The Flex Desk Setup Checklist: 10 Essentials for IT-Friendly Workspaces

4. Desk booking display or status light

According to Microsoft’s 2025 Work Trend Index, nearly half of employees (48%) and more than half of leaders (52%) say their work feels chaotic and fragmented. In spaces with multiple flex desks, a desk booking display or status light can bring clarity by showing whether a desk is booked or available – helping avoid awkward interactions and adding structure to shared workspaces.

To further simplify the experience, tools like Logitech Desk Booking enable smoother collaboration and improved productivity. Employees can reserve a desk in advance and gain visibility into desk-specific equipment, accessibility features, and colleagues with nearby bookings.

5. Additional power source

Having an extra power outlet near the desk is a quiet hero. It accommodates items like laptops with proprietary chargers or personal devices such as a mini fan, and saves users from crawling under desks or fighting over wall sockets.

6. Dual monitors

One monitor is fine. Two? That’s power-user territory. Whether it’s comparing spreadsheets, dragging team chats to the side, or just enjoying some digital breathing room, dual displays make a huge difference – and reduce the temptation to hunch over a laptop screen all day.

7. QR code for quick help

Instead of users guessing what to do when something goes wrong, give them a clear, easy out. A QR code on the desk with a friendly label like “Need help? Start here.” can save users time and reduce requests for IT support. Bonus points if the landing page is mobile-friendly and clearly branded so users know they’re in the right place.

8. A comfortable, adjustable chair

This one’s simple: if the chair’s not comfortable, the desk won’t be used. According to the World Health Organization, low back pain is the single leading cause of disability in 160 countries. To accommodate users of various heights, make sure every desk has a fully adjustable ergonomic chair with decent lumbar support. It’s one of the easiest ways to boost satisfaction and reduce complaints.

9. Sanitizing wipes

A clean desk is a shared desk. A small, visible container of sanitizing wipes encourages users to tidy up before and after use, keeping the setup fresh and germ-free.

10. Friendly reminder signage on set up and clean up

Even the best setup needs a little human help. A small, well-placed reminder to log out, clean up, and leave the desk ready for the next person goes a long way. 

When done well, these signs add personality and help build a culture of shared ownership in the workspace.

*Bonus* 11. Sustainable solutions for long-term impact

Committing to sustainable practices benefits both businesses and the planet. Yet, a recent Deloitte survey revealed 63% of global respondents said they do not think their employers are doing enough to address climate change and sustainability – a clear opportunity for action.

Make it a win-win by selecting products with built-in features like power-saving modes to reduce energy consumption and software updates that extend the hardware life. Even small changes – such as choosing devices made with recycled materials, clean manufacturing, and low-impact packaging – can add up to big results that improve employee sentiment and put company values in action. For example, 3 in 4 Logitech products are made with Next Life Plastics (post-consumer recycled plastics), eliminating more than 25,000 equivalent tons of CO2 (tCO2e) in a single year.

The Ultimate Flex

With the right tools in place, users can sit down and get to work without hesitation, while IT avoids unnecessary troubleshooting that drains time and resources. A thoughtfully designed flex setup delivers a seamless, secure, and satisfying experience – transforming from “just another desk” into spaces people are eager to use. It’s all about removing friction, adding functionality, and making every desk approachable. 

With this checklist in hand, you're not just equipping workstations, you’re designing more successful experiences.