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Work whenever and wherever you want – sounds ideal, right? No more commuting, your favorite coffee on hand, and maybe even the sound of waves in the background. But how do you stay focused when distractions are everywhere? And what legal stuff should you actually keep in mind?

In this post, we’ll break down what remote work really means, the upsides and challenges it brings, and how to make it work for you – whether you're at home on the couch, in a coworking space, or working from somewhere far away.

Legal basics of mobile work: What you need to know

Even though there’s no specific law that regulates mobile work in most countries, general labor laws still apply – especially when it comes to working hours, rest breaks, and health and safety. Employers are typically required to ensure that maximum working hours are not exceeded and that employees take regular breaks. This helps protect well-being and prevent burnout.

In many places, employers are also responsible for assessing potential risks related to remote or mobile work environments – even if those environments are outside the office. This might include ergonomic considerations or ensuring that workspaces are safe and suitable.

Data protection is another key aspect. When employees work remotely, especially across borders or on personal devices, companies must ensure that sensitive data remains secure and that privacy laws are followed.

So while mobile work offers flexibility, it also comes with responsibilities – for both employees and employers. Setting clear guidelines helps ensure that everyone stays protected and that collaboration runs smoothly, no matter where you’re working from.

Company agreements and add-on arrangements

Mobile work is usually regulated through company agreements or individual add-on agreements. These are separate from the employment contract and define the specific terms and responsibilities for remote employees.

Such agreements help avoid misunderstandings by clearly outlining things like communication practices, working hours, and who provides the necessary equipment. This ensures that everyone is on the same page when it comes to expectations and duties – making remote collaboration smoother and more efficient.

What should be included in an add-on agreement?

A well-crafted add-on agreement should clearly define the type of mobile work, including where the work will take place and how communication is expected to happen. It’s also important to include terms for ending the mobile work arrangement.

This helps ensure that everyone is prepared for unexpected changes and understands the steps required to return to a more traditional work setup, if needed. Setting clear expectations from the start helps avoid confusion and supports a smooth transition in any direction.

Working remotely from abroad?

Good to know: Working remotely from another country is generally possible, but it requires your employer’s explicit approval. That’s why it’s important to have a direct conversation to clarify key details like the destination country and the length of your stay.

Keep in mind that tax and social security obligations may apply in the country you plan to work from. With careful planning and clear, documented agreements, remote work from abroad can be a real win for everyone involved – boosting your motivation while also enhancing your employer’s image.

Is everything better now? The pros and cons of mobile work

Mobile work comes with plenty of benefits – but it also brings a few challenges that shouldn't be overlooked. Below, we’ll take a closer look at the advantages as well as the potential downsides and difficulties that come with working remotely.

Work-life balance & more: Benefits for employees and employers

For employees, mobile work offers a range of clear advantages. Being able to take care of doctor’s appointments or other personal matters more easily is definitely a big plus. On top of that, having the freedom to structure the workday more flexibly often leads to greater satisfaction and productivity.

Studies show that people tend to report higher levels of productivity and job satisfaction when working from home. The ability to manage working hours more freely can significantly improve work-life balance – which in turn has a positive impact on motivation and overall well-being.

But employers benefit too. Mobile work can reduce the need for office space and cut down on commuting and waiting times, helping to lower operational costs. At the same time, offering flexibility and autonomy can boost employee satisfaction and make companies more attractive to current and future talent.

Stress and isolation: The challenges of mobile work

Despite its many benefits, mobile work also comes with some real challenges. One of the biggest issues is the blurring of boundaries between work and personal life, which can lead to stress and burnout. Many people also struggle with feelings of isolation, since spontaneous face-to-face interactions with colleagues are often missing.

Communication gaps can become a problem too – especially when regular check-ins and team updates aren’t part of the routine. The pressure to be constantly available can feel overwhelming and add to your stress levels.

One helpful way to manage this is by tracking your working hours. It not only brings structure to your day but also helps protect your right to take proper breaks and downtime – something that’s just as important when working remotely.

Making mobile work effective: Tips and tools

To make mobile work successful, a clear and structured strategy is key. Companies should create a detailed checklist for implementing mobile work – not only to boost efficiency, but also to ensure compliance with legal requirements.

Flexible work has become the norm across many industries, which brings new challenges in terms of organization and planning. To keep things running smoothly, it’s a smart move to manage mobile work through centralized HR processes. This helps standardize workflows, maintain transparency, and support both employees and managers in navigating the remote work setup effectively.

Basic tech setup: What you need for mobile work

To work efficiently on the go, you’ll need a few essentials: a laptop or PC, a headset, a webcam, and most importantly, a stable internet connection.

Access to your company’s internal IT infrastructure from mobile devices is also crucial, so you can use all the tools and resources required to do your job effectively.

When employees are working from various locations, data protection risks can increase. That’s why it’s important for companies to put the right measures in place to ensure that sensitive information stays secure – no matter where work is being done.

Communication and collaboration tools

When teams are working from different locations, dedicated tools are essential to keep communication smooth and information flowing.

Calls and meetings with clients or colleagues can be scheduled outside traditional office hours, whether you're working from home or on the move. Tools like internal wikis, company newsletters, and team chat platforms also help keep everyone in the loop and strengthen collaboration across the board.

Time tracking

A helpful way to stay on top of working hours is by using a digital time tracking tool. It helps employers monitor productivity and ensures that working hours are respected – without being exceeded.

If mobile work only covers part of your role, an add-on agreement should clearly define when and how long you’re working remotely. Even in flexible setups, it’s important to set clear boundaries between work and personal time to support a healthy work-life balance.

Conclusion

Mobile work offers a wide range of benefits for both employees and employers – from greater flexibility and job satisfaction to cost savings and improved productivity. However, it also comes with challenges that shouldn’t be overlooked, such as blurred boundaries between work and personal life or data security concerns.

To make mobile work truly effective, clear legal frameworks, the right technical setup, and strong communication and collaboration tools are essential. With the right strategies and well-defined agreements in place, companies and employees can fully tap into the potential of remote work – while staying on top of its challenges.

Done right, mobile work becomes a win-win for everyone involved.

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.

Want to make desk sharing simple and stress-free?

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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