Many offices are half-empty on certain days of the week, while bursting at the seams on others. This is exactly where hybrid office concepts come in: they allocate space based on how teams actually work, rather than assigning a permanent name to every desk. This article compares the most important models and helps you find the right one for your company.
Key takeaways
- 60 percent of employees now split their time roughly equally between the office and working from home
- 26.3 percent of companies consider their office space to be underutilized
- Sharing concepts can save between 20 and 40 percent of office space, depending on implementation
- One-third of employees are bothered by the lack of a permanent workspace
- The right concept depends heavily on team size, task type, and office attendance rates
What are hybrid office concepts and why are companies adopting them?
Hybrid office concepts are space models that no longer plan offices for permanent full occupancy, but rather for fluctuating attendance. Instead of one desk per person, employees share workstations, zones, or entire areas, depending on how often they are actually on-site.
The need for this is real. According to Fraunhofer IAO , around 60 percent of employees now split their working hours roughly equally between the office and home. Traditional offices with a fixed desk per person are no longer suited to this pattern. A recent analysis also shows that 26.3 percent of companies consider their office space to be underutilized, and 10.3 percent have already downsized their space as a result.
However, choosing a concept is about more than just costs. When teams are in the office together less frequently, spontaneous interaction often suffers. A study by Owl Labs shows that 42 percent of employees are concerned about exactly this effect: those who are on-site less frequently are more easily overlooked for promotions and important decisions. A well-thought-out office concept can actively counteract this so-called proximity bias by deliberately creating opportunities for interaction instead of leaving them to chance.
What hybrid office concepts are available?
In practice, four basic models have become established, which can also be combined.
Desk sharing is the best-known model: workstations are not permanently assigned to anyone but are booked based on attendance. Our article on desk sharing in the officeshows how this can be set up in detail.
Activity-based working goes a step further: instead of uniform rows of desks, different zones are created for different tasks, such as quiet focus areas, collaboration spaces, and meeting rooms. Because different departments use the same zones, more spontaneous interaction occurs between teams that would otherwise rarely meet.
Neighborhoods combine fixed team areas with shared project spaces. Each team has a kind of home base as a retreat, while separate areas are available for cross-departmental project work. This model is well-suited for companies that do not want to completely abandon the benefits of fixed team structures.
Open space opens up office spaces completely and largely dispenses with fixed assignments. This promotes integration and flat hierarchies, but requires sufficient retreats such as meeting rooms or phone booths so that focused work remains possible. Those looking for more open, shared spaces without fixed team assignments can find additional background information in our guide to shared offices.
How much space and cost can be saved?
Sharing concepts save a noticeable amount of office space on average, though with a wide range depending on implementation. According to an analysis by Furnable , consistent sharing can save 20 to 40 percent of office space without noticeably compromising employee comfort.
The market is also showing a trend toward smaller, more efficient spaces. Cushman & Wakefield has observed that companies with new space strategies are leasing an average of 19 percent less space. With average facility management costs of around 8,000 euros per workstation per year, this has a direct impact on the budget: 30 percent less space translates to roughly 23 to 25 percent lower workstation costs.
Which concept is right for which company?
There is no single "correct" office concept; the choice depends on three factors: team size, type of tasks, and attendance rate.
Small, highly project-based teams often do well with pure desk sharing because communication remains informal and requires little coordination. Larger companies with multiple departments tend to benefit more from activity-based working or neighborhoods, as fixed zones provide orientation while still allowing for interaction. Companies with a very low average attendance rate, for example below 40 percent, can often save the most space with open-space concepts, but they require particularly well-thought-out zoning.
If you are unsure, you should know your own utilization rates precisely before making a decision. Implementing a concept based on assumptions is the most common reason why subsequent adjustments become necessary.
Where hybrid office concepts often fail
Not every implementation wins over the workforce. According to a DGUV study on psychological stress factors in desk sharing, one-third of employees are bothered by not having a fixed desk or having to search for one every day. You can read more about these effects and how to deal with them in our article on desk sharing in comparison.
A second common mistake: concepts are planned based purely on cost logic without considering the social function of the office. If a return to the office is also introduced abruptly, it further exacerbates the situation. More on this in our article on the challenges of hybrid teams.
How does software make implementing hybrid office concepts easier?
Regardless of which model you choose, any office concept remains purely theoretical without digital support. Only a booking system makes it visible which zones are actually being used.
Using the workplace management software from OfficeEfficient, zones, workstations, and rooms can be managed centrally, and actual utilization can be continuously evaluated. This allows you to identify early on whether a zone was planned too small or if usage patterns shift over time, enabling you to make adjustments rather than leaving a once-established concept unchanged.
Conclusion
There is no single "right" hybrid office concept, but there is a suitable one for every company—depending on team size, type of tasks, and actual office attendance. By understanding your own utilization rates and building your concept around them, you not only save on space and costs but also preserve the spontaneous collaboration that hybrid teams often struggle to maintain.
OfficeEfficient supports you every step of the way, from zone planning to ongoing utilization analysis. Take a look at our pricing overview or book a non-binding demoto plan your office concept based on data.
Frequently Asked Questions
What is a hybrid office concept?
A hybrid office concept is a space model that moves away from planning offices for permanent full occupancy and instead designs them for fluctuating attendance. Workstations, zones, or entire areas are shared rather than permanently assigned, tailored to the actual attendance patterns of your teams.
Which office concept is suitable for small teams?
Small, project-based teams often do well with pure desk sharing, as communication remains informal and requires little additional coordination. Larger companies with multiple departments, however, usually benefit from more structured models like Activity-Based Working or neighborhoods.
How much office space can be saved with hybrid concepts?
Depending on the implementation, you can save between 20 and 40 percent of your office space without noticeably compromising employee comfort. Market trends reflect this as well: companies with new space strategies are renting, on average, about 19 percent less space.
Is desk sharing suitable for every company?
Not necessarily. Studies show that one-third of employees are bothered by not having a fixed desk. Companies with a strong need for a sense of team belonging often fare better with a neighborhood concept, which combines fixed team areas with shared project spaces.
How do you successfully implement a hybrid office concept?
The best approach is to first evaluate the actual utilization of your existing space rather than planning based on assumptions. Using accompanying booking software also makes it clear whether zones are sized correctly and allows for ongoing adjustments instead of a one-time, rigid decision.
