The Art of a Shared Workspace for Hybrid Work

October 13, 2023

Are you considering transitioning your office to unassigned workspaces but are unsure where to start? As the hybrid work model becomes more prevalent, reconfiguring your office space can offer numerous benefits. In this article, we will explore the best practices of a shared workspace and how it seamlessly aligns with hybrid work.

Understanding the Shared Workspace

A shared workspace, unlike coworking spaces, is dedicated to a single company. However, workstations are not assigned, allowing employees to choose their seats each day. This creates a flexible environment that promotes collaboration, creativity, and cost savings compared to traditional offices.

Benefits of a Shared Workspace

Maximum Flexibility 

Hybrid work is increasingly adopted by companies, allowing employees to work remotely while coming to the office at specific times. A shared workspace aligns perfectly with this model, enabling employees to choose when they come to the office. There's no need for assigned workstations; you're free to sit where you feel most productive.

Cost Reduction

Traditional offices come with high fixed costs, whether every workstation is in use or not. With a shared workspace, you save money because you only pay for the space you actually need. This is a more cost-effective option for companies of all sizes.

Facilitated Collaboration

An open workspace environment naturally fosters collaboration. Employees can interact more easily, encouraging the exchange of ideas and problem-solving. Shared workspaces are designed to promote creativity and communication, which can boost innovation.

Best Practices for a Shared Workspace

Now that we understand the advantages of a shared workspace for hybrid work, let's examine some best practices to make the most of it:

Meeting and Concentration Spaces

In addition to workstations, provide spaces for both in-person and virtual meetings, as well as areas for focused work. Meetings are essential for collaboration, and it's also crucial to have quiet spaces for tackling complex tasks. A well-organized shared workspace offers a variety of spaces tailored to different needs.

Workspace Reservation

To ensure efficient sharing of your unassigned workspaces, it's important to have a reservation system for workstations and meeting rooms, such as Elia. This ensures that your employees have workspaces tailored to their needs, and it allows them to see when their colleagues will be in the office, facilitating in-person collaboration.

Open Communication

To ensure a smooth transition, foster open communication between employees and management regarding space layout and specific needs.Listen to employee feedback to make continuous improvements to the workspace and its management tools.

How a Shared Workspace Aligns with Hybrid Work

Hybrid work is all about flexibility, and a shared workspace is the perfect complement to this approach. Here's how a shared workspace seamlessly fits with hybrid work:

Freedom of Choice

In a shared workspace, employees have the freedom to choose their workspace. They can opt for a traditional desk, an open workspace table, or a quiet corner for concentration. This freedom aligns perfectly with the individual needs of hybrid workers.

Natural Collaboration

Hybrid workers need to collaborate effectively, even if they're not in the office every day. A shared workspace creates an environment that encourages spontaneous collaboration. Employees can easily come together to discuss projects or share ideas, regardless of their usual work location.

Flexibility for Meetings

Hybrid work means some meetings will be in person, while others will be online. A shared workspace offers the flexibility to hold in-person meetings while ensuring that remote workers can participate through high-quality video conferencing equipment.

Cost Savings for the Company

For companies adopting the hybrid work model, the fixed costs of traditional offices can be a burden. A shared workspace significantly reduces these costs because you only pay for the space and services you actually need.


A shared workspace is an ideal solution for companies looking to enhance their hybrid work model. With its flexibility, cost savings, and potential to promote collaboration, it's a perfect fit for this new way of working. By following the best practices outlined above, you can create an optimal work environment that boosts productivity and employee well-being.

The world of work is evolving rapidly, and hybrid work is here to stay. If you're looking to establish a high-quality shared workspace for your company, don't hesitate to explore the various elia modules. With the right setup, you can provide your employees with an exceptional work environment that inspires them to excel, whether they're in the office or working remotely.

Where to start?

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