Desk Sharing Rate: The Key to Optimising the Use of Workspace

The modern working world is becoming increasingly flexible, and models such as desk sharing are gaining in importance. With the increasing proportion of home office and hybrid work, the efficient use of office space is consequently becoming more and more of a focus. To ensure that sufficient workstations are available and that the available space is used optimally, it makes sense to calculate an appropriate desk sharing rate This indicator helps companies to efficiently plan the number of desks while avoiding unnecessary resources. The following article explains what is behind the desk sharing ratio, how it is calculated and why it is so important today.

Definition of the desk sharing ratio

The desk sharing ratio, also known as the desk sharing quota or desk-to-person ratio, refers to the ratio between the number of available workstations and the number of employees at a company location Typically, the number of workstations is lower than the number of employees, since it is assumed that some of the employees work from home or on the go. By applying an appropriate desk sharing ratio, office space can be used more efficiently, which in turn leads to cost savings in areas such as:

• rent
• energy
• other operating costs
  

The concept is therefore aimed at optimising space utilisation while promoting flexibility and collaboration within the company.

How to calculate the optimal ratio

Determining the desk sharing rate is a crucial step in establishing how many workstations are needed in relation to the number of employees in a company. However, it is important to bear in mind that the use of office space can vary greatly from company to company In some offices, many employees work primarily from home, while in others, attendance times are higher. Therefore, to calculate the appropriate desk sharing rate, employee attendance patterns must first be analysed, for example, using HR data or attendance statistics.

In principle, the following formula is used to calculate the desk sharing rate

Desk sharing rate = number of employees / number of available workstations

In the case of an organisation with 100 employees and 70 available workstations, this would result in a desk sharing rate of 1.43. This means that on average, 1.43 employees must be scheduled per workstation. A rate greater than 1 thus indicates that there are more employees than workstations, which is common in the desk sharing concept.

5 tips for calculating the desk sharing rate

When calculating the rate, these five tips in particular can be extremely helpful:

1. Analyse demand: the working patterns and preferences of employees should be recorded. It is important to take into account possible changes in the work structure, such as the transition to flexible or hybrid working models.
   
2. Evaluation of office space: Equally important is the examination of the available office space and its flexibility. Common rooms, meeting rooms and technical equipment required for work should also be included in the planning.
3. Use of technological tools: Digital software tools, from PULT and other providers, are used to monitor the actual use of workstations. This data can be used to determine optimal capacity utilisation and better plan for future requirements.
   
4. Ensure flexibility: The desk-sharing ratio should be designed in such a way that it can react quickly to changes such as fluctuations in the number of employees or seasonal requirements. Flexibility is crucial to cushioning the impact of unforeseen developments.
   
5. Get feedback from employees: It makes sense to actively involve employees in the planning process to understand their needs and preferences. Their feedback will help develop a ratio that meets the team's real needs.

With careful planning and consideration of all relevant factors, the ratio can pave the way for flexible, efficient and well-organised workplace utilisation.

Factors influencing the desk sharing ratio

The optimal use of desk-sharing workstations also depends on various factors, with the following three in particular being able to affect the ratio:

• Working time models and shifts: Different working hours and shift systems influence how many employees are on site at any one time. A well-thought-out desk sharing ratio must therefore take these factors into account to ensure efficient utilisation of workstations
  
• Project-related capacities: In project-oriented companies, there may be phases when more workstations are needed at short notice. These temporary requirements must also be reflected in the key figure and offer sufficient flexibility.
• Employee turnover: A high turnover of employees in the company requires a flexible quota that can be adapted to the frequently fluctuating number of employees.
  

Careful consideration of these factors is crucial to making the desk-sharing ratio effective and optimally adapting the workplace to the individual needs of the company.

The importance of employee preferences for the ratio

Furthermore, employee preferences also play an important factor in determining the ideal ratio. Several aspects should be considered here:

• Workplace preferences : While some employees or entire departments prefer fixed workplaces due to their tasks, others value flexibility. These different preferences should be incorporated into the calculation of the rate to ensure a high level of acceptance
• Communication requirements: Employees with high communication needs often appreciate open office environments. Therefore, it is important to also consider spatial requirements for effective communication
• Home office preferences: As more and more employees work from home, it is crucial to consider their preferences regarding the frequency of office attendance. This has a direct influence on the required number of workplaces
• Team dynamics: Teams have different requirements when it comes to workplace design, especially regarding the need for physical proximity. These structural differences should be taken into account when calculating the desk-sharing rate
  

By taking these preferences into account, a working environment can be created that meets both individual needs and operational requirements, resulting in greater satisfaction and efficiency!

That's why a correct calculation is crucial

Determining the optimal desk sharing ratio is a key step if a company wants to switch to modern workplace models, as it has a significant influence on various aspects of an organisation.

Cost savings through optimised space utilisation

A carefully considered desk sharing ratio enables companies to use expensive office space more efficiently. Avoiding superfluous desks not only reduces rental costs, but also cuts spending on

• energy,
• cleaning and
• other infrastructure items
  

The funds released can then be invested more meaningfully in innovative technologies or measures that further improve the working environment and promote the well-being of employees. In the long term, this not only increases cost efficiency, but also the company's attractiveness as an employer.

Flexibility and efficient use of resources

A well-chosen desk-sharing ratio also creates the necessary flexibility to dynamically adapt the workplace to the needs of the company It not only takes into account changing employee numbers, but also project-based requirements and different home office models. This enables efficient use of existing office space by minimising vacancies and providing sufficient workstations for peak times. A flexible model also increases a company's agility by enabling it to respond quickly to changes

Employee satisfaction and productivity

The right ratio also plays a crucial role in ensuring that employees always have access to sufficient workstations without overcapacity. Employees appreciate being able to choose whether they want to work in the office or remotely without having to worry about a lack of space. A balanced ratio of workplace supply and demand creates a positive working environment that has a direct impact on satisfaction

With careful calculation, organisations can create a flexible, cost-efficient and employee-friendly working environment that meets both operational requirements and individual needs.

Dangers and risks of an incorrect desk sharing ratio

If the ratio is not calculated precisely or is neglected, this can also lead to problems that affect both efficiency and the working atmosphere in the company

• Lack of workstations and dissatisfied employees: If the desk sharing ratio is set too low, there may not be enough workstations. Employees will have difficulty finding a free desk, which can quickly lead to frustration and stress. This lack of space can significantly reduce job satisfaction and overall productivity.
  
• Excessive costs due to unused space: On the other hand, if the calculation is too generous, too many workstations will remain empty. This underutilisation causes unnecessary costs because resources such as office space, energy and infrastructure are used inefficiently. Instead of achieving savings, this results in a financial burden!
• Lack of flexibility when changes occur: A rigid or inaccurate ratio can significantly limit a company's flexibility Fluctuating employee numbers, new working models or changing project requirements are difficult to manage if the workplace allocation is not flexible enough.
• Team conflicts and disrupted work relationships: When workplaces are scarce, it can easily lead to competition among employees, which can affect teamwork. Conflicts over limited resources damage team spirit and cause unrest, which ultimately has a negative impact on the productivity of the entire team
  

To avoid these negative effects, it is essential to calculate the desk sharing ratio carefully, taking into account the specific requirements of the company. Well-thought-out and flexible planning not only promotes efficiency, but also a good working atmosphere and employee satisfaction.

Desk sharing rate – increased efficiency through flexible workplace use

Calculating the right desk sharing rate is a key aspect of modern workplace models. It helps companies to use office space efficiently and reduce costs while increasing employee satisfaction. Flexible, needs-based planning can be used to create a desk sharing rate that meets both the company's requirements and the individual needs of its employees By taking into account factors such as working from home, team structures and workplace preferences, a working environment can be designed that optimally combines flexibility, productivity and cost efficiency. This makes the desk sharing model a forward-looking solution that not only makes companies more efficient but also more attractive to their employees.

‍