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Desk sharing ratio
The desk sharing ratio describes the relationship between available desks and employees, for example 0.7 for seven desks per ten people.
In short
The desk sharing ratio describes the relationship between available desks and the number of employees at a location. A ratio of 0.7 means seven desks for ten people. It is the central planning figure in space planning and should be based on measured attendance rather than estimates.
How the ratio is calculated
The formula is simple: available desks divided by the number of employees at the site. The difficult part is setting the target, because it has to cover peak load, not the average. A site with 50 per cent average attendance but 80 per cent on Tuesdays needs a ratio close to 0.8 – otherwise shortages appear exactly on the days teams want to meet.
Why measured data makes the difference
In projects the ratio is often derived from a survey: how often do you plan to be in the office? Answers typically exceed real attendance. Booking and check-in data from a running system provides reliable values instead – in particular the distinction between booked and actually used desks.
A pragmatic approach: start with a conservative ratio, measure for six to twelve months, then adjust per location. The same data later justifies decisions on space, cleaning intervals and office days.
From the definition to your own offices
Terminology is where an evaluation starts, not where it ends. Thirty minutes with the product open turns the concept into your floor plan.