How to Get Your Office to Embrace Desk-Sharing

As organizations increasingly recognize the benefits of flexibility, transitioning from assigned seating to hoteling (desk-sharing) has become the top strategy to enhance workplace efficiency and vibrancy.

"Space and cost savings remain top of mind for most occupiers in 2025, but our clients are seeing value far beyond savings," says CBRE Workplace Strategy Director Brianna Van Der Mark. "A full, vibrant, ‘buzzy’ office is where people want to be, and desk-sharing is the easiest way to achieve this for organizations that continue to embrace flexibility and hybrid working. The trick is getting it right – by the numbers and through the experience."

Having supported hundreds of clients through workplace transformations and the successful adoption of desk-sharing, CBRE Workplace has compiled the following best practices to address employee impact, prepare for the transition, and ensure effective governance and sustainment.

Get It Right

Identify and Clarify Your 'Why'
Clearly define why your organization is adopting hoteling - whether for cost containment space optimization, fostering collaboration, or enhancing workplace vibrancy. Communicate the 'why' effectively to employees to bring them along in the change, unite the culture in shared strategic goals, and increase engagement and adoption.

Develop a Space Allocation and Governance Strategy
Desk-sharing is seldom a one-size-fits-all solution. Use an evidence-based, data­driven approach to establish seat-sharing ratios informed by various factors, including role-specific requirements, departmental functions, and individual employee needs (by exception). Establish a governance model to manage the allocation of space across the organization.

Implement Change Management Strategies & Communications Plans
Use change management frameworks to guide and support the transition and communicate with leaders and employees early and often. Identify champions within the organization who can support and advocate for the shift from personal/team space ownership to a shared ownership model.

Optimize & Standardize

Calibrate Space for Various Work Modes & Preferences
Ensure your office layout accommodates different working styles and activities, understanding that movement will become the 'new normal'. Incorporate various types of seating, focus areas, and collaborative spaces, and invest in ergonomic office furniture to maximize employee comfort as they transition between different work settings.

Prepare Shared Workspaces
Foster a neutral environment by removing personal items and individualized decorations from desks to encourage a sense of shared space. Provide personal lockers or storage bins for employees to securely store their belongings. Transition to a paperless environment through digitization and establish a centralized location for shared files and resources.

Standardize Technology
For hoteling to be successful, employees must be equipped with standardized mobile technology. Meeting room and desk technology should be plug-and-play to facilitate seamless movement throughout the workplace.

Establish Neighbourhood Assignments
Create designated "neighbourhoods" within the workspace to bring teams/ departments together. This arrangement provides a sense of 'home' and allows employees to sit near their peers and likely collaborators, fostering teamwork and communication. Keep neighbourhoods adaptable to accommodate evolving team/business needs.

Adopt, Adapt, Adjust

Provide Training and Resources & Gather Feedback
Offer training sessions to ensure employees understand the new system, including how to use reservation tools and best practices for utilizing shared spaces. Implement feedback channels where employees can share their experiences and suggestions regarding the hoteling system, using this input to drive continuous improvement.

Set Clear Etiquette Expectations
Establish and share guidelines for hoteling etiquette, such as cleaning up after use, respecting reserved spaces, and maintaining appropriate noise levels. This will help cultivate a respectful and productive work environment.

Monitor Attendance Behaviour & Adjust Accordingly
Regularly assess and analyze actual attendance and usage patterns. Be prepared to adjust policies, neighborhood layouts, and workspace offerings based on these insights to ensure a successful, productive, and vibrant work experience for your employees.

As occupiers navigate the adoption of desk-sharing, these best practices can help ensure a smooth transition and a flexble, collaborative, and productive work environment.

"The future of work is flexible, but the transition to desk-sharing requires more than just a flexible mindset," says CBRE Workplace Strategy Director Sarah Sanford. "We’ve seen many occupiers fumble and create negative experiences for their employees through lack of planning prior to implementation. However, with a strategic approach and framework, you can achieve lasting succuss with your desk-sharing program."

No two organizations are the same, which is why CBRE Workplace is available to support in this complex transition to find bespoke solutions for our clients that fuel their business, cultural, and real estate goals.