Desk Sharing Etiquette (5 Essential Tips)

The days of assigned desks are fading faster than a weekend mimosa. Desk sharing is becoming increasingly popular, offering flexibility, space optimization, and a chance to break free from the monotony of a single workstation. However, venturing into the world of shared territory requires a new set of skills – a blend of desk etiquette and efficiency that ensures a smooth and productive experience for both you and your fellow hot deskers.

This guide will equip you with the knowledge and tools to navigate the hot desk environment like a seasoned pro. We’ll delve into the essential desk-sharing etiquette considerations that foster a respectful workspace, as well as practical tips that will help you maximize your efficiency without sacrificing comfort.

Cleanliness is key

First impressions matter, and this is especially true in a shared workspace. Leaving the desk as tidy as you found it demonstrates respect for your deskmate and sets the tone for a positive experience. This includes:

Wiping down surfaces: Keep a pack of disinfectant wipes in your bag and give the desk, keyboard, and mouse a quick wipe-down before leaving.
Trash disposal: Dispose of any used tissues, coffee cups, or food wrappers in the designated bins.
Clutter control: Pack up your belongings at the end of your workday. Don’t leave behind personal items that might clutter the space or make it difficult for the next user to find what they need.

Respect the noise levels

Open office environments can get loud, but there’s a fine line between collaboration and disruption.

Silence the symphony: Keep ringtones and notifications on silent mode.
Mind your volume: Avoid having loud conversations or blasting music at your desk. If you need to take a call or have a chatty conversation, consider using headphones or a designated meeting space.
Respect for focused work: If you notice your deskmate wearing headphones or concentrating intently, try to minimize distractions around them.

Personal belongings

Desk sharing is all about flexibility, and your approach to personal belongings should reflect that.

Minimalism is key: Only bring the essentials you need for the day. Consider a portable laptop stand and keyboard for better ergonomics, if needed.
Invest in portable solutions: Opt for a laptop sleeve or carrying case that doubles as a workspace organizer.
Utilize lockers (if available): If your office offers lockers, use them to store non-essential belongings you won’t need throughout the day.

Booking courtesy

Not all offices utilize a booking system, but for those that do, responsible use is essential.

Book what you need: Don’t reserve desks “just in case” you might need them. This can leave others scrambling for a workspace.
Be mindful of booking times: If you know you only need a desk for a short meeting, book accordingly. Don’t block a prime location for the entire day if you won’t be using it.
Cancellation consideration: If your plans change and you no longer need your booked desk, be sure to cancel your reservation promptly. This frees up the space for others.

Open communication

While hot desking is built on flexibility, a little communication can go a long way in ensuring a smooth experience.

Regular desks? Reach out: If your office has specific desks that people often use, try to communicate beforehand if you need to use one. A polite heads-up shows respect for their routine.
Unexpected deskmate? Introduce yourself: A simple hello or a smile can do wonders. Introduce yourself to your deskmate and be open to friendly conversation. You might make a new work buddy.

Tips: Efficiency for the on-the-go worker

Pack light: Become a master of minimalism. Bring only the essentials you need for the day. Consider a portable laptop stand and keyboard for better ergonomics, if needed. Traveling light makes setup and teardown quick and easy.

Organization is key: Develop a system for storing your work materials, even if it’s just a portable bag or organizer. This helps you set up quickly at your temporary desk and pack up efficiently when you leave.

Utilize lockers (if available): Take advantage of lockers to store non-essential belongings you don’t need throughout the day. This keeps your workspace clutter-free and allows you to travel light.

Take breaks: Get up and move around regularly to avoid fatigue, especially if you don’t have a dedicated desk. Take a walk, stretch, or grab a coffee – your body and mind will thank you for it!

By following these desk-sharing etiquette guidelines and efficiency tips, you can ensure a smooth and respectful experience for yourself and your fellow hot deskers. Remember, a little courtesy and a focus on practicality go a long way in creating a harmonious and productive work environment for everyone. So go forth, conquer the hot desk, and collaborate in comfort!

Desk sharing etiquette and tips for a harmonious workspace