Resources/ FAQs

A shared space model is where staff can flexibly access a variety of workspaces at their workplace based on their individual or team needs in a given day. In a shared space model, desks or offices are not assigned to an individual and instead teams share a broader variety of types of spaces that can be equitably accessed across units when they are on site. This includes being able to access individual desks, collaboration spaces, meeting spaces, quiet spaces, and informal gathering spaces to meet, connect, or socialize with colleagues.

By providing different types of updated and reconfigured workspaces (e.g., meeting and collaboration spaces, quiet spaces, individual desks, informal gathering spaces) and amenity spaces and making them more equitably available, different types of work are better supported within the same workplace. The move to shared space allows teams to connect on site in ways they may not have envisioned in the past.

To ensure that the transition to shared space respects the needs of all units involved, a set of Guidelines for Shared Space outlines what is expected of teams and individuals. They address topics such as booking and checking in/out of individual workspaces, managing noise, maintaining cleanliness, handling workspace furniture/equipment, accessing technical support, and leaving workspaces clear of personal belongings and paper files. The Guidelines for Shared Space can be found in the Hybrid Work – Sharing Space MedNet resource site for units already using shared workspaces.

A separate set of guidelines for team, individual, and site-specific storage can be found on the same MedNet site. 

You can find information on training, booking, and checking in with the Condeco booking tool on MedNet: https://mednet.med.ubc.ca/resources/facilities/hybrid-work-sharing-space/book-a-shared-workspace/

You can find information on personal and team storage on MedNet: https://med-fom-mednet.sites.olt.ubc.ca/resources/facilities/hybrid-work-sharing-space/storage-in-shared-space/

You can find information on ergonomics on MedNet: https://med-fom-mednet.sites.olt.ubc.ca/resources/facilities/hybrid-work-sharing-space/ergonomics-in-shared-workspaces/

You can find information on technology, tools, and training on MedNet: https://med-fom-mednet.sites.olt.ubc.ca/?page_id=15972

You can find information on safety and security on MedNet: https://med-fom-mednet.sites.olt.ubc.ca/resources/facilities/hybrid-work-sharing-space/safety-security-in-shared-space/

Everyone using shared workspaces is expected to leave them clean and clear after each booking. Each person is responsible for removing all garbage/recycling, dishes, personal items, paper files/Post-It notes, and equipment even if they intend to use the same workspace the next day and/or for repeated bookings. Adhering to this clean desk policy ensures each workspace is ready for the next person to use.

Staff are encouraged to use digital files instead of printed hard copies whenever possible. Units must comply with UBC Records Management Office policies and procedures, including for paper records security. To ensure information security, printed documents or Post-It notes containing confidential or sensitive information must not be left on desks, walls, or in meeting rooms. All printed materials must be safely stored or disposed of at the end of the workday.