In today’s business world, the concept of collaborative work in coworking spaces is gaining increasing importance. In particular, the opportunity to use a share desk opens up new perspectives for companies and brings a variety of benefits. In this article, we will delve into the advantages of collaborative work and utilizing a share desk in coworking spaces.

Benefit 1: Flexibility and Cost Savings

Utilizing a share desk in a coworking space allows companies to have high flexibility regarding their work environment. Instead of entering into expensive long-term office lease agreements, companies can rent a share desk in a coworking space. This provides them the opportunity to switch between different workstations as needed. Significant cost savings are achieved as payment is only made for the actual time used.

Benefit 2: Networking and Synergies

Another major advantage of collaborative work in coworking spaces is the opportunity to establish valuable connections and create synergies. By collaborating with other professionals and companies who also utilize a share desk, numerous networking opportunities arise. These connections can lead to new business opportunities, collaborations, or even long-term partnerships. The share desk serves as a meeting point for the exchange of ideas and experiences.

Benefit 3: Professional Work Environment

A coworking space offering share desks ensures that the work environment meets the needs of modern companies. These spaces are equipped with high-quality office furniture, state-of-the-art technology, and a pleasant atmosphere. Companies utilizing a share desk can work in a professional environment that provides them with the necessary comfort and infrastructure to be efficient and productive.

Benefit 4: Creativity and Inspiration

Collaborating with other creative minds in a coworking space, especially when working together at a share desk, fosters creativity and inspiration. Regular contact with different fields of expertise and access to diverse ideas and perspectives lead to innovative approaches and solutions. The share desk becomes a place where creativity thrives, and new impulses are generated.

Benefit 5: Sense of Community and Work-Life Balance

A bench workspace is a special type of workspace designed for flexible employee usage. Instead of having a fixed desk, employees utilize a pool of workstations based on their needs and availability. But what are the pros and cons of bench workspaces? Let’s take a closer look.

DEIN RAUM is your New Work expert and provides you with their in-house desk-sharing software as needed. You can now test the DEIN RAUM desk-sharing tool for free for 30 days at deinraum.io.

In the wake of the Covid-19 pandemic, there has been a remarkable shift in the way we work. Companies, governments and educational institutions have rapidly adopted hybrid or fully remote working arrangements, not only out of necessity, but also because of the unexpected benefits they bring. What started as a temporary solution has now become an integral part of our work culture, offering unique opportunities to boost productivity, increase employee motivation and contribute to a healthier society and work-life balance. Recognizing the potential of these changes, forward-thinking organizations like Pial Consult have not only adopted new work policies for their employees, but also leveraged them to address environmental concerns. Aligning sustainability with digital transformation, hybrid working has emerged as a viable solution to combat climate change and optimize the use of limited natural resources. In this blog post, we will explore the transformative power of the new work model and its profound impact on building a sustainable future.

Relationship of the new working model with environmental sustainability

During Covid 19, companies, governments, universities have had to integrate hybrid or fully remote working, even if it is mandatory. Remote & hybrid working, which entered our lives primarily as a result of the pandemic, has become a part of the working culture of many companies and institutions after the pandemic due to the unique opportunities created by this new working policy that increases work efficiency, contributes to employee motivation and provides a healthier society and work-life balance for employees. In addition, as a solution to increasing air pollution, climate change and the use of limited natural resources in recent years, the business world and organizations have started to include hybrid working in their sustainability and digital transformation policies.

Pial Consult GmbH’s transition to a new working model: Dein Raum

Pial Consult, an experienced insurance and IT and digital solutions specialist, part of the Msg Group, has also changed its policy of working in the pandemic from the traditional way of working to New Work, a flexible way of working that is fully employee and environmentally friendly. As a digital solution to current challenges, Dein Raum, a desk-sharing application that enables the best integration of hybrid working into working life with a team of experienced project developers, designers and strategists, has emerged.

What are the environmental sustainability implications of this new working policy?

1. Energy Efficiency: New Work businesses reduce their environmental impact by optimizing energy consumption. Innovative energy-efficient technologies and designs are used. As a result, energy costs are reduced and resources are used more efficiently.
2. Carbon Footprint: As a sustainable business, New Work aims to minimize its environmental impact. To reduce its carbon footprint, it switches to renewable energy sources and monitors its energy consumption. Thus, it contributes to reducing greenhouse gas emissions in the atmosphere.
3. Waste Management: New Work businesses implement various strategies to reduce waste generation and encourage recycling. Recycling programs and waste reduction policies contribute to the conservation of natural resources and reduce environmental pollution.
4. Conservation of Natural Resources: As a sustainable business, New Work is committed to protecting environmental resources. It adopts water conservation measures and supports sustainable forestry practices to protect natural resources such as water, forests and biodiversity.

How does Pial Consult GmbH work with the new business model?

As Pial Consult GmbH, we work with a motivated, supportive team from many cultures, who can balance work and private life, with an equalitarian, international, environmentally friendly approach. Sometimes we run for social projects or collect garbage for a better environment as a team, sometimes we work hard together in our workplace like a bee. Sometimes we can take our computers and work mobile in a country wherever we want, sometimes we share our experiences with each other over lunch at the big table in our office after working together and we love this freedom. But as a tradition we don’t forget to bring a snack for our team when we return from the countries we visit. We at Pial and Dein Raum are very happy to be able to work so freely, motivated and productive while at the same time making a positive contribution to a more sustainable environment.

DEIN RAUM is your New Work expert and provides you with their in-house desk-sharing software as needed. You can now test the DEIN RAUM desk-sharing tool for free for 30 days at deinraum.io.

In the modern working world, there are a variety of workspace options. One of these options is called “desk sharing,” where multiple employees share a desk. However, despite its popularity, desk sharing also has its disadvantages. In this article, we will take a closer look at the arguments against desk sharing.

What are the arguments against remote work?

Remote work has experienced a real boom in recent years. More and more employees prefer to work from home. It offers flexibility and a better work-life balance. But are there also arguments against remote work? Let’s take a closer look at some of them.

Is the office better than remote work?

Although remote work offers many advantages, there are situations where the office is still the better option. Personal contact with colleagues and supervisors can facilitate communication and collaboration. An office also provides the opportunity to distance oneself from home and draw a clear line between work and personal life.

Why is there no mandatory remote work?

Despite the increasing popularity of remote work, there is currently no legal requirement for employers to offer this option. One reason is that not every profession is suitable for working from home. Some jobs require physical presence in an office or at a specific workplace.

How effective is remote work really?

There are mixed opinions about how effective remote work actually is. Some studies show that employees working from home are more productive and satisfied. Other studies, however, suggest that productivity may decrease when employees are faced with the distractions of the home environment. It is important to consider individual needs and the nature of the job in question.

What is a bench workstation?

A bench workstation is a special type of workspace designed for the flexible use of employees. Instead of having a fixed desk, employees use a pool of workstations as needed and available. But what are the arguments for and against bench workstations? Let’s take a closer look.

Are satisfied employees more motivated?

A satisfied workforce is of great importance to any company. There are numerous studies showing that satisfied employees are more motivated and engaged. Bench workstations can help increase employee satisfaction as they provide more flexibility and a greater variety of work environments.

How large should a workstation be?

The size of a workstation plays an important role in the productivity and well-being of employees. A workstation that is too small can lead to frustration and discomfort, while an excessively large workstation is inefficiently used. It is important to find the right balance and offer workstations that meet the individual needs of employees.

What makes a good workstation?

A good workstation should meet the needs of employees and provide a pleasant working environment. This includes aspects such as adequate lighting, ergonomic furniture, a comfortable room temperature, and good ventilation. The ability to personalize the workstation can also increase employee satisfaction.

What is an open space office?

Open space offices are workplaces that have few or no partitions or enclosed rooms. They are designed to promote communication and collaboration among employees. But what are the arguments for and against open space offices? Let’s take a closer look.

What is better: individual offices or open space offices?

The debate about whether individual offices or open space offices are better has been ongoing for a long time. Individual offices offer privacy and concentration, while open space offices facilitate collaboration and information exchange. There is no definitive answer to this question as it strongly depends on individual preferences and the nature of the work.

What is multispace?

Multispace is a concept that combines different types of work areas in an office. This means that there are both individual offices and open areas and meeting rooms. Multispace allows employees to choose the appropriate workspace based on the task at hand and their individual needs.

Why choose an open space office?

Open space offices are often seen as a cost-effective option as they require fewer walls and less space per employee. They can also facilitate collaboration and information exchange. However, there are also criticisms, such as noise and distractions, which can affect productivity.

Questions and answers

Is there an optimal workspace solution for all companies?

The optimal workspace solution depends on the individual needs and requirements of a company. However, a workspace software like DEIN RAUM can cover many needs and requirements as it is customizable for any company size and flexible in its functions.

Is desk sharing always a bad option?

No, desk sharing is an efficient solution in many cases, especially when employees travel frequently or have flexible working hours.

Is remote work suitable for everyone?

No, not every profession is suitable for remote work. Some tasks require physical presence at the workplace.

DEIN RAUM is your New Work expert and provides you with their in-house desk-sharing software as needed. You can now test the DEIN RAUM desk-sharing tool for free for 30 days at deinraum.io.

It has been scientifically proven that a tidy desk can help reduce visual distractions and support focused work. This insight has led many organizations to introduce a so-called Clean Desk Policy.

But what exactly is behind this concept, and why is it so effective? In this blog post, you’ll learn everything you need to know about the Clean Desk Policy and why implementing it can also be beneficial in your office!

What Is a Clean Desk Policy?

The Clean Desk Policy (CDP) is a company policy that requires employees to completely clear their workstations of sensitive documents, storage devices, and personal belongings when leaving their desks. It defines how workspaces should be organized and left behind, particularly when handling confidential data, documents, and work equipment.

The goal is to keep workstations clean, organized, and secure at all times.

In practice, this means that whenever employees leave their desks whether for a break or at the end of the day no documents, notes, or personal belongings should be left out in the open, ensuring that colleagues find the workspace clean and ready to use.

The Most Important Rules of a Clean Desk Policy

For a Clean Desk Policy to work effectively in everyday business operations, it requires clear rules. While the policy often plays a secondary role in traditional offices with permanently assigned desks, it is almost indispensable in desk-sharing and hybrid work environments. Clear guidelines help ensure that sensitive information remains protected and that workstations can be used by other employees at any time.

What Is the 3P Rule of the Clean Desk Policy?

A simple framework for implementing shared desk guidelines is the 3P Rule. It divides the most important aspects of workplace organization into Plan, Protect, and Pick-up—three key principles for successful implementation.

Plan: Before work begins, only the documents, materials, and work tools that are actually needed should be kept on the desk. A tidy workspace makes organization easier and reduces distractions throughout the workday.
Protect: During work, the focus is on protecting sensitive data and information. Confidential documents should not be left visible, screens should be locked when leaving the workstation, and important records should be stored securely.
Pick-up: After work, all documents, work materials, and personal belongings should be cleared away. This step is particularly important in desk-sharing environments to ensure that workstations remain available for use at any time.

The 3P Rule therefore provides a simple framework for the practical implementation of a Clean Desk Policy and helps organizations combine data protection with efficient workspace utilization.

Key Measures at a Glance

In addition to the 3P Rule, several practical measures can help ensure that the Clean Desk Policy is implemented consistently in everyday work:

– Lock the screen: Lock your computer when leaving your workstation – on Windows using Win + L, on Mac using Ctrl + Cmd + Q.
– Store confidential documents securely: Sensitive documents and files belong in lockable cabinets or mobile pedestals, not left openly on the desk.
– Secure portable storage devices: Never leave USB drives, external hard drives, or company ID cards unattended; store them securely instead.
– Check notes: Avoid sticky notes containing passwords or customer data and dispose of documents that are no longer needed in compliance with data protection regulations (e.g. using a shredder).
– Clear the workstation at the end of the day: Before finishing work, completely remove all unnecessary items from the desk so that the workspace can be used immediately by someone else.

Example from Everyday Office Life

Max works at DEIN RAUM and has booked a workstation for the day. After his final meeting, he puts away his documents, locks his laptop, and takes all of his personal belongings with him.
When Lisa uses the same workstation the next morning, she finds a clean and organized desk and can start working right away.

Clean Desk Policy and Desk Sharing: Benefits and Importance in Shared Workspaces

Workplace organization not only brings more order to the office but also offers many tangible benefits for both companies and employees. The importance of clear workplace guidelines becomes especially evident in modern office concepts such as desk sharing.

Data Protection and Compliance

A key benefit of a Clean Desk Policy is the protection of sensitive data. Open documents, notes, or unlocked computer screens can quickly result in confidential information being viewed by unauthorized individuals. This is a particularly significant risk in open-plan offices or desk-sharing environments, where multiple people use the same workstation. Clear guidelines help ensure that all important documents are stored securely and that no sensitive information is left openly accessible.

This not only helps in day-to-day operations but also supports compliance with legal requirements such as the General Data Protection Regulation (GDPR). As a result, organizations can reduce the risk of data protection breaches and achieve a higher overall level of security.

Productivity and Efficiency in the Office

A tidy workspace has a direct impact on the way people work. When unnecessary documents or personal items are not cluttering the desk, it becomes easier to focus on the tasks at hand. Employees spend less time searching for documents and can work in a more organized and structured manner.
At the same time, a clear Clean Desk Policy reduces distractions in the workplace. This not only improves concentration but can also enhance overall performance. Employees who arrive at a neat and organized desk in the morning often start their day feeling more relaxed and become productive more quickly.
In the long term, this leads to more efficient workflows throughout the company and supports better overall management and workplace organization.

A Prerequisite for Modern Workplace Concepts

The CDP is a key prerequisite for modern workplace models such as desk sharing and hybrid work. When employees arrive at a new workstation in the morning, they expect it to be ready for immediate use. A Clean Desk Policy ensures exactly that. Workstations are prepared, clean, and ready to use without any loss of time or the need for additional coordination. This reduces frustration and makes everyday work more efficient overall.

In addition, the policy promotes a respectful team culture. When everyone takes responsibility for maintaining a clean workspace, it strengthens a shared understanding of organization, cooperation, and mutual respect in the office. A tidy and well-structured work environment also conveys professionalism and enhances the company’s image both internally and externally.

Challenges of a Clean Desk Policy in Desk Sharing

The introduction of a Clean Desk Policy offers many benefits, but it can also present companies with several challenges in day-to-day operations. Especially in desk-sharing environments, employees often need to adapt their established work habits. To ensure the policy is successful in the long term, potential obstacles should be identified and addressed at an early stage.

Employee Acceptance

One of the biggest challenges when introducing a Clean Desk Policy (CDP) is gaining employee acceptance. Many employees are accustomed to keeping documents, data, or personal belongings at their workstations on a permanent basis. As a result, the requirement to regularly clear their desks completely may initially be perceived as an intrusion on personal freedom or as a restriction on their preferred way of working

Additional Organizational Effort

The additional effort involved in daily desk clean-up, storing documents, and securing data requires time and discipline. Without clearly defined processes, these activities can be perceived as extra work and may temporarily affect productivity.

Consistent Implementation and Monitoring

Another challenge is that the policy only works if it is consistently followed by all employees. If confidential documents or sensitive information are left exposed on workstations, risks to data protection and information security remain. Organizations therefore face the task of defining clear rules and ensuring their long-term compliance.
This becomes particularly important in desk-sharing environments. Since multiple people use the same workstations, every desk must be left ready for the next user after use. If documents, work materials, or personal belongings are not cleared away, it can hinder the flexible use of workspaces and lead to frustration within the team.
Sensitive data, documents, and work devices must also be protected from unauthorized access outside the office. At the same time, compliance is much more difficult to monitor, as managers and leadership teams cannot directly verify whether the rules are being followed.
The successful implementation of a Clean Desk Policy therefore depends not only on clear guidelines but also on a high level of employee awareness regarding data protection and information security.

Implementing a Clean Desk Policy: How to Ensure Successful Adoption

Implementing a Clean Desk Policy involves more than simply creating a new guideline. For the rules to become part of everyday work routines, employees must understand the objectives behind the policy and be able to apply its requirements consistently.

Step-by-Step Implementation

1. As a first step, companies should define the objectives they want to achieve with the Clean Desk Policy. The focus is often on data protection, information security, desk sharing, or a more efficient use of workspaces.
2. The rules should then be documented in writing and made easily accessible to all employees. The policy should clearly define how documents and sensitive data are to be handled and what requirements apply when leaving a workstation.

3. Another important step is raising employee awareness. Anyone who understands the benefits of the Clean Desk Policy is much more likely to comply with the rules. Therefore, companies should explain the background of the policy and regularly draw attention to topics such as data protection, information security, and the secure handling of confidential information.
4. In order for the implementation to succeed in everyday work, the necessary framework conditions must also be created. These include, for example, lockable cabinets, secure storage options for documents, or clear processes for the data protection-compliant disposal of documents.
Especially in companies with desk sharing and hybrid working models, the Clean Desk Policy should not only apply to the office. Sensitive data and work equipment must also be protected against unauthorized access when working from home, at a client’s premises, or at other workplaces.
5. Managers and leadership should actively support the policy and lead by example. In this way, the Clean Desk Policy becomes a long-term part of the corporate culture and not just another policy on paper.

Role of Tools and Software

The implementation of a Clean Desk Policy is significantly facilitated by digital tools. Especially in desk-sharing environments, desk booking systems help manage workspaces flexibly and make them transparently available to all employees.
Our desk-sharing software DEIN RAUM for flexible workplace booking supports you in complying with the Clean Desk Policy in your daily work.

You can now test the DEIN RAUM desk-sharing software free of charge for 30 days at deinraum.io.

How can desk sharing be organized so that it really works—for all employees?
Hybrid work is becoming increasingly common. But along with this flexibility comes a new challenge: organizing workspaces efficiently and fairly. Anyone introducing desk sharing needs a solid plan—and the right software. After all, desk sharing can only be successfully established within a company through clear rules, transparency, and digital tools.

In this post, we’ll show you how to organize desk sharing —with 8 proven rules and practical tips from real-world experience.

Still not sure if desk sharing is right for you? Learn more about the concept and the right software here: Desk Sharing: The Pros and Cons of the Concept

What is desk sharing?

Desk sharing refers to a workplace model in which employees no longer have a fixed desk but instead book an available space or choose one flexibly as needed. This means that no one has “their own” desk—instead, the workspace is shared and reassigned daily. This principle enables a more efficient use of office space because a permanent seat does not have to be reserved for every person.

A key feature of desk sharing is the use of digital tools for booking and managing workspaces—often in combination with concepts such as working from home, remote work, or hybrid work models.

8 Rules & Tips for Desk Sharing

Desk sharing can be a real game-changer—if you approach it thoughtfully. The following tips will show you what really matters when putting it into practice.

1. Space for personal belongings

Even in a flexible office, people need a sense of familiarity. So create personal storage space —such as lockers, rolling cabinets, or shelving units. This keeps desks tidy while still making employees feel like they belong.

2. Design all workstations identically

Nothing is more frustrating than ending up at a different workstation every day. Having a standardized setup with monitors, docking stations, keyboards, and mice is essential. This way, everyone can get to work right away—no matter where they’re sitting.

3. Provide office supplies

Pens, notepads, hole punches: small items, big impact. Set up central stations for office supplies or distribute them evenly throughout the room. This saves everyone time—and stress.

Important: Make it clear that any items taken must be put back. Keeping things tidy is a team effort.

4. Designate rooms for phone calls and meetings

Desk sharing only works if consideration is built into the system. Designate specific areas for virtual meetings and phone calls —such as focus zones or phone booths. This helps keep the open-plan office pleasantly quiet.

5. Implement a clean desk policy

The golden rule of the shared desk model: Leave your workspace just as you would like to find it yourself.
Mugs, food scraps, or personal notes have no place there. Clear rules help ensure the long-term success of desk sharing.

6. Observe data protection regulations

Whether it’s printed documents or sensitive conversations, data protection remains a top priority even in a flexible office environment.
Make sure you have lockable compartments or encrypted digital storage—and ensure your software is GDPR-compliant when making your selection.

7. Implement DeskSharing software

Smart desk-sharing software takes a lot of the organizational burden off your hands. Employees can easily book their desks online, keep track of their schedules, and plan their office hours flexibly.

DEIN RAUM is a smart, intuitive desk-sharing software that focuses on what matters most: organizing workspaces quickly and easily. The solution is GDPR-compliant, works across devices, and offers all the features needed for a seamless booking system—from user roles to clear analytics.

8. Integrating desk sharing into a modern office concept

Desk sharing creates space—in the truest sense of the word. When fixed workstations are eliminated, space becomes available that you can rethink. Take this opportunity to turn your office into a place where people enjoy meeting, working creatively, and finding peace. Whether it’s a working café, a focus zone, or a meditation room: the possibilities are virtually endless.

Office furniture suppliers such as designfunktion Group help you develop a customized concept that fits your teams and your company’s goals.

Conclusion: Desk sharing requires structure—and trust

Desk sharing is much more than simply sharing workspaces. It changes routines, fosters personal responsibility, and puts employees’ needs first. For this transition to succeed, it requires clear rules, transparent communication, and digital tools that work seamlessly—without being overwhelming.

If you implement desk sharing thoughtfully, it can lead to a genuine cultural shift: toward greater flexibility, more opportunities for collaboration, and a stronger focus on what really matters—effective teamwork.

And last but not least: This transition can also pay off financially. After all, using space more efficiently can lead to significant savings—in rent, equipment, and energy consumption.

To calculate the potential savings for your business in just a few clicks, you can use our DEIN RAUM savings calculator for free .

You can now try the desk-sharing software for free for 30 days at deinraum.io