Five people in a modern office during a meeting, with computers and large windows in the background.

Apr 14, 2025 - 5 min. reading time

From "my desk" to "a desk" -
to "no desk"?

A recent study by the Institute for Work and Health of the German Social Accident Insurance provides an insight into the shortcomings in the implementation of desk sharing - the new standard for future-oriented offices - that cannot be ignored.

About the experiences of employees and managers and why the companies surveyed need a solution like MazeMap Workplace.

By Vanessa Meiẞner

People in a modern office gossip, work and sit while others walk through a glass window in the room.

Hybrid work is here to stay! But a hybrid approach requires offices to be more flexible and efficient. Desk sharing is rightly an increasingly popular model for dealing with hybrid change. The advantages are obvious:

Desk sharing enables flexible and efficient use of office space
There is no denying the potential for economic benefits due to space savings
Employee productivity and satisfaction can also be significantly increased

In practice, the numerous implementation concepts and supporting tools on the market are accompanied by at least as many challenges and gaps in these supposed solutions.

The findings of the study:

The study "Desk Sharing: Survey on mental stress, strain and stress consequences" (IAG) examines the experiences of employees and managers with the desk sharing model. It shows that the holistic and needs-oriented nature of the solutions applied often falls short.

Two fundamental problems in particular are emphasized:

There is no booking system for the efficient management of the spaces that are now to be shared
The number of jobs does not match the demand

In addition, there are other findings that do not flatter the application of the desk sharing model in the companies surveyed.

Satisfaction: Although almost 60% of respondents are satisfied with the desk sharing model, 47.6% would prefer a permanent workplace.

Productivity: half of those surveyed consider this to be unaffected, while just under 30% experience a negative influence and only 20% a positive influence.

Health: 60% of respondents did not experience any impact on their health from desk sharing, just under a quarter experienced a negative impact and only 15% a positive impact. The volume factor in particular was cited as a problem.

With years of practical experience gained from working with numerous large companies, we are familiar with these challenges in the practical implementation of the desk sharing concept. At the same time, however, we are convinced that we can offer a solution to all of the problems mentioned. We have recognized that the desk sharing model itself is not the problem. The reason for the shortcomings identified in the companies surveyed is the lack of a holistic, needs-oriented practical implementation and a flexible and supportive system.

With the only all-in-one platform on the market, MazeMap Workplace offers exactly the solutions companies need to fully exploit the true potential of desk sharing: from increased productivity and employee satisfaction to cost reduction and lower emissions.

In short: We listen, analyze the specific needs and offer exactly the solution that meets the challenges of the practical implementation of the desk sharing model.

The missing booking system? With us you enjoy a comprehensive Booking+!

MazeMap Workplace offers the only all-in-one platform on the market that provides comprehensive Booking+. Smart features complement the comprehensive booking functions and ensure a perfected user experience, balancing space efficiency and employee satisfaction while increasing employee productivity.

Integration into your familiar Office365 environment makes room booking intuitive and avoids complicating workflows.

Planning office space without knowing the actual utilization and thus the demand is a guessing game that is unlikely to lead to efficient use of space! We therefore rely on sensor-based data that helps you dynamically develop your own right-sizing concept and continuously optimize it based on reliable data. This allows you to find the right balance between space efficiency and workplace experience.

Three people at a meeting in a modern office, a woman stands, laughs and talks, the two men sit and listen, there are laptops and drinks at the table.

Smartphone display with booking page for a workstation at a desk, including date, time and availability.

Increased satisfaction? Included with MazeMap Workplace!

On the one hand, the sensor data we provide forms the perfect basis for well-founded decisions that allow office space design to be adapted to actual requirements. In many cases, additional booking work for employees can even be avoided. On the other hand, numerous customizable add-ins and the intuitive user interface of our all-in-one app complement the advantages of the booking system to create an optimal workplace experience.

Open office landscape with several work cabinets, some employees at their desks and a kitchen area in the background.

Productivity? Get the most out of it with MazeMap Workplace!

Find instead of search! With the orientation and navigation function of the MazeMap WorkplaceApp, employees are spared the frustrating search for specific rooms, printers, lockers, or other points of interest. When booking a workspace, employees can immediately see which of their favorite colleagues have already booked spaces and where they will be sitting – provided, of course, that this transparency is desired. This increases motivation to come to the office to work, despite the option of working from home. If employees come to the office several times a week, they can easily mark a workspace as a favorite. This eliminates the need to search and meets the needs of the 50% of study participants who prefer a fixed workspace. With our solutions, we can therefore ensure that productivity is not negatively affected – on the contrary!

A needs-oriented and modern, efficient office concept promotes productivity - whether spontaneously together in a meeting room or concentrated at a pre-booked favorite desk.

Health: a question of concept!

Potential problem factors, such as unpleasant noise levels, must already be taken into account in the space concept. The existing conditions can be used in the best possible way through intelligent space planning. The basis for this is also the sensor-based usage analysis, which makes the specific requirements visible and manageable.

One thing is clear: hybrid working models make desk sharing inevitable. However, to realize the full potential of this model, a holistic solution is required. At MazeMap Workplace, we are happy to support you in implementing exactly that!

We are interested in your experiences and challenges in using the desk sharing model. Contact us and let's find a solution together!