The global health crisis prompted a significant shift in how people work, making remote work a common practice. As offices transitioned to remote operations, the concept of distance work and employee flexibility became essential.

Today, new hybrid work models are emerging, where traditional office spaces are no longer the central work environment. Employees are no longer tied to fixed locations, and flexibility in working arrangements has gained prominence.

This article explores two key aspects of these new models: desk sharing and smart working, providing an in-depth understanding of these practices and how they are reshaping the work environment in Italy and beyond.

Desk Sharing: Optimizing Office Spaces

Desk sharing involves optimizing office spaces by allowing employees to share desks rather than having assigned spaces. This practice combines the flexibility of remote work with the benefits of in-person collaboration. Desk sharing is often associated with co-working spaces, where professionals from various companies can interact and share resources, both physical and intellectual.

These shared workspaces foster a collaborative environment, offering amenities like shared desks, meeting areas, phone booths, and relaxation zones. Co-working spaces are becoming increasingly popular, both within companies and in external locations specifically designed to encourage professional collaboration.

For businesses, desk sharing offers several advantages: reducing the need for large office spaces, promoting socialization among workers, and supporting adaptability in work arrangements. Employees benefit from the flexibility of shared spaces, where they can engage with colleagues and brainstorm ideas while working in an environment designed for both productivity and comfort.

Understanding Smart Working

Smart working, also known as remote or agile work, allows employees to work outside the traditional office environment. This practice grants employees the freedom to choose where and when they work, as long as they meet the required working hours.

Smart working relies heavily on technology, enabling workers to stay connected to their tasks and teams from any location. This model offers greater autonomy and helps employees achieve a better work-life balance by eliminating the need to commute or be physically present in an office.

The Role of Technology in Remote Work

The successful implementation of desk sharing and smart working requires advancements in technology. To support these work models, both hardware and software have been simplified, allowing employees to work effectively without relying heavily on in-office IT support.

User-friendly, smart technologies enable workers to perform tasks remotely and collaborate seamlessly. Remote IT assistance is still available, but the goal is to streamline processes and minimize the need for constant technical intervention. This shift has made working from various locations more feasible and efficient for many employees.

Employee Training for Effective Remote Work

One concern that arises with remote and hybrid work is the lack of proper training on how to use the tools and technologies that enable these models. For instance, desk sharing, or working from home, may present challenges related to ergonomics. Without access to ergonomic desks or office comforts, employees may experience discomfort or health issues.

Training is crucial to ensure that employees adopt healthy work habits, especially regarding posture, taking breaks, and managing their work-life boundaries. Remote work, if not managed well, can blur the lines between work and personal time, potentially leading to burnout.

Burnout is a risk for remote workers when they feel they must always be available, working beyond regular hours. In a traditional office, breaks are often more structured, and employees have natural interactions with colleagues that help them maintain boundaries. However, in remote work settings, it’s easy to lose track of time and overwork. Therefore, companies must focus on output and task completion rather than the time spent working.

Another important aspect of employee training is ensuring compliance with health and safety regulations, managing risks associated with remote work, and fostering collaboration among remote teams.

Conclusion: The Future of Work

Smart working has become the norm in many organizations. Research indicates that approximately 7% of employees in Italy now work remotely, a figure that has grown by 40% over the last two years since the pandemic.

This flexibility has provided new opportunities for both employees and companies, allowing businesses to reduce costs associated with maintaining office spaces. Moreover, this shift supports employee well-being, which can lead to increased job satisfaction, creativity, and productivity.

However, for these new work models to be effective, businesses must consider several factors:

- Employees' needs: Can they work remotely? Do they have the necessary tools and know how to use them?

- Redesigning office spaces: Offices should be restructured to support flexible work arrangements without hindering productivity.

- Smart working plans: A clear strategy must be in place to ensure that employees who thrive in remote work environments can continue to do so.

- Employee training: Ensuring that employees can work effectively in a healthy, productive environment equipped with the right tools is essential.

By addressing these elements, businesses can successfully implement desk sharing and smart working, paving the way for a more flexible and balanced future of work.