of teh mayor, can be found in the town hall, from where all tasks related to town politics are managed. The Metzingen town administration employs around 400 staff across three locations. One is directly in the town hall, and the other is in the newly established "DigITal-WerkStadt", where up to sixteen employees per day can currently experiment with new digital tools and working methods.

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