Shared Office

Definition of shared office

The shared office concept is fully in line with new trends in workspace management and office layout. It is favored by the evolution of working methods and the expectations of employees.

A shared office refers to a workplace used alternately or simultaneously by several collaborators or teams, depending on needs and availability. Unlike a personal and dedicated workstation, these spaces are designed to be flexible, dynamic and accessible to different collaborators.

They thus allow maximum optimization of available resources. All while offering valuable modularity to meet team fluctuations and professional requirements. This concept is particularly suitable for companies seeking to stimulate innovation while controlling their costs.

Alternative names to “shared office”

The shared office can be referred to under several names depending on the contexts and professional uses:

• Shared workspace
• Collaborative office
• Open space
• Shared workstation
• Flex office
• Nomad office
• Coworking space (when it is a place open to outside professionals)

These different names highlight the diversity of practices around flexible working and the optimization of spaces.

Characteristics of shared offices

Shared offices are distinguished by the diversity and modularity of their layouts. They are designed to meet different needs and working styles:

• Open spaces: these areas offer freedom of movement and are ideal for collaborative work. The shared workspace, or open space, allows employees to settle where they want. This is especially true in a flex office context. They promote spontaneous and transversal exchanges between teams, which can improve communication and synergies, thus contributing to a better working environment.
• Shared meeting rooms: these meeting spaces, accessible to all, are easily bookable via digital tools adapted. They guarantee a professional framework for strategic discussions, presentations or collective brainstorming sessions.
• Common areas: combining kitchens, relaxation areas, and places for creativity, these places encourage informal interactions. They are often designed to inspire and foster a friendly work environment, which reinforces a sense of belonging and collaboration.
• Silent zones: increasingly, shared offices include spaces dedicated to workers who need concentration. These quiet corners allow employees to isolate themselves for tasks requiring a lot of attention.
• Individual offices: some shared spaces also include individual offices for employees or visitors who need personal space from time to time.

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Benefits of a shared office

Adopting the shared office model has numerous benefits, both for businesses and for employees:

• Increased flexibility: adapted to variable hours, at hybrid work And at remote work. Shared office space allows employees to choose when and where to work based on their tasks and productivity.
• Optimization of space: By avoiding unused offices, businesses can reduce real estate costs while maximizing the use of available resources over the long term. This is particularly strategic in urban areas where rents are high. Under these conditions, setting up shared workspaces rather than closed offices can meet the needs of businesses.
• Strengthened collaboration: by encouraging interactions between teams and departments, the shared office promotes innovation, creativity and synergies within companies.
• Dynamic environment : reflecting an agile organization, this type of space contributes to creating an environment that attracts talent and meets the expectations of new generations.
• Waste reduction: with a more efficient organization, businesses can limit the waste of resources. In addition, the sharing of office equipment (printers, ergonomic furniture, collaboration tools) contributes to this rationalization.

Issues and challenges of shared offices

Despite its many advantages, the shared office model also has challenges that require careful thought and planning:

• Resource Management: a rigorous organization and planning tools (such as booking platforms or clear rules) are essential to ensure fair and fluid use of spaces. This includes the management of conflicts of use, the availability of meeting rooms and the respect of schedules.
• Limited privacy: in common areas, employees may experience a loss of privacy or confidentiality. The integration of mobile partitions, soundproof cabins, or isolation areas can alleviate these discomforts.
• Team adaptability: employees used to individual workstations may find it difficult to adapt to this model. One change support and training may be required to ensure a smooth transition and avoid stress or frustration.
• Maintaining productivity: in very open spaces, noise and interruptions can interfere with concentration. Taking into account the acoustic layout and offering quiet areas then becomes crucial.

Why adopt the shared office?

The shared office is a perfect fit for new ways of working, which promote flexibility, collaboration and cost optimization. A true flexible workspace, it allows the professional environment to be continuously adapted to the real needs of teams.

For real estate managers, managers and HR managers, this concept is part of an innovative space management strategy. This approach makes it possible to create a work environment that is aligned with expectations while remaining agile in the face of rapid market changes.

In a context where The balance between professional and personal life is important, the shared office allows employees to choose how to work.