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Does Shared Workstation Actually Work?

Does Shared Workstation Actually Work?

|May 8, 2021

Businesses no longer work the way they used to in the pre-Covid world, and many workplaces now prefer flexible workspaces or better known as hybrid workforce systems. After all, no one can blame the organizations that witnessed a considerable rise in productivity when employees were subjected to work from home or given flexible working hours to maximize their comfort. One of the major reasons for witnessing better results when working with a hybrid working model is that employees feel a great sense of understanding and care from their employers.

Rather than sticking to strict schedules where an employee has to come to the office after long commuting hours or give extra hours to cover the workload, a hybrid work system is a great modification.

It is safe to say that researchers have not stopped at a simple system of the hybrid working system but have modified it to various better systems. Hot desking, desk sharing, and office hoteling are all modified versions of the hybrid working system. What are hot-desking and hot sharing, and how does it work for an organization? If you are looking for these answers now repeatedly, then you have come to the right place.

Shared Desk System

These changes in the workplaces are great in the long run no matter how unpleasant they seem now. To put it simply, desk booking software and other apps help implement these systems effectively and overcome the anxiety brought up from the changes taking place in an organization.

What Is Shared Workstation?

A shared workstation is a modification of a hybrid work system. A hybrid workplace has characteristics of a flexible working system. From choosing their desks to having the option to work from the vicinity of homes and ask to adjust the work hours, there are many ways in which the hybrid work model serves the employees for the better.

What Is Shared Workstation?

It gives an employee the area to choose their kind of environment to work in. For instance, if an employee prefers quiet and likes to work alone, they can choose a far desk from the office desk software system, or if a team needs to work together for a big project, they can collaborate and sit together until the work is done.

Now when it comes to the shared workstation, there are two scenarios in which it can be applied. Either way, it is important to stick to the hot desking etiquettes; otherwise, this system could fail.

The Shared Pen Scenario

Ideal for teamwork and team collaborations where people need to have verbal communication to get a job done. The shared pen scenario has several seating arrangements in an enclosed area, and this is usually common for smaller workspaces. Rather than wasting time on sending emails or messages to collaborate over a combined matter, employees can sit together and work. This eliminates the disturbance for employees who are not related to a specific project.

The Shared Pen Scenario

While this scenario offers great advantages, it is also negative in some ways. Sometimes the employees may get too indulged in chatting and not get any work done. You cannot keep an eye on the progress easily as they all work in an enclosed pen system.

Shared Desk System

A common desk is shared between multiple employees on different shift timings or even different days in this scenario. This is a great cost-saving initiative where the office does not have to have to separate supplies for each workstation and can purchase the same supplies from a wholesale office furniture shop and let all employees use it when it is their turn.


This system offers many cost and space-saving benefits, but it eliminates the sense of privacy from a workplace. An employee cannot consider any work desk as their own. Thus they have to be careful about leaving their belongings at any point.

The Benefits of Shared Workstation

There are many reasons behind multiple organizations implementing this shared workstation system in the workplace and, most importantly, the number of benefits that this policy brings for them.

Reduced Cost

For offices working on a rent based system (which is the majority case), this system can save a huge rent. For instance, you can reduce the rent twice or thrice by allocating the same desk to more than one employee on their specific shift timings.

Reduced Cost

Improved Etiquette

Each workspace should have some etiquettes, and a shared workstation helps employees stick to cleaner and tidier habits. They are more responsible about leaving a workstation cleaner than before as they know a new person would be coming to use it. They are also more accountable for using the office equipment more responsibly.


There won't be a huge move since certain spaces are now wired for the internet. Many conventional leases and mortgages bind you to a long-term financial commitment. Your monthly payment package can be upgraded or downgraded in co-working spaces. You may adjust the amount of room available if desired, as well as cancel the package if necessary.

Improved Teamwork

Desk sharing and co-working at a workplace have proved to improve relationships among employees. Employees are encouraged to interact with different employees each day and collaborate with them for their particular projects. This improves the overall atmosphere of the workplace and better drives an organization towards productivity.

Improved Teamwork

Increased Productivity

Isn't it true that everybody wants a more productive and enjoyable workplace? This is simple to do with the right desk sharing strategy. Employees who share desks have more options and versatility in how they function, which can only be a good thing, particularly for employee well-being.


Since you save a lot of cost and space with the desk sharing policy, you can now invest the due amount in the growth of your business. By implementing the desk sharing policy correctly, the workspace costs can remain less while you acquire more talent and let them work to deliver better results.

To Share or Not to Share?

To Share or Not to Share?

Many employees or even employers don't find the concept of sharing workstations much appealing to their taste. Desk sharing or workstation sharing indeed has advantages, but it also has certain drawbacks associated with it. If you are looking for this model to work in your organization, then you need to be smart about planning and implementation. You don't want to create hostility in employees and make sure this change is as smooth as possible.

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