December 12, 2023

Desk Sharing Dos and Don'ts: Crafting a Productive Workspace Environment

In recent years, the trend of desk sharing has taken the office world by storm. With the rise of flexible work environments, more and more companies and startups are embracing the concept, allowing employees to move around and share workspaces seamlessly. This innovative approach to work promotes productivity and fosters collaboration among team members, leading to enhanced creativity and problem-solving.

Desk sharing offers numerous benefits, including space and cost-saving advantages. By eliminating the need for dedicated workstations, companies can optimize their office layouts and reduce overhead expenses. Additionally, employees can choose their workspace based on their task requirements or personal preferences, creating a more dynamic and personalized work environment.

However, like any new working style, desk sharing has challenges and drawbacks. Communication and coordination become paramount to ensure a smooth transition and efficient use of shared resources. It requires careful planning and clear guidelines on reserving workstations, handling personal belongings and maintaining a clean and organized workspace.

Whether you're a remote worker, freelancer, small team, or corporate employee, establishing a productive desk-sharing environment necessitates proactive planning, effective communication, and a keen awareness of dos and don'ts. Organizations can optimize the benefits of desk sharing while mitigating potential challenges by implementing strategies such as designated reservation systems, creating shared storage solutions, and fostering a culture of respect and cleanliness.

This comprehensive blog post will delve into valuable tips, insights, and best practices for maximizing the advantages of desk sharing and creating a collaborative and productive workspace environment that enables individuals and teams to thrive.

Do Set Clear Agreements and Expectations

Sharing a workspace goes beyond the mere sharing of resources and responsibilities. It involves establishing personal boundaries and fostering a collaborative environment that promotes effective teamwork. Before embarking on desk sharing, having clear agreements and expectations in place with your coworkers or team members is crucial.

Discuss and define specific details, such as priority access to certain desks based on project requirements or individual needs. Establish guidelines for managing noise and interruptions to ensure a conducive work environment. Outline protocols for maintaining cleanliness in shared spaces, including responsibilities for tidying up after use and respecting shared facilities.

Additionally, it is essential to establish procedures for addressing rule violations to maintain a harmonious workspace. This can include a system for reporting and resolving conflicts and a framework for addressing any issues that may arise. These measures create a shared understanding among coworkers, help avoid potential disputes, and promote cooperation among everyone involved.

By taking the time to establish these guidelines and respecting each other's needs, you can ensure a harmonious and productive shared workspace that benefits everyone involved, fostering a positive and collaborative work environment.

Don't Hog the Space or the Resources

One of the common challenges encountered with desk sharing is the tendency of some individuals to monopolize the space and resources, leaving little or nothing for others. Maintaining the core principle of desk sharing, which is about collaboration and inclusivity rather than dominance, is crucial. To foster a harmonious work environment, being considerate and mindful of others' needs is essential.

When utilizing shared desks, consciously only occupy the necessary space and respect others' use of the area. For instance, refrain from spreading your belongings across a large desk if you only require a small portion. Additionally, avoid cluttering the floor with equipment and cords, as this may obstruct the passageway for others. Promote a clean, tidy, and functional workspace for everyone's benefit.

By embracing these principles, we can create an environment encourages cooperation, productivity, and mutual respect among desk-sharing colleagues. Let's foster a culture of inclusivity and shared responsibility to ensure a positive experience for all.

Do Personalize Your Space to Match Your Needs

Just because you're sharing a workspace with others doesn't mean you can't make it your own and create a personalized environment that caters to your needs and preferences. Adding thoughtful touches to your desk or work area can enhance your comfort, productivity, and motivation levels.

Consider bringing a chair that provides optimal support and comfort for your posture. You can also add some decorations or plants to infuse your workspace with a touch of personality and create a more soothing and inviting atmosphere. Don't underestimate the impact of lighting and temperature on your work environment; adjusting these factors to your liking can significantly improve your overall experience.

Additionally, using your favorite stationery or organizing tools can add a sense of familiarity and enjoyment to your daily tasks. However, it's essential to be mindful of others around you. Avoid creating a hazardous or distracting environment that might disrupt your colleagues' focus. Before making significant changes, it's always a good idea to check with your teammates and ensure that your modifications align with the overall workspace culture.

Remember, when you personalize your workspace, you're making it more comfortable for yourself and creating a space that reflects your unique personality and preferences.

Don't Forget About Hygiene and Health

Sharing a desk with others means sharing workspace and potentially germs and health hazards. In times like these, when hygiene and health are of utmost importance, it is crucial to be extra vigilant and take additional precautions. Make it a habit to thoroughly clean your hands with soap and water for at least 20 seconds, or use hand sanitizer if unavailable. When cleaning your workspace and equipment, use disinfectant wipes or sprays that are effective against viruses and bacteria. Pay special attention to frequently touched surfaces such as keyboards, mice, and telephones. Also, refrain from touching your face or other people's belongings, as this can further spread germs. It is also essential to follow any applicable safety guidelines or protocols provided by health authorities or your workplace to ensure the well-being of yourself and those around you. Suppose you are feeling unwell or experiencing symptoms such as fever, cough, or difficulty breathing. In that case, staying home, seeking medical advice, and avoiding spreading any potential infection to others is highly advised. By taking these precautions and being responsible, we can collectively create a healthier and safer environment for everyone.

Do Communicate Openly and Respectfully

For desk sharing to succeed, fostering open and respectful communication among all parties involved is crucial. This means creating a supportive environment where everyone feels heard, valued, and supported. Encouraging trust and understanding will contribute to a positive and harmonious workspace.

If any issues or concerns arise, it is essential to address them promptly. Don't hesitate to bring up any problems with your teammates or supervisors, approaching these conversations in a calm and constructive manner. We can maintain a productive and collaborative environment by aiming to find mutually beneficial solutions.

Additionally, if you encounter any inappropriate behavior or rule violations, addressing them politely and professionally with the individuals involved is essential. By doing so, we can ensure everyone's needs are met and the desk-sharing experience remains seamless and positive.

We can create a workspace that promotes collaboration, productivity, and a sense of unity by fostering a culture of honest and courteous communication. The setting is a genuinely harmonious and rewarding experience for everyone involved.


Desk sharing can be a great way to promote flexibility, collaboration, and efficiency in the workspace, but it also has its challenges and pitfalls. Following these tips and dos and don'ts, you can craft a productive desk-sharing environment that works for you and your coworkers. Remember to set clear agreements and expectations, avoid hogging the space or the resources, personalize your space to match your needs, prioritize hygiene and health measures, and communicate openly and respectfully. Whether you're a freelance worker, remote employee, or corporate team member, these strategies can help you maximize desk sharing and create a positive and productive workspace environment.

Return to Unità Blog Home Page