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DESK SHARING VS FLEX-OFFICE : WHAT ARE THE DIFFERENCES?

Dec 8, 2022 | Work space

In a constantly changing world of work and faced with the economic and social
consequences of the Covid-19 crisis, we can see that new organizational methods
are taking hold within companies. In particular : flex-office and desk sharing. 

Two very different terms, but they are still confused by many people. Indeed, if
both reflect new work environments in companies, they are the logical
consequence of the fragmentation of professional uses and increased work
flexibility. 

However, they are not synonymous. So, in this article : focus on the main
differences between flex office & desk sharing! As a bonus, we’ll help you
choose the mode of operation that suits you and give you five valuable tips to
keep in mind.


FLEX-OFFICE & DESK SHARING : A REMINDER OF THEIR METEORIC RISE!

In recent years, due to the increase in property prices, and the massive use of
teleworking, combined with the consequences of the Covid-19 crisis, many
companies are looking to rethink their work organization.

At the same time, it is not a secret that many jobs no longer require a physical
presence in the office. This is true, as long as the employee has a computer and
an Internet connection. As a result, and with the increase in teleworking, there
has been a drastic fall in the occupancy rate of workplaces. This leaves
companies in a difficult situation : they pay a high price for many vacant
offices.

Given this, the traditional work organization where employees have the same
workspace all year round is gradually becoming obsolete. 

This is why many companies want to redistribute the space they have available.
This is no longer based on people but on usage. In this respect, they offer
employees the freedom and convenience to choose the workspace in which they are
most productive, depending on their mood and their tasks.

As a result, new forms of work organization are emerging, including flex-office
and desk sharing. Two terms to be distinguished.


HOW COULD YOU DISTINGUISH BETWEEN FLEX-OFFICE AND DESK SHARING? A REMINDER OF
DEFINITIONS & EXPLANATIONS!

Flex-office and desk-sharing are new forms of organization, meaning that
workstations are no longer rigidly distributed among employees. However, a
distinction should be made :

Flex-office means no longer allocating a specific workstation to an employee. As
a result, the company sets up different types of spaces that employees can use
freely, according to their desires, missions, and projects. In this type of
organization, we often find accessible offices, meeting rooms, concentration
areas with acoustic booths, coworking rooms, etc. Sometimes these spaces are
also open to the reservation, so each employee can easily anticipate their week.
At the same time, employees can also choose to work from home at a pace agreed
upon with their manager.

Desk sharing consists of sharing the same space or fixed office between several
company employees. It is generally carried out between employees of the same
team to encourage exchanges on familiar subjects directly from their
workstations. Therefore, it regularly has the same characteristics as the
open-space format. And finally, this concept allows everyone to keep their
bearings while stimulating creativity and collaboration. So it’s a great way to
strengthen team spirit & avoid individual offices, which are sometimes too far
away from other employees.

From then on, and for these two anglicisms, we can see that the individual
office is coming to an end in favor of a collaborative dynamic, accompanied by
greater openness & hybrid working.


HOW TO CHOOSE YOUR OPERATING MODE : FLEX-OFFICE VS DESK SHARING?

There is no doubt that the challenge for employers and/or managers today is
finding the formula that best suits the company and its employees. This is
achieved by proposing an organization and appropriate & stimulating arrangements
that benefit employees’ well-being and Quality of Life & Working Conditions
(QWL). 

Not an easy task, is it? To help you, let’s distinguish the points to keep in
mind for each operating mode.


1ST OPERATING MODE : FLEX-OFFICE. PREFERABLE IF :





 * Employees do not see it as a form of dispossession of their workspace.
   Remember that any form of personalization (drawings & photos of one’s child,
   mug, and files) becomes impossible by opting for the flex office. Therefore,
   it should appear to them as something other than a sudden nomadism.

 * Employees (really) play the flex-office game and sometimes settle in
   different places. If this is the case, they can prevent the
   compartmentalization & diversification of links within the teams.

 * On a day-to-day basis, it is not a frantic race for the best place! The flex
   office indeed obeys the adage that first come, first served. And
   unfortunately, the fair distribution of workplaces would take care of itself
   between adults. However, this is not the case. Therefore, if you don’t have a
   digital solution dedicated to its management, this organization can produce
   the opposite effect and creates tensions.

This is why, if it is the organization of work you wish to prioritize, it is
essential to put all the chances on your side to avoid friction and make this
new organization go well. This can be done by choosing a web & mobile
application dedicated to its management & the fair distribution of workstations,
such as Sharvy.




2ND OPERATING MODE: DESK SHARING. TO BE PREFERRED IF :



 * Your employees adopt a responsible attitude & respect the community. Desk
   sharing closely resembles the open-space format. Therefore, make sure that
   this format suits your employees. But, open spaces are a large mix of more
   dissipated teams for many people. So, this can be a source of stress &
   de-concentration that you need to be aware of to reduce this disadvantage
   (acoustic separation, provision of headphones so as not to disturb your
   neighbors, etc.).

 * Your employees want to keep a minimum of reference points. Unlike the flex
   office, where some employees can become disoriented at changing offices
   daily, desk sharing may be more suitable for them. In particular, because it
   does not involve such a radical change of neighbors and/or workspaces.
   Consequently, the adjustment time for everyone is also shorter!

 * The confidentiality is required between each division. Therefore, desk
   sharing is a real advantage in terms of privacy. Generally, when desk sharing
   is chosen, the teams of each division are nearby. As a result, they can
   quickly deal with more confidential matters specific to their missions. 


FIVE TIPS FOR A SUCCESSFUL TRANSITION TO YOUR NEW WORK ORGANIZATION!


1.  THINK ABOUT DIGITIZING THE EXCHANGE METHODS & WORK HABITS BEFOREHAND

There is no doubt that the transition from traditional working methods to
flex-office and/or desk sharing must be carried out in stages. The idea is to
gradually rethink practices by digitizing existing rules while adapting the
media and working methods. 

Therefore, it is a good idea to introduce various tools beforehand. For example,
those allowing to :

 * Dematerialise documents, such as Payfit, Lucca, etc.
 * Facilitate daily collaboration, such as Notion and Asana.
 * Offer instant communication, such as Teams, Slack, Google Chat, etc.

This way, you can keep the environment and work habits the same, especially
since the evolution of tools is so rapid that it challenges both the skills of
the teams and the company’s digital strategy.


2.  CONSULT CUSTOMER CASES TO LEARN ABOUT THIS & GET INSPIRED!

Both flex-office and desk sharing are not just trends but natural evolutions.
This is why it is essential to analyze employees’ habits through a diagnostic
phase. But also to consider all the specificities linked to certain professions
and departments. During this period, please take the time to identify the points
that can block the process and the solutions to fix them. 

At the same time, this is also the time to learn from other companies. For
example, by consulting case studies. This may help you to make confident choices
about your company.



To inspire you, here are some examples of companies that have adopted
flex-office and/or desk sharing :

 * Adidas : On the one hand, to promote internal communication & exchanges
   within the teams. On the other hand, it is a good way of showing that the
   company is keeping up with the demands of tomorrow’s world, with innovative
   and smart workplaces.

 * LeBoncoin France : A company that has succeeded in creating a dynamic working
   environment in which no employee, including administration members, has a
   dedicated office. This encourages agility and flexibility between teams.

 * SNCF : The company wanted to reduce its office space by 22%. Thanks to the
   implementation of flex-office, the results speak for themselves! The
   reduction target was reached, and more than 80% of employees were satisfied.


3.  REMEMBER TO INCREASE THE NUMBER OF COLLABORATIVE SPACES & CONCENTRATION
ZONES

There’s no doubt that these new working environments (flex-office and desk
sharing) are shaking up previously established patterns. Nowadays, employees are
required to use different places during their day, depending on their current
tasks and projects. For this reason, and to meet these needs, it is essential to
offer them various types of spaces and atmospheres. 

On the one hand, collaborative spaces encourage exchanges and remove the
traditional barriers of individual offices. 

On the other hand, areas of concentration. For example, installing acoustic
booths, also known as “phone booths” or “focus rooms.” These are nothing more
and nothing less than concentration areas where employees can isolate themselves
to work. These booths are trendy for production tasks (writing articles,
development, etc).


4.  ADOPT A DIGITAL SOLUTION FOR MANAGING SHARED SPACES!

To facilitate this transition, it is wise to digitalize it. To achieve this and
best support your employees in this organizational change, you can opt for a web
& mobile application dedicated to its management, like Sharvy.

With this application, your employees can easily reserve a workstation to
anticipate their attendance schedules and organization over the coming weeks. 

At the same time, this solution removes fears about this new organization based
on the adage of first come, first served. In particular, since the workstations
are allocated automatically, according to a fair algorithm and rules defined in
advance by the administrator. 




5.  RESPECT A FLEXIBLE TEST PERIOD & GET FEEDBACK FROM YOUR EMPLOYEES

There will always be gaps between theory and practice. This is why a test phase
will allow you to highlight the points that need to be improved as a priority
based on the feedback from your employees.

According to a study by JLL, a corporate real estate consulting specialist, more
than 75% of companies rely on a test period to remove various barriers.

When such a change in the working environment is announced, many companies
regularly experience opposition from their employees. Many consider that
flex-office and/or desk sharing cannot be adapted to their business constraints
or status. 

However, by including all or some of your employees from the beginning of the
project, you prepare them for a wider deployment. At the same time, you let them
know that their opinions and feedback will be considered. This helps to remove
prejudices and unfavorable opinions. This is why respecting a somewhat flexible
test period is a good idea.


IN CONCLUSION

Managing shared space in companies is a challenging task. The difficulties that
the departments in charge of this task may encounter can multiply significantly
if, from the outset of the project, the boundaries between flex-office and desk
sharing are blurred.

However, whether it is one or the other, each has its advantages and
disadvantages. However, there is bound to be one that is more in line with your
working methods and the habits of your employees. Please look at this article’s
tips and significant differences to determine which one it is. After that, the
test phase is an excellent way to decide between the two methods.




HAVE A QUESTION ? CHECK OUT THE FAQ ! 

HOW LONG SHOULD THE TEST PERIOD LAST?

A test period of 3 months is ideal. It allows everyone to start developing new
habits and, if so, to get to grips with using a dedicated application. This
period also gives the departments in charge of this new organization the
opportunity to refine their strategy, given the behavior of employees and those
who play the game or not. After three months, it is advisable to implement a
wider roll-out so that employees can organize themselves and plan their needs
over the longer term.

IS IT NORMAL FOR EMPLOYEES TO BE RELUCTANT OR RESISTANT TO CHANGE?

Resistance to change is a perfectly natural behavior! However, the fact that
some employees tell you about this resistance is not necessarily an opposition
to introducing this new feature but rather a fear of losing their bearings and
the work habits they enjoy. This is why these new ways of working require
managers’ support and education to overcome apprehensions. However, remember
that resistance to change is a positive point insofar as it reveals the
importance of the work environment in employees’ eyes! An end to consider in
this new strategy.




WANT TO LEARN MORE? CHECK OUT OUR LATEST ARTICLES!


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