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What is a Shared Workspace and How to Use Them?
05 Feb 2025
In 2023, around 3.1 million people globally were using shared workspaces according to data from Northone. And with companies like WeWork, Regus and HQ Global Workspaces continuing to build a network of coworking spaces, even more companies have been able to push for more remote work and reduce their real estate investments.
And since more companies have adopted hybrid work models and sought non-financial benefits to provide employees with, shared workspaces have grown in popularity.
According to recent data:
- 7,538 spaces existed in the U.S. alone by Q3 2024 (a 7% increase from Q2)
- Globally, the market is projected to grow at a compound annual growth rate (CAGR) of 15.7% from 2024 to 2030, which is a marked increase from previous years
They’ve also become popular as remote workforces have sought to create a better sense of community despite less face time with each other. But shared workspaces can be within your own office as well. Knowing some companies cannot put their entire workforce remote, utilizing shared workspaces in-house can also help reduce real-estate costs, give employees more flexibility, and foster higher collaboration.
What is a Shared Workspace?
Visually, there is no perfect definition to look to. But in concept, a shared workspace is any office environment where multiple employees from the same organization can share desks, meeting rooms, workstations, huddle rooms, etc. Essentially, this is a space (big or small) that provides communal workspaces to offer flexibility for employees to work where they need depending on their requirements for the day.
A shared workspace does not utilize individual assigned desks. In fact, depending on the design of a shared workspace, you may hear it called “collaborative workspace” or “hot desking”.

How Do Shared Workspaces Work?
Shared workspaces thrive because of clearly implemented guidelines and workspace and resource management technology. A shared workspace is one in which employees can choose any available desk or workspace. Workspaces can be chosen when arriving in the office, or if the office is set up with a hot desking management system, the ability to book in advance. Some companies will opt for a workspace booking solution that allows employees to book near other employees as well to ensure teams can collectively meet as needed.
Key points about shared workspaces
- Flexible options: Employees handle different tasks each day, and some may require quiet focus, while others collaborate. Shared workspaces give employees both the variety and flexibility they need to choose and use the workspace that best fits their priorities for the day.
- Cost-effective: Instead of spending money on a large office space, shared workspaces can help reduce office space requirements. This is especially true for companies with a hybrid or flexible working model who use hot desking.
- Encourage collaboration: Shared workspaces invite employees to interact, fostering collaboration and shared ideas. This unique benefit applies among teams and departments, offering employers a unique opportunity to drive even more innovation.
What is the Difference Between a Shared Workspace and Office Sharing?
Office sharing is where multiple companies or individuals share an entire space, most often renting the space out from another larger company. While office sharing can offer shared workspaces, conceptually, that is the key difference.
There are also different kinds of shared workspaces. Primarily, you’ll see the following three types:
- Hot desking: Employees can choose any available desk when they arrive (or if a company uses Add-On Product’s workspace booking solution, in advance from their Outlook app and mobile device).
- Dedicated desk sharing: A set of desks are dedicated to a grouping of employees, usually a set of teams, who rotate usage throughout the week as needed.
- Coworking space: This is a space that is often rented out where people from various companies can use desks and amenities (Wi-Fi, break room, chairs, outlets, etc.) within the same room or area. Some coworking spaces offer rentable rooms with closed doors, while others provide desks spaced in an area to provide one-person workspaces.

Employees and Employers Benefit from Shared Workspaces
There are positives for both employees and employers with shared workspaces, and there are benefits that are win-wins for each group.
- Foster greater collaboration so employees feel more involved and valued while the company benefits from the innovation and creativity of the results.
- Increased networking opportunities create more chances for employees to grow and thrive within a company while also helping the company retain high-value talent and reduce turnover.
- Enhance creativity and output by giving employees the spaces and flexibility they want and need to thrive, which in turns generates higher productivity and better results for the company.
Three Tools to Make Shared Workspaces Work for Your Company
When considering a shared workspace, we recommend the following three technology tools to help ensure it’s easy for employees to find a workspace, and easy for the company to keep track and adjust to evolving workspace needs.
- Workspace analytics tool to keep track of what workspaces are being used, how often, by whom, and when more or less may be required.
- Booking solution that integrates with existing communication technologies to make it easy for employees to find, book and manage spaces without added administrative burden, and while on-the-go.
- Desk and meeting room signage that provide interactive features to help identify if a workspace is open or closed, and allow employees to book right then and there.
Want to learn more about the potential value in hot desking? Read Next: The Five Benefits of Hot Desking
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Add-On Products
Roms Hule 8
DK7100 Vejle, Denmark
Phone: +45 7944 7000
Mail: info@add-on.com
CVR: 25171144
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Information
Add-On Products
Roms Hule 8
DK7100 Vejle, Denmark
Phone: +45 7944 7000
Mail: info@add-on.com
CVR: 25171144