This article gives guidance on using shared desks. It also explains what to do in case of fault or missing equipment.

Overview

Bookable shared desks are spaces that anyone can use. You can reserve or book them through Outlook or Teams.

Instructions on booking shared desks can be found in the knowledge base article "How to book standard meeting rooms or shared desks using Room Finder".

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Shared offices and desks etiquette

Please remember that the office and desk spaces you are using might contain a mixture of staff from other areas of the University.

Please be mindful of how you use the space and the types of meetings in person or online you might be having.

If you need to discuss something in confidence or something of a sensitive nature, please find a more suitable location for your meeting.

Equipment

Each space has been set up with the required equipment to ensure that space is usable. Most areas will be provided with:

• Screen
• Mouse
• Keyboard
• Docking station - a docking station is a device that allows you to connect your laptop or desktop to peripherals, such as an external monitor, keyboard, or mouse.

You will need to just connect your laptop. Some areas maybe be set up with desktop computers.  

It is important that you do not unplug or move any of the equipment in these areas as it will cause disruption to other people using the space.

What to do before leaving your desk

When you have finished using the space please:

• Tidy up after yourself
• Leave a clean workspace for the next person.

Please also ensure that you do not leave any personal belongings behind such as USB memory sticks / disk drives, headphones, badges, or your mobile.

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Connecting a monitor to Windows or Apple laptops

If you need guidance on connecting one or more monitors to a laptop, please read the following articles:

• Connecting to the shared desk docking screens
• How to use multiple monitors in Windows (external source)
• Connect one or more external displays with your Mac (external source)

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Faults and missing equipment or cables

Checklist

If there is a fault with the equipment in the space that you are using, please check any of the following options:

• Blank screen: If the screen remains blank try the power button under the front of the screen, either in the centre or to the right. The screen will automatically go into a power saving state. There is no need to switch the screen off, though we know that some people do this. 
• Cable connections: try checking any cables ensuring that they are securely connected
• Network cables: check they are connected to the wall or floor sockets where appropriate
• Power cables: check that any power cables are not only plugged in but also switched on at the power socket.

Please do not swap or take equipment from other functioning desks. Moving desk equipment is not allowed.  

Reporting a fault or missing equipment

If something is not working, please contact ServiceLine.

ServiceLine will try to assist you remotely or, if required, send out a technician to investigate.

When calling or reporting a fault to ServiceLine please have or include the following information:

• The location: each desk will be uniquely labelled with the building number, room number, and desk number. The information printed will be similar to the booking in your Outlook calendar for the space.
• The asset or serial number of the device you are using
• A description of the fault, missing equipment or issue you are having
• A description of anything you have tried to resolve the issue
• If you are able to work elsewhere or differently

What to do if you cannot use the desk

If you cannot use the desk you booked, please cancel your booking and book a free desk if possible.

If there is no another space free in the area, please change shared space or office.

Please do not swap or take equipment from other functioning desks - this action can create other disruptions.

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Best practices and tips

• Booking a shared desk for a specific time, your status will automatically appear as “Busy” for the whole duration of your booking. You can change it whenever you want. By booking the desk and selecting “All day”, your status defaults to “Free”.
• Title your shared desk booking with your name

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Getting IT help

iSolutions is ready to help you if you need IT support, please:

• Email ServiceLine
• Call ServiceLine, if you have urgent questions
• Access in-person support at the Tech Hubs in the Hartley Library (on Highfield campus) or in the Sir James Matthews Building.

Find the opening times and all information on the web page “ServiceLine - The IT Service Desk”.

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Related content

How to book standard meeting rooms or shared desks using Room Finder

Shared desks - How to see where your team and colleagues are sitting

Connecting to the shared desk docking screens

How to book a Hybrid Meeting room

How to set up a shared office in Outlook