Amira van Weegen
Junior Marketing Manager
October 31, 2025
Efficient Solutions with Desk Sharing Software for Modern Offices
7 mins.
The Key Features of a Desk Sharing Software
Hybrid work has permanently changed the everyday office life. Many companies today face the challenge of designing their office spaces flexibly and efficiently, while also creating an environment where employees enjoy coming together. A central role here is played by desk sharing software: It enables the booking of workspaces according to needs, better coordination of teams, and optimal use of existing resources.
However, not every solution meets the same requirements. For desk sharing to truly work, software is needed that is intuitive, motivates employees, and integrates seamlessly into existing processes. In this article, you will learn which features a good desk sharing software should offer, what to consider when making your choice, and how companies can successfully implement desk sharing with anny.
What is Desk Sharing Software?
Desk Sharing is a modern working model where employees do not have a permanent desk but share available workspaces according to a fixed plan. This concept is especially suitable for teams that regularly alternate between the office and home office, as it allows for a planned and efficient use of workspaces.
In contrast to Hot Desking, where employees have to choose a spot spontaneously every day, Desk Sharing offers more structure and clarity. This creates a stress-free yet flexible working environment, fully in line with modern New-Work concepts that promote self-responsibility and adaptability.
Desk Sharing Software forms the core of this model. It supports companies in managing their office spaces optimally and enables employees to easily book workstations. By implementing such a solution, you can:
Utilize office spaces efficiently and avoid unused desks,
Book workplaces in advance and manage them flexibly,
Promote teamwork and collaboration through transparent and playful workplace planning.
Furthermore, Desk Sharing Software simplifies the management of resources, integrates seamlessly into existing systems, and contributes to better space planning and transparency in everyday office life.
It is thus an indispensable tool for modern companies that focus on flexibility and a sustainable office concept.
What should I consider when choosing a desk sharing software?
Choosing a desk sharing software is not just about managing office space – it's about making sure employees enjoy using it. A good solution makes the office day intuitive, transparent, and inviting. It encourages actively booking workspaces and experiencing the office as a place for collaboration again.
The most important criteria include:
Ease of use: An intuitive user interface is crucial so that employees can book workspaces with just a few clicks.
Visualization of office space: A digital map of the office with a clear representation of all workspaces and rooms helps employees in choosing and orienting themselves.
Seamless integration: The software should easily integrate with existing systems like Microsoft 365 or Google Suite. This ensures high acceptance and smooth use in everyday life.
Modern desk sharing software should therefore not only enable bookings but also function as a comprehensive workplace management tool that supports both employees and the organization equally.
How to implement Desk Sharing with anny
For desk sharing to work and be embraced by employees, it requires software that excites, is fun, and motivates people to take action. This is exactly where anny comes into play.
anny is an all-in-one platform for modern workspace management that combines desk sharing, room booking, and visitor management. anny is perfectly suited for hybrid work environments where flexibility and collaboration are key focuses. Employees can book workstations, meeting rooms, parking spaces, equipment, or other shared resources with just one click.
Here's what it looks like in detail:
Interactive 3D Map: The visual representation of the office invites employees to explore and book. Who's coming to the office, who sits where, with whom can I collaborate? This strengthens team spirit and makes coming to the office a conscious decision.
Weekly Planner: Allows easy booking of workstations in the office or home office with just one click. It also shows who's in the office when, to facilitate team coordination.
anny App: With the mobile app, bookings can be easily planned on the go. Available workstations and colleagues are found in seconds. Push notifications keep everyone up to date.
Seamless Integration: anny can be easily synchronized with Microsoft Teams, Outlook, Google Workspace, SSO systems, and calendars. Bookings thus become part of the usual workflow.
Benefits of anny for businesses
The introduction of anny offers companies far more than just a digital booking solution; it changes how people use and experience their offices.
A clear advantage lies in the optimal utilization of office spaces. By conducting precise occupancy analyses, companies can avoid vacancies and strategically plan workspaces. This provides valuable insights into the actual use of their spaces, allowing them to design areas more strategically for the long term. This saves costs while creating an environment that adapts to actual needs.
Moreover, anny significantly reduces administrative workload. Recurring tasks such as booking approvals, reminders, or check-ins run automatically. Teams no longer need to concern themselves with organizational details and can focus on their core work.
Another key benefit: increased motivation and engagement within the team. The intuitive interface, visual office map, and mobile access make desk sharing an experience that employees actively want to use.
Communication and collaboration also benefit: employees can see in the weekly planner when colleagues are in the office and coordinate their presence accordingly. This fosters better team coordination and a strengthened team spirit in everyday office life.
Success Story: MaibornWolff – 90% Utilization Rate in Desk Sharing with anny
An example of how successful desk sharing can be implemented with anny is demonstrated by the IT company MaibornWolff. With over 1,000 employees across multiple locations, the company faced the challenge of organizing its hybrid work environments in a way that ensures transparency, simplicity, and flexibility.
Why anny:
The interactive map view displayed workspaces and rooms clearly.
With anny, virtually all resources, from desks to meeting rooms, to events and parking spaces, could be booked centrally.
Data protection, user and rights management, as well as future viability, were crucial.
Implementation:
The introduction was rapid and structured. Along with the anny team, office plans were digitized, special cases were discussed, and solutions were individually adapted.
Results:
A utilization rate of up to 90%: Most employees actively book their workspaces, rooms, and events through anny.
The mobile app is extensively used and is an integral part of the daily work routine.
Transparent evaluations provide insights into preferred days, rooms, and locations – a basis for strategic space management.
Thus, anny became a central tool for modern collaboration and future-proof office organization at MaibornWolff.
Conclusion: Key Features for Successful Desk Sharing
Desk sharing is more than just a trend; it's a fundamental pillar of modern work culture. The right software is crucial for success or disappointment.
However, not every desk sharing software automatically ensures acceptance and smooth operations. Key features that motivate people to consciously use the office are critical. These include a user-friendly interface, an interactive office map, flexible booking options, mobile accessibility, and suitable integrations.
Whether you're a startup or a large enterprise, if you want to successfully implement desk sharing, anny provides the right solution to make hybrid work experiential, manageable, and sustainable.
Frequently Asked Questions
What is the difference between Desk Sharing and Hot Desking?
The difference between Desk Sharing and Hot Desking lies in the fact that with Desk Sharing, employees share desks according to a fixed schedule, whereas with Hot Desking, a new workstation is chosen daily without fixed assignment. Read more about the differences and respective advantages in our blog article.
What features should a good Desk Sharing software have?
A good Desk Sharing software should make booking workspaces as easy and transparent as possible for employees. Important features include an intuitive user interface, a visual office map for orientation, mobile booking options, flexible booking rules, as well as analytics on space utilization. Additionally, integrations with tools such as Microsoft Teams or Outlook and privacy by GDPR standards are crucial to ensure seamless and secure usage in daily work life.
How does anny support companies in implementing Desk Sharing?
anny guides companies step-by-step in introducing Desk Sharing. The Customer Success Team provides advisory support throughout the entire setup, from initial orientation through the digital mapping of the office to training staff. Depending on the scope and requirements, the implementation can be completed within a few days. Learn here more about the implementation duration. Even after the start, anny continues to support companies in optimizing their workspaces and further developing the solution individually.
How does anny ensure data protection and security?
anny ensures data protection and security by complying with GDPR, storing data on German servers, having an ISO 27001 certification, as well as conducting regular external audits.
![](data:image/svg+xml,<svg display="block" role="presentation" viewBox="0 0 120 40" xmlns="http://www.w3.org/2000/svg"><path d="M 55.501 13.158 L 59.216 13.158 L 59.216 30.294 L 55.501 30.294 L 55.501 27.83 C 54.088 29.78 52.094 30.741 49.482 30.741 C 47.113 30.741 45.112 29.883 43.427 28.138 C 41.743 26.393 40.919 24.23 40.919 21.729 C 40.919 19.192 41.743 17.073 43.427 15.321 C 45.112 13.576 47.106 12.718 49.482 12.718 C 52.094 12.718 54.088 13.678 55.501 15.599 Z M 50.071 27.207 C 51.616 27.207 52.925 26.693 53.955 25.667 C 54.986 24.604 55.501 23.306 55.501 21.729 C 55.501 20.153 54.986 18.855 53.955 17.821 C 52.925 16.758 51.616 16.245 50.071 16.245 C 48.526 16.245 47.216 16.758 46.186 17.821 C 45.156 18.848 44.641 20.153 44.641 21.729 C 44.641 23.306 45.156 24.611 46.186 25.667 C 47.216 26.693 48.526 27.207 50.071 27.207 Z M 79.191 19.771 L 79.191 30.294 L 75.475 30.294 L 75.475 20.153 C 75.475 17.586 73.997 16.179 71.628 16.179 C 69.016 16.179 67.265 17.792 67.265 21.113 L 67.265 30.294 L 63.549 30.294 L 63.549 13.158 L 67.265 13.158 L 67.265 15.357 C 68.398 13.612 70.149 12.718 72.591 12.718 C 76.542 12.718 79.191 15.387 79.191 19.771 Z M 98.82 19.771 L 98.82 30.294 L 95.104 30.294 L 95.104 20.153 C 95.104 17.586 93.626 16.179 91.257 16.179 C 88.645 16.179 86.894 17.792 86.894 21.113 L 86.894 30.294 L 83.178 30.294 L 83.178 13.158 L 86.894 13.158 L 86.894 15.357 C 88.027 13.612 89.778 12.718 92.22 12.718 C 96.171 12.718 98.82 15.387 98.82 19.771 Z M 114.049 13.158 L 118 13.158 L 111.401 30.836 C 109.753 35.258 106.964 37.384 103.013 37.142 L 103.013 33.689 C 105.353 33.828 106.655 32.691 107.59 30.33 L 107.759 29.986 L 100.468 13.158 L 104.522 13.158 L 109.642 25.593 Z M 36.232 8.186 C 36.188 5.033 35.879 2.203 35.827 1.77 C 35.798 1.066 35.371 0.458 34.694 0.164 C 33.959 -0.151 33.113 -0.004 32.539 0.531 C 19.487 12.828 19.413 12.916 19.377 12.96 C 19.229 13.128 19.156 13.224 19.082 13.334 L 19.075 13.348 C 19.053 13.385 19.031 13.414 19.009 13.451 C 18.84 13.737 18.744 14.147 18.766 14.477 C 18.788 14.807 18.862 15.152 19.001 15.511 C 19.023 15.592 19.046 15.665 19.075 15.739 C 19.2 16.091 19.568 17.161 19.641 21.003 C 19.722 25.102 19.207 26.965 18.935 27.962 C 18.884 28.138 18.847 28.292 18.81 28.438 C 18.766 28.578 18.656 28.952 18.759 29.465 C 18.81 29.707 18.906 29.912 18.965 30.022 C 18.994 30.074 19.023 30.125 19.06 30.176 C 19.119 30.264 19.215 30.404 19.369 30.536 L 26.712 37.487 C 27.065 37.824 27.536 38 28.014 38 C 28.271 38 28.536 37.949 28.779 37.839 C 29.456 37.545 29.875 36.929 29.875 36.218 L 29.875 24.42 C 29.875 23.504 29.419 22.924 29.073 22.565 L 28.978 22.462 C 29.706 21.803 31.943 19.764 34.452 17.227 C 35.717 15.944 36.298 12.989 36.232 8.186 Z M 27.624 34.605 C 27.624 34.847 27.33 34.972 27.153 34.803 L 21.363 29.326 L 21.378 29.311 L 21.407 29.282 L 21.495 29.194 L 21.532 29.157 C 21.569 29.12 21.606 29.091 21.643 29.054 C 21.65 29.047 21.665 29.04 21.672 29.025 C 21.724 28.981 21.775 28.93 21.827 28.878 L 21.841 28.864 C 21.893 28.82 21.937 28.776 21.988 28.724 C 22.003 28.71 22.018 28.702 22.033 28.688 C 22.084 28.636 22.136 28.592 22.194 28.541 C 22.261 28.482 22.319 28.424 22.386 28.365 L 22.665 28.116 L 22.754 28.035 L 27.308 23.958 L 27.44 24.098 C 27.447 24.105 27.455 24.112 27.455 24.12 C 27.631 24.303 27.631 24.34 27.631 24.428 L 27.631 34.605 Z M 32.848 15.658 C 29.875 18.657 27.278 20.967 27.256 20.989 L 27.249 20.989 L 26.623 21.546 L 25.792 22.294 C 24.586 23.372 23.173 24.633 22.187 25.52 C 21.996 25.689 21.701 25.535 21.724 25.285 C 21.841 24.171 21.915 22.756 21.885 20.945 C 21.804 16.743 21.378 15.511 21.194 14.983 C 21.186 14.969 21.179 14.954 21.179 14.939 C 21.157 14.844 21.135 14.778 21.12 14.741 C 21.106 14.705 21.091 14.668 21.083 14.639 C 21.047 14.536 21.076 14.426 21.157 14.353 C 22.239 13.326 29 6.954 33.252 2.951 C 33.422 2.789 33.694 2.899 33.716 3.127 C 33.826 4.293 33.966 6.214 33.995 8.23 C 34.062 13.971 33.135 15.365 32.848 15.658 Z M 17.302 27.955 C 17.03 26.957 16.522 25.095 16.596 20.996 C 16.669 17.146 17.044 16.076 17.162 15.731 C 17.184 15.658 17.214 15.585 17.236 15.504 C 17.368 15.152 17.449 14.8 17.471 14.47 C 17.493 14.147 17.39 13.737 17.228 13.444 C 17.206 13.407 17.184 13.378 17.162 13.341 L 17.155 13.326 C 17.081 13.224 17.008 13.121 16.86 12.952 C 16.824 12.908 16.743 12.828 3.698 0.538 C 3.125 -0.004 2.278 -0.144 1.543 0.172 C 0.866 0.465 0.439 1.074 0.41 1.778 C 0.358 2.21 0.049 5.041 0.005 8.193 C -0.061 12.996 0.52 15.951 1.793 17.234 C 4.316 19.786 6.568 21.839 7.267 22.47 L 7.171 22.572 C 6.825 22.932 6.369 23.511 6.369 24.428 L 6.369 36.211 C 6.369 36.922 6.788 37.545 7.465 37.831 C 7.715 37.941 7.973 37.993 8.23 37.993 C 8.709 37.993 9.172 37.817 9.533 37.479 L 16.912 30.499 C 17.044 30.382 17.133 30.25 17.184 30.184 C 17.221 30.132 17.25 30.081 17.272 30.044 C 17.346 29.92 17.442 29.722 17.486 29.472 C 17.581 28.974 17.478 28.6 17.434 28.446 C 17.398 28.284 17.353 28.13 17.302 27.955 Z M 3.389 15.658 C 3.102 15.365 2.168 13.979 2.249 8.237 C 2.278 6.221 2.426 4.3 2.529 3.134 C 2.551 2.907 2.823 2.797 2.992 2.958 C 7.245 6.962 14.006 13.334 15.087 14.36 C 15.161 14.433 15.19 14.543 15.161 14.646 C 15.154 14.675 15.139 14.712 15.124 14.749 C 15.109 14.785 15.087 14.851 15.065 14.947 C 15.058 14.961 15.058 14.976 15.051 14.991 C 14.867 15.519 14.44 16.75 14.359 20.952 C 14.322 22.763 14.396 24.178 14.521 25.293 C 14.55 25.542 14.249 25.696 14.057 25.527 C 13.071 24.64 11.659 23.379 10.452 22.301 L 9.621 21.553 L 8.988 20.989 C 8.871 20.893 6.325 18.62 3.389 15.658 Z M 9.077 34.81 C 8.9 34.979 8.606 34.854 8.606 34.612 L 8.606 24.42 C 8.606 24.34 8.606 24.296 8.782 24.112 C 8.79 24.105 8.797 24.098 8.797 24.09 L 8.929 23.951 L 13.476 28.028 L 13.792 28.314 L 13.851 28.365 C 13.866 28.38 13.881 28.394 13.895 28.402 C 13.932 28.438 13.976 28.475 14.013 28.512 C 14.035 28.534 14.057 28.548 14.072 28.57 C 14.109 28.607 14.153 28.644 14.19 28.68 C 14.212 28.695 14.227 28.717 14.249 28.732 C 14.293 28.776 14.337 28.812 14.381 28.856 L 14.41 28.886 C 14.462 28.937 14.513 28.981 14.558 29.025 L 14.587 29.054 C 14.624 29.091 14.661 29.12 14.69 29.157 L 14.727 29.194 C 14.756 29.223 14.793 29.26 14.815 29.289 L 14.837 29.311 L 14.852 29.326 Z" fill="rgb(0, 0, 0)" height="38px" id="bH388uk2E" transform="translate(1 1)" width="118.00000395534607px"/></svg>)