Describe the shared work first
Begin with the activities the space must support, rather than one person’s preferred arrangement. List the tasks that happen regularly and any equipment that stays at the desk. A shared area used for short computer sessions has different planning questions from a surface used for long document reviews or repeated calls.
Write down what is shared and what arrives with each user. A screen, keyboard or other item may remain in place while a laptop or papers change. Keeping that distinction visible helps explain why the workstation needs a reset routine. It also avoids treating an empty-desk photograph as a complete description of ordinary use.
Identify the adjustments people need to understand
Make a simple list of adjustable components and point to the relevant manufacturer’s instructions. Record where those instructions can be found and which controls are intended for ordinary adjustment. Do not change unfamiliar mechanisms or record settings as universal targets. A useful note explains how to identify the question, not how to force every user into the same position.
HSE’s UK assessment guidance considers the workstation, the job and individual requirements together. OSHA’s evaluation checklist also reviews components in relation to one another. Use that broad approach when preparing questions for the person responsible for the workspace. A shared brief is supporting information, not a completed professional or legal assessment.
Keep personal information out of the handover
Describe the space and the task without adding medical histories, private performance comments or sensitive personal details to a shared note. Where individual requirements need discussion, use the appropriate private process with the responsible people. A general workspace document should not become an informal record about a colleague’s health or circumstances.
For an illustrative handover, you might note that the display and keyboard remain, the laptop is removed after use and the document holder needs a place when paper work is planned. Add a question about a missing instruction or an equipment change. These details help the next conversation without claiming that the setup is suitable for everyone.
Review the brief when something changes
Check the note after new equipment, a different task or a change in shared use. Keep its date and identify who will resolve an open practical question. CCOHS discusses how space requirements depend on work and surrounding conditions, so the record should describe the current situation rather than a layout that once seemed convenient.
Use the room sketch and equipment list alongside the brief. If an arrangement affects access, comfort or other requirements, involve the appropriate responsible person or professional. Werkplaces provides planning guides and an area calculator; it does not assess individual needs or certify a shared workstation simply because a checklist has been filled in.