On average, desks in German offices are only in use 29 to 33 percent of the time. This is according to the Desk Sharing Index 2025. Nevertheless, companies pay for every unused square meter. Desk sharing solves exactly this problem: instead of assigning a fixed desk to every employee, several people share a pool of flexible workstations that are booked daily. It sounds simple, and it is, provided it is set up correctly. Find out exactly what desk sharing means, what the optimal ratio looks like, and what really matters during implementation right here.
Key takeaways
- Desk sharing means: no fixed desks, but rather flexible workstations that are booked daily
- Other terms for the same concept: shared desk, hot desking, flex desk, flexible office
- 54% of employees in Germany work in a hybrid capacity today. Desk sharing is the logical response to this.
- The recommended desk sharing ratio is 0.6 to 0.8 desks per employee
- Without a digital booking system, you face no-shows, space conflicts, and a lack of transparency
What is desk sharing?
Desk sharing is a workplace model where employees do not have a fixed desk, but instead find and book an available spot in the office each day. The concept goes by many names: shared desk, hot desking, flex desk, or flexible office. They all mean the same thing: flexible use of office space instead of rigid assignments.
The difference from a traditional office is fundamental. In the past, everyone had their own spot, regardless of whether they were present or not. With desk sharing, a desk is only occupied when someone actually needs it. This makes particular sense when not everyone is in the office at the same time—which is the case for every hybrid team.
Why desk sharing is becoming the standard
Hybrid work is no longer the exception. According to the State of Hybrid Work 2025 by Owl Labs, 54% of employees in Germany work in a hybrid model, with two to three office days per week being the preferred arrangement. This means that on many days, a large portion of office space simply goes unused.
A recent PwC study shows that despite adapted concepts, offices are only utilized at 50 to 75% capacity. According to CBRE, 69% of surveyed companies already state that more than 40% of their workforce shares desks. Desk sharing is therefore no longer a future option, but a lived reality. The Fraunhofer IAO confirms: 80% of employees in hybrid models report increased productivity.
How does the desk sharing ratio work?
The desk sharing ratio describes how many desks a company provides per employee. With a ratio of 0.8, eight desks are available for every ten employees. While that may sound tight, it is usually more than sufficient for hybrid teams with two to three office days per week.
The calculation follows a simple principle: analyze office attendance days, plan for peak days, and include a buffer of 10 to 15%. The Desk Sharing Index 2025 shows that Tuesday and Wednesday are the busiest office days, with 67% attendance each. The system must function reliably on these days. Most hybrid companies successfully operate with ratios between 0.6 and 0.8. This corresponds to 20 to 40% fewer desks than employees.
The benefits of desk sharing for companies
Less space, lower rent, and reduced operating costs: these are the most obvious advantages. But desk sharing pays off in a second way as well.
When teams no longer sit by department, new conversations emerge. Employees from sales sit next to product development. Project managers meet colleagues from support. This breaks down silos and fosters collaboration without the need to schedule a meeting. As part of modern workplace management, desk sharing is therefore one of the most effective levers for a vibrant office culture.
Furthermore, desk sharing gives employees genuine flexibility. Those who want to work quietly today choose a spot away from the hustle and bustle. Those driving a team project forward sit in the team zone. This self-determination increases satisfaction without requiring additional investment from the company.
What are the challenges of desk sharing?
Desk sharing only works smoothly when there are clear rules in place and employees know where they will be sitting the next day. Without a digital booking system, conflicts arise quickly: desks are reserved but left unused, favorite spots are permanently occupied, and teams end up scattered across the office. The most common cause of frustration with desk sharing isn't the concept itself, but the lack of organization behind it.
Typical problems without a booking solution include no-shows (booked desks that aren't used but remain blocked), informal territorial behavior, and a lack of transparency regarding actual occupancy. A digital workplace booking system solves all three issues: mandatory automatic check-ins release unused desks, floor plans show real-time availability, and occupancy data helps optimize the ratio in the long term.
Successfully implementing desk sharing: What does it really take?
Four steps have proven effective in practice.
Involve the works council early on
Desk sharing affects co-determination rights. A works agreement governs booking rules, data protection, and access rights. This builds trust among employees and prevents conflicts.
Define zones logically
Focus zones, team zones, and guest areas require different rules and access rights. A clear zoning logic is the foundation of a functional desk sharing system.
Define clear booking rules
How far in advance can desks be booked? How long does a booking remain valid without a check-in? Which teams have priority in specific areas? These rules should be documented and communicated before the system goes live.
Choose the right booking system
A booking system is not a luxury, it's a necessity. OfficeEfficient offers a comprehensive desk sharing software that allows employees to book their desks via an app, QR code, or directly within Microsoft Teams. Flexible booking rules, zoning logic, recurring bookings for team days, and automatic check-ins ensure that desk sharing works in everyday life without creating extra work for IT or HR. For those who also want to book meeting rooms or integrate digital room signage, OfficeEfficient provides a modular solution for the entire office.
Conclusion
Desk sharing is the foundation of the modern hybrid office. It saves space, fosters collaboration, and gives employees the flexibility they expect today. The prerequisite: a well-thought-out ratio, clear rules, and a booking system that simplifies daily life rather than complicating it.
OfficeEfficient makes exactly that possible: from the initial booking to utilization analysis, for teams of any size. Start using desk sharing with OfficeEfficient today.
Frequently Asked Questions
What is desk sharing?
Desk sharing is a workplace model where employees do not have assigned desks. Instead, they choose and book an available workspace in the office each day. Also known as hot desking or flex desking, this model is particularly well-suited for hybrid teams that are not in the office every day.
What is the difference between desk sharing and hot desking?
At their core, both terms describe the same concept: flexible workspaces without fixed assignments. Hot desking is the original English term and is more commonly used in international contexts, while desk sharing has become the standard term in German-speaking regions. In practice, the two terms are used synonymously.
How do you calculate the desk sharing ratio?
The desk sharing ratio is the relationship between the number of available desks and the number of employees. A ratio of 0.8 means there are 8 desks for every 10 employees. For hybrid teams with two to three office days per week, ratios between 0.6 and 0.8 are recommended. Important: Always plan for a 10 to 15% buffer to accommodate peak days.
Is a works agreement required for desk sharing?
In Germany, yes, if a works council exists. The works agreement governs booking rules, data protection, access rights, and, if applicable, anonymous zones. It provides legal clarity for employers and builds trust with employees. Even without a works council, a written policy is highly recommended.
What software is needed for desk sharing?
Digital workspace booking software is the most important prerequisite for successful desk sharing. It allows employees to book desks in advance, prevents no-shows through automatic check-ins, and provides utilization data for space planning. OfficeEfficient offers a complete solution that integrates with Microsoft Teams and flexibly maps all booking rules.
