Introducing openDesk – the Open Workplace Built from Open-Source Tools

openDesk is a lovely example of how well open source works together today. The suite combines several proven programs into one shared digital workplace – with files, email, chat, video calls and project planning. It was developed for public administration, but the idea behind it is exciting for everyone.

What's inside openDesk?

openDesk isn't completely new software, but a carefully coordinated collection of well-known open-source projects:

Behind it is the German Centre for Digital Sovereignty of Public Administration (ZenDiS). It makes sure the building blocks fit together well, are securely configured and are updated regularly.

Why this is good news

• Proven programs: Every building block has a big community and many years of development behind it.
• Unified interface: Instead of many separate programs, there's one shared entry point.
• Open code: The source code is public, and anyone can look at how everything works.
• Setting an example: When large organisations rely on a workplace like this, trust in open source grows overall.

And what does a small business get out of it?

Even though openDesk is meant for public authorities, the individual building blocks are open to everyone. For a small office, law firm or practice, a lean combination is often enough:

• Nextcloud for files, calendar and contacts
• Collabora or ONLYOFFICE for office documents
• Element for chat and video calls
• Vaultwarden for passwords

That way you get the same benefits – just sized to your team. You'll find more ideas under Alternatives.

An honest look

An open workplace feels different from familiar programs in places. There are small differences in how things work, and not every special feature has an immediate equivalent. But for the vast majority of everyday tasks – sharing files, editing documents, chatting, planning meetings – it works really well.

The building blocks in brief

• Nextcloud: Files, sharing and collaboration – the heart of many open workplaces.
• Collabora Online: Brings LibreOffice to the browser so several people can work on documents at the same time.
• Open-Xchange: Email, calendar and contacts in one web interface.
• Element: Chat based on the open Matrix standard, end-to-end encrypted.
• Jitsi: Video conferences right in the browser, with no installation needed for guests.
• OpenProject: Plan projects, tasks and timelines clearly.
• XWiki: A wiki for collecting knowledge and how-tos.
• Keycloak: Makes sure everyone can sign in everywhere with a single login.

Each of these projects has its own active community and is developed independently. openDesk makes sure they fit together well.

An example for a small office

A tax adviser with four employees wants to try an open workplace. She starts with Nextcloud for client folders and Collabora for documents. After a few weeks, Element is added for internal coordination, and later a shared login. The specialist accounting software stays as it is. After three months, everyday work around the specialist software is open, clear and in one place.

How to get started

1. Think about which features you need day to day
2. Start with a small test group
3. Work in parallel for a few weeks
4. Decide together how to continue

If you'd like to be shown around at a relaxed pace, have a look at my workshops.

Conclusion

openDesk shows how well open-source programs can work together. For small businesses, that means: the building blocks are mature and ready – you can start small and grow at your own pace.

If you'd like to give it a try, I'm happy to help – just drop me a line.