In the past decade, there has been significant growth in unassigned desking strategies, often referred to as shared-desking, hot-desking, unallocated desking, or hoteling. Initially driven by the need to optimize corporate real estate usage before the pandemic, recent years have seen shared desking focus more on addressing low desk utilization and offering more collaborative workspaces to attract employees. However, if poorly implemented, transitioning employees from assigned to unassigned desks can backfire, causing more harm than good. It is therefore critical for organizations to develop a well-thought-out strategy.
According to a recent report by workplace research consultancy Leesman, the global percentage of people using shared desks has risen from 38% of the workforce in 2020 to 60% in 2023. This growth has been especially pronounced in regions like Europe, India, and Australia, but adoption is increasing across a wide variety of other locations. Even in the U.S., which has long resisted the trend, unassigned desking is gaining traction as companies shift floor space from desks to areas such as cafés, conference rooms, project zones, and event spaces.
However, a 2023 study by Workplace Unlimited and MillerKnoll found that, if not executed effectively, these strategies can reduce, rather than increase, the workplace’s desirability. A survey of over 600 workers, focused on motivating employees to return to the office, revealed a significant drop in how those with unassigned desks rated their workplace desirability. Dr. Nigel Oseland, founder of Workplace Unlimited, shared on the About Place podcast: “This was quite a surprising result—the fact that those people with assigned desks are ranked higher. A higher proportion of people who had assigned desks preferred the office to home.”
This dynamic may stem from a sense of loss when employees no longer have an assigned desk. Much like the comfort of sitting in the same dining chair every night, having a predictable, personal space fosters attachment to the office. Losing that familiarity can diminish the desire to come in.
So, what’s the best approach for organizations looking to adopt unassigned desking successfully? A three-step process—Diversify, Engage, and Pilot—is essential:
- Diversify: Don’t just remove assigned desks; create new types of spaces to enhance the employee experience. This could include collaborative areas, focus pods, or quiet spaces for concentrated work. Many organizations find success at the team level by creating “team neighborhoods,” which combine shared desks, focus spaces, and collaborative zones that are assigned to a team rather than individuals. These provide variety while maintaining a sense of ownership and connection.
- Engage: Effective change management is crucial. Engage employees in conversations about the experiences they want in the office. Help them understand that, while they may lose a personal desk, they gain access to a broader array of spaces designed for diverse activities, enriching their workplace experience.
- Pilot: When feasible, start with a small-scale pilot group to test the transition to unassigned desking. This allows the organization to address issues early, adopt new protocols, and apply lessons learned when implementing changes across the company.
Intentionality is key. Dr. Oseland advises: “You might end up with this vicious circle where you’re trying to resolve a problem but actually exacerbating it. If you’re going to adopt unassigned desking, you must bring people along with you. We can help them understand that the office isn’t just about having your own desk—it’s about accessing a variety of spaces that support different roles and activities. But we must be careful in how we approach it.”