The vision of a dynamic, efficient, and optimized office space is highly appealing to organizations everywhere. Companies see the potential to slash real estate costs, reduce energy consumption, and foster more collaborative environments. But for many, that vision runs headfirst into a very human reality: the attachment employees have to "their" assigned desk.

At Occuspace, our data reveals the true utilization of your office environment, often uncovering significant underutilized space. This insight is key to unlocking massive ROI, from reducing your physical footprint to optimizing HVAC and cleaning schedules. However, realizing this ROI often hinges on a critical, yet challenging, step: transitioning from a static, headcount-based desk assignment to a dynamic, utilization-driven shared seating model.

The transition away from assigned seating to shared seating can often be the hardest step in an organization’s effort to be more efficient with their office space. At Occuspace, we’ve been able to see how our 100+ clients are successfully navigating this shift by offering compelling programs that benefit both the business and the individual. Let's explore some of the most effective strategies our clients are using to sweeten the deal and get employees enthusiastically on board.

Why the Resistance?

It's natural for people to feel a sense of loss when giving up an assigned desk. People value familiarity, personal space, and the perception of control. Addressing these underlying concerns with tangible benefits, rather than just mandates, is crucial for success.

Powerful Incentive Programs to Consider:

1. The "Stay Remote" Option: Linking Flexibility to Shared Space

This is a powerful, often unspoken, incentive that frames the choice clearly. Some of our clients are successfully implementing a "carrot and stick" approach that links workplace presence with desk assignment. The incentive is the continued flexibility to work hybrid or primarily remote. The "deal" is clear: if you truly need a dedicated, assigned desk (e.g., for specific equipment, high in-office presence), then your team must demonstrate a high utilization rate (e.g., 85%+ peak utilization, 4+ days in-office per week). However, if you prefer the flexibility of hybrid work, the expectation is that you will embrace shared seating.

Why it works:

• Empowers Choice: Employees choose their preferred work style and associated desk arrangement.
• Addresses Core Need: For many, continued remote/hybrid flexibility is more valuable than an assigned desk.
• Drives Behavior Naturally: It creates a logical consequence that aligns with office optimization goals.
• Data-Driven: This strategy relies heavily on accurate utilization data (like Occuspace's) to validate in-office presence and peak usage.

Implementation Tips:

• Clearly define the thresholds for assigned vs. shared desks (e.g., minimum days in office, utilization percentage).
• Communicate this policy transparently and consistently.
• Provide the necessary technology and support for seamless hybrid work (e.g., good video conferencing, reservation systems).

2. The Departmental Bonus: Sharing the Savings, Directly

This innovative approach ties individual employee incentives directly to the organizational savings achieved. Instead of a blanket bonus, some organizations offer a one-time financial bonus to all employees within a department that successfully transitions to shared seating. The bonus amount isn't arbitrary; it's calculated based on a portion of the actual cost-per-square-foot savings realized by the organization as a direct result of that department's space reduction.

Why it works:

• Direct Link to ROI: Employees clearly see how their adaptation contributes to tangible savings, and they directly benefit from it.
• Team Buy-In: Fosters collective responsibility and peer encouragement. It's not just "my" desk, it's "our" department's success.
• Transparency: Clearly demonstrates the value of the space optimization initiative.

Implementation Tips:

• Clearly communicate the calculation methodology (e.g., "For every X square foot saved, Y dollars will be distributed").
• Define the measurement period for savings (e.g., after 6 months of successful shared seating).
• Ensure the bonus is meaningful enough to motivate the collective.

3. Departmental Budget Boost: Reinvesting in Team Success

Another compelling strategy is to allocate a portion of the cost savings directly back to the department that successfully embraces shared seating, but as an enhanced operating budget rather than individual bonuses. This could mean additional funds for team development, new technology, social events, training, or even a departmental "wish list" of amenities.

Why it works:

• Empowerment: Gives departments autonomy to decide how to best utilize the newfound resources.
• Collective Benefit: Improves the working environment or capabilities for the entire team.
• Long-Term Impact: The benefits can extend beyond a one-time bonus, creating lasting improvements.

Implementation Tips:

• Work with department heads to identify potential uses for the additional budget.
• Publicize the departmental budget increases and their positive impact.
• Tie the budget allocation to clear metrics of shared seating adoption and space efficiency.

4. The Furniture Refresh: Elevating the Shared Experience

Sometimes, the best incentive is a simple upgrade to the work environment itself. Companies commit to providing brand-new, high-quality, and ergonomically superior furniture throughout the newly configured shared spaces. This could include modern ergonomic chairs, adjustable standing desks, collaborative pods, quiet focus booths, and comfortable lounge areas.

Why it works:

• Addresses Comfort & Quality Concerns: Directly counters fears that shared spaces will be less comfortable or efficient.
• Demonstrates Investment: Shows employees that the organization is committed to their well-being and productivity in the new model.
• Enhances the 'New' Experience: Makes the shared office space genuinely more appealing and modern than the old assigned setup.

Implementation Tips:

• Involve employees in the selection process where possible (e.g., surveys on preferred chair types).
• Showcase renderings or pilot areas with the new furniture to build excitement.
• Emphasize the health and productivity benefits of the new setup.

Conclusion

Transitioning to shared seating is a significant change, but it's the key change to unlock office space optimization and massive ROI. The right incentive program can transform potential resistance into enthusiastic buy-in. By strategically offering benefits - whether financial, operational, environmental, or related to work flexibility - organizations can align employee needs with business objectives, unlocking the full potential of their office space.

‍