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How can desk sharing & intelligent room management help to save operating costs?
Space and building costs represent one of the biggest financial expenses for companies. It is therefore all the more important to design these resources for maximum efficiency so that no money is wasted.
At companies, we find time and again that, based on the home office quota, there are too many empty desks and that meeting rooms repeatedly appear as occupied due to no-shows, but are actually vacant. For example, you often encounter the phenomenon that companies complain of too few meeting opportunities even though the workload analysed later is far below maximum.
Desk sharing combined with intelligent room management has proven to be an effective strategy for reducing costs and also increasing satisfaction with existing resources.
1. The benefits of desk sharing
Desk sharing enables companies to make optimal use of their office space. Instead of assigning each employee a fixed job, jobs are reserved as required. This flexibility results in better utilization of office space. A study by Jones Lang LaSalle shows that companies that implement desk sharing can reduce their office space by up to 30%, resulting in significant savings in rent and operating costs (Jones Lang LaSalle, 2019). For example, if a company spends 500,000 euros annually on rent, desk sharing can generate savings of up to 150,000 euros.
The sharing rate is largely the result of calculating the average days of attendance of employees. We've explained the calculation in this article.
2. Intelligent room management
Intelligent room management supplements desk sharing by automating the administration and booking of rooms. With modern booking tools, employees can see which rooms are available at any time and book them according to their needs. These systems not only minimize empty spaces, but also improve the use of meeting rooms. A study by Harvard Business Review shows that companies can increase their meeting room utilization by up to 40% through intelligent room management (Harvard Business Review, 2023). Depending on frequency of use and room rental, this can lead to savings of a further 20,000 to 40,000 euros per year.
Further optimization potential lies in the use of check-ins so that actual use of the room must be confirmed by visitors. For this purpose, a waiting period of, for example, 15 minutes, is defined, within which a confirmation must be made on the digital door sign or an optional room sensor automatically checks in. This solution supports, for example, the gococonut software in conjunction with hardware from the Swiss manufacturer ROOMZ. More about this here.
3. Reduce costs through optimization
The combination of desk sharing and intelligent room management not only leads to a significant reduction in operating costs, but also to an increase in employee satisfaction and productivity. A Gallup survey found that companies that implement flexible workplace models can achieve employee satisfaction of 87%, while satisfaction in traditional offices is only 70% (Gallup, 2021). This higher level of satisfaction often leads to lower turnover and thus to savings in recruitment.
conclusion
Implementing desk sharing and intelligent room management offers companies an excellent opportunity to reduce costs while increasing efficiency and employee motivation. The specific figures show that companies that pursue these approaches can achieve savings of up to 200,000 euros per year if rental, operating and personnel costs are taken into account. Goconut is happy to help companies successfully implement these strategies. Book a free and non-binding consultation now to find out more!
