Desk Sharing, Office Sharing – How Do Modern Work Models Work?

Desk sharing and office sharing are flexible work models in which desks and office space are not permanently assigned to one person or one company. Instead of renting an entire office or keeping empty workstations during remote work days, entrepreneurs and freelancers can use shared spaces only when they really need them. These solutions help reduce costs, increase freedom of action, and support employee mobility. How do shared desks and shared offices work in practice, who are they best for, and why are more and more companies becoming interested in this work model? We explain! 

What is desk sharing and what does a shared desk involve? 

Desk sharing, meaning the sharing of desks, is a work organization model especially popular in coworking environments and companies working in a hybrid model. It means that one workstation is not assigned to a specific person, but desks are available to different users depending on the day, time, or current needs of the team. 

Shared desk – definition and examples of use 

A shared desk is based on a model in which one desk is used by different people at different times, without being permanently assigned to one specific user. Unlike the classic system, where every employee has their own fixed workspace, a shared desk is based on rotation and flexibility. In practice, this means that an employee books a desk for a specific time or uses it on the spot, as part of access to a shared workspace.

This model significantly reduces rental costs and helps maintain freedom of action while still offering access to full office infrastructure required for professional work. In spaces such as IdeaPlace, a shared desk is not just a desk, but also access to a kitchen, meeting rooms, and networking with other users.

Who uses desk sharing most often?

Desk sharing attracts mainly people who need flexible coworking for teams, meaning a place that can be easily adapted to work rhythm, team size, and business scale. For this reason, desk sharing becomes a natural choice for: 

• freelancers and remote specialists – people who work on their own account and do not need a permanent office, but want easy access to a professional coworking space in the city center;
• startups and project teams – young companies and teams that are growing dynamically often do not want or cannot invest in a permanent office. In this case, desk sharing gives them the possibility to use workstations when needed, for example on team workdays, group workshops, and similar occasions; 
• companies working in a hybrid model – organizations where employees divide their time between remote work and physical office presence are increasingly giving up assigned workstations, seeing desk sharing as a way to optimize space use and reduce costs;
• companies planning a branch in a new city – entrepreneurs entering a new market can start operating in a coworking space without having to search for and set up their own office. This gives them a chance to test the new market without unnecessary investment.

Shared office – sharing office space in practice

Unlike desk sharing, which applies to individual workstations, a shared office is a model in which an entire office or part of it is shared by different companies or teams. Office space is available on flexible terms, without the need to sign long-term contracts or invest in equipment.

Office sharing – how does it work?

The office sharing model is based on renting part of an office space within a larger coworking space or business center. It can be used in several variants, for example: 

• a private office to share – one office is used by two or more companies, either alternately or at the same time during agreed hours; 
• a dedicated private office – with access to shared areas such as meeting rooms, a kitchen, or reception;
• a rotating or temporary office – flexible access to office space, for example for one day, one week, or one project. 

Benefits of office sharing for small companies and startups

For many companies, office sharing is a real alternative to having their own office. The basic benefit is the lower cost of this solution, resulting from the lack of long-term financial commitments and expenses connected with maintaining an office. As a result, companies pay only for the space they actually use. 

Another advantage of office sharing is professional infrastructure. Internet, office equipment, a fully equipped kitchen, places for meetings and quiet work — everything is ready and available from day one. Entrepreneurs also value the flexibility of this solution, because it means that the office can grow together with the company. As the organization changes, the employer can easily increase or reduce office space depending on the team’s current needs.

Office sharing also gives companies the opportunity to meet clients and business partners in a representative place — in the city center, with access to professional business rooms, reception, and service. This effectively builds the company’s external image and strengthens its professionalism and credibility. 

Modern work models and the need for flexibility

Remote and hybrid work, which in recent years has become everyday reality for many Polish companies, has also made rigid office structures less effective. Entrepreneurs are increasingly choosing to give up traditional, poorly matched spaces and replace them with more flexible solutions that respond to the new needs of teams.

Hybrid work and its impact on office work

The hybrid model combining remote and office work is now standard in many industries, especially IT, marketing, and professional services. As this model has become more common, offices have stopped being places where all employees are present every day. Instead, they have become spaces for meetings, teamwork, or quiet focus — only when they are needed. 

In this situation, maintaining assigned desks for every employee no longer makes sense. Offices remain almost empty, while costs keep rising. The answer to this problem is precisely solutions such as desk sharing and office sharing, which enable flexible space management: employees book offices only when they need them, and companies effectively adjust space to actual use.

Is sharing desks and office space cost-effective?

Sharing desks and office space is a solution that translates into real savings, which can be illustrated by the examples below: 

1. a young startup in the growth phase – instead of investing in a traditional office, it can rent a shared office on flexible terms, without long-term contracts. Over time, as the team grows and needs increase, it can expand the space without moving or additional costs; 
2. freelancers and consultants – instead of paying a fixed fee for a traditional office, they can choose access to shared desks in a coworking space and use it only when they need it, paying only for the time actually used;
3. a 10-person company working in a hybrid model – with a rotation system, it realistically needs 5 desks. Thanks to desk sharing, it can reduce office space by up to half, significantly lowering company costs. 

Shared workspace as part of a company growth strategy

A shared workspace is not only a way to reduce company costs — it is also a tool that supports growth on many levels. A shared workspace allows teams to scale faster, increases business mobility, and at the same time gives access to facilities and services that make everyday business operations much easier. For many companies, it is therefore an important step toward building a more flexible and modern organization. 

Building relationships and networks in a shared office

One of the key advantages of working in a shared space is the unique opportunity to build new business relationships. A shared office naturally supports networking — in coworking spaces, you regularly meet other entrepreneurs, freelancers, and specialists from different industries, with whom you share not only space, but often also similar problems and challenges.

As a result, you gain:

• the opportunity to start new collaborations and exchange experience with knowledgeable people;
• contacts to proven subcontractors and partners;
• access to current market information and trends first-hand.
  

Virtual assistant and administrative support as a complement to shared workspace

The benefits of shared workspace do not end with a desk to work from. In modern office spaces such as IdeaPlace, you can use additional services that support everyday company operations — without having to organize your own back-office departments. 

The most frequently chosen solutions include: 

• a virtual assistant offering comprehensive support in day-to-day company operations, scheduling meetings, managing calendars, and organizing business meetings and events; 
• reception service – correspondence handling, welcoming guests, and administrative support; 
• booking business rooms and equipment – access to meeting rooms, projectors, and printers without additional maintenance costs; 
• a company registration address and business mail handling – for companies that need a professional address in the city center.

Thanks to these services, companies can focus on growth and clients, without wasting time or resources on organizing office facilities. This gives them a real advantage, especially in the case of small teams and sole proprietorships. 

Who are desk sharing and office sharing best for?

The greatest benefits from desk sharing and office sharing will be felt by: 

• freelancers and remote IT specialists who occasionally need a professional space, for example for client meetings;
• startups and project teams — especially in the growth phase or when testing new markets, when investing in a permanent office is risky; 
• companies working in a hybrid model and mobile teams that use the office only a few days a week. 

For each of these groups, flexible coworking in the city center is not only a convenient place to work, but also a helpful tool for running a business effectively.

Shared desk and shared office – is this the future of office work?

Shared desks and shared offices are solutions that are already changing the way we think about the office — not as a place “forever,” but as a flexible work tool. They are also a response to the real needs of modern companies looking above all for flexibility, savings, and mobility. 

For young companies that are only building their position or testing the market, shared office is a way to start professionally without unnecessary barriers. Especially when they can count on a partner that understands their needs and supports their growth — just as we do at IdeaPlace.

Ewa Rogoż

Ewa Rogoż is an experienced coworking pioneer in Wrocław and the founder of IdeaPlace – the first professional coworking space in Lower Silesia. Her dedication to business development and support for entrepreneurs led to the creation of an inspiring space in the heart of the city. Ewa not only creates coworking spaces for freelancers but also micro-offices for small teams, thereby supporting diverse business initiatives in the region.