Case Studies: Desk Sharing & Hybrid Work in Practice | desk.ly

Use Case

Introduce desk sharing

The challenge

With hybrid work models, assigned desks sit empty on many days. Desk sharing solves this – but it noticeably changes everyday work: Who sits where? What happens when everyone comes in on the same day? And how do you bring your workforce along?

That is why successful rollouts don't start with the tool, but with clear rules, early involvement of employees and the works council, and a pilot area where first experience is gained.

What matters

Clear rules: define booking windows, team zones and a clean-desk policy up front
Easy to use: book via app, web or directly in Microsoft Teams – no training needed
Step-by-step rollout: start with a pilot area, gather feedback, then expand
Transparency: interactive floor plans show free desks and who sits where

Use Case

Replace legacy tools

The challenge

Many companies start with spreadsheets, Outlook resources or a quickly introduced tool. As usage grows, the limits become clear: slow bookings, missing integrations, hardly any analytics and changes only via external service providers.

Switching seems like a big effort – but it rarely is. What matters is integration with existing systems, administration your own team controls, and support during the switch.

What matters

Integration: connects to Microsoft Teams, Outlook and Google Workspace
Automated user management: single sign-on and HR sync instead of manual upkeep
Self-administered: adjust floor plans, desks and rules without external help
Guided switch: support with floor plans, configuration and rollout

Use Case

Foster collaboration

The challenge

Hybrid work has changed the office: people who come in want to meet colleagues – not sit in front of empty desks. Without knowing who is on site when, exactly these office days lose their value.

The office becomes a place for exchange, alignment and teamwork when teams can plan their presence deliberately and arrange to meet.

What matters

Visibility: see at a glance who is in the office on which day
Plan team days: find colleagues and book a desk right next to them
Enable proximity: team zones in the floor plan make sure teams sit together
All in one tool: book desks and meeting rooms together

Use Case

Reduce space & costs

The challenge

Office space is one of a company's biggest cost blocks. In hybrid models it is often far less utilised than assumed – but without reliable data, there is no basis for decisions.

Booking data only shows what was planned. Only once it is clear which spaces are actually used can you consolidate floors, reduce leased space and plan desks according to real demand.

What matters

Real utilisation data: desk.ly Connect records presence without sensors – no expensive hardware
Analytics: analyse utilisation by location, floor and weekday
Fact-based planning: back up space requirements before lease or relocation decisions
Ongoing optimisation: monitor utilisation continuously and readjust