Return on Investment: How effective is desk sharing really?

In view of global development, for many companies it is more often becoming a goal to exploit the maximum potential of office space and reduce costs as much as possible. The strategy of desk sharing is particularly popular for this. But desk sharing is no longer just a concept for large corporations or Silicon Valley, but is also proving to be more and more profitable and sensible for small and medium-sized businesses. But how high is the profit really? Find out in this article about the return on investment in desk sharing.

Inhalt:

• What is desk sharing?
• The ROI of desk sharing: case study
• Factors influencing the ROI
• What are you waiting for?

What is desk sharing?

Desk sharing is one of the many New Work approaches and describes a work organisation in which there are less workplaces than employees within a company or office complex. As a result, employees no longer have a fixed workplace, but choose their desk anew every day. In addition to various saving potentials, desk sharing primarily provides more flexibility and variety in the office. However, the return on investment (ROI) is not always clear when introducing desk sharing and depends on various factors, which are presented in this article.

The ROI of desk sharing: case study

The potential savings through desk sharing are manifold and, in addition to a demand-oriented and efficient use of office space, also lead to the minimisation of ancillary costs. For example, if an organisation has 100 employees and assigns each of these employees a workplace of 10 square metres, the organisation needs a total of 1,000 square metres of office space. A usage analysis now shows that only just under 70% work from the office every day, while the other 30% are in a home office, for example. By introducing desk sharing, a utilisation of 70% could save 300 square metres of space and thus significantly reduce running costs. For additional income, the saved space could be rented out, for example. Especially due to the shortage of space in cities, start-ups are happy about such co-working spaces or small offices (please also read our article on sustainability at work). 

However, the introduction of desk sharing can also pose problems and indirect costs. For example, valuable working time can be lost in the search for a free desk, thus lowering the mood and productivity for the day.
But don't worry! Such problems can be solved quickly and easily with booking tools like desk.ly. Thanks to the intuitive booking system, the free workplaces can be managed with just a few clicks, booked by employees in advance and thus ensure the necessary planning security.

Factors influencing the ROI

The return on investment depends on several factors and can vary depending on the company. Particularly influential are the size and layout of the office, the type of work, the number of employees and the company culture.

1. Size and layout of the office
   The size and layout of the office can have an impact on the ROI, as it determines the number of desks available and the distance between them. 
   First of all, a large-scale office can be compressed more easily, while smaller companies usually use less space anyway and minimise their costs. In addition, the general size of the office is also important for desk sharing to work, as a small office can potentially make employees feel cramped and uncomfortable. 
   Therefore, if workplaces are saved, in addition to cost savings, attention should also be paid to the working atmosphere and providing employees with enough space to think and work.
   
   
2. Type of work being done
   The type of the work can also affect the viability of desk sharing. For example, if the work requires a high level of concentration, employees may prefer a quiet workplace, which can be difficult to achieve with desk sharing. But don't worry! With desk.ly, the perfect place can be found for every employee. Thanks to the "Features" function, it is easy to set criteria for each workplace, which employees can filter by when booking. If you need a quiet workstation, you can simply filter by "quiet zone" and find an undisturbed and phone-free space.
    
3. Number of employees
   The number of employees in a company can also influence the ROI of desk sharing. A larger company can usually benefit more from desk sharing as it has more employees that can be redeployed and therefore the basic office space requirements and costs are different. Smaller companies, on the other hand, may have lower cost savings when they implement it, as not as much office space is needed in the first place.
   
   
4. Corporate culture
   Finally, corporate culture can also influence the ROI. An organisation that values collaboration and flexibility may be more open to desk sharing and derive more benefits from shared workplaces than an organisation with a more traditional culture.
   In modern corporate cultures, people often enjoy changing who sits next to them, or the flexibility of being able to change their mind on a daily basis. In traditional companies, on the other hand, desk sharing could negatively affect the well-being of employees, as the constantly changing workplace could be perceived as stressful and cannot be designed according to one's own wishes. These indirect costs can have a negative impact on the ROI of desk sharing and should be taken into account in the decision-making process.
   Nevertheless, it is important to emphasise that, especially for traditional companies, trying out such a concept is profitable and that desk sharing can also be an enrichment for these traditionally oriented companies. Discover the success story of the NOZ/mh:n MEDIEN, for example!
   
   
5. Find a suitable tool for support and implementation  
   In order to ensure a smooth introduction of desk sharing, there are various tools that simplify the distribution of employees to workplaces and prevent time from being wasted in the search for a free desk.
   

What are you waiting for? 

In summary, desk sharing can be a cost-effective way for companies to maximise office space utilisation and reduce costs. However, the ROI is not always clear and can be influenced by a variety of factors. Companies considering desk sharing should carefully weigh the potential benefits and risks, taking into account the factors presented. 
Supporting tools such as desk.ly in particular can help identify and generate potential savings. By minimising unnecessary office space, a lot of CO2 can be saved in addition to costs, thus doing something for the environment and fellow human beings. 

Our New Work experts will be happy to help you decide whether desk sharing is the right choice! Simply find out more on the website, start your free trial month and book a free demo with us!