Introduction

In a constantly evolving and increasingly interconnected work environment, companies are seeking innovative ways to boost productivity, enhance employee satisfaction, and remain flexible in the face of change. Activity Based Working (ABW) has emerged as a forward-thinking work model that allows employees to choose their work location and environment based on the tasks at hand. However, ABW goes beyond merely redesigning office spaces; it requires a profound transformation of corporate culture, the implementation of modern technologies, and a clear, long-term strategy.

This article explores practical experiences in implementing ABW, identifies common challenges, and offers solutions to help companies successfully integrate and continuously optimize ABW.

1. Preparation and Planning: The Key to Success

A successful introduction of ABW begins with careful preparation and planning. It is crucial to conduct a thorough analysis of organizational needs before making spatial changes. Understanding the specific tasks, workflows, and requirements of various teams and departments is essential. Companies need to determine which tasks are performed daily, whether there is a high demand for focused individual work, creative teamwork, or informal exchange, and which work environments best support these activities. It’s also important to consider departments with special requirements, such as those needing confidentiality or specific technical infrastructure.

These questions can be answered through workshops, interviews, and surveys. Close collaboration with employees helps to create a comprehensive picture of the requirements. This information is vital to ensure that the new work environment is effectively designed and promotes productivity.

Actively involving employees in the change process is another key factor for the success of ABW. Employees should be involved from the beginning to address their concerns and leverage their valuable insights. Information sessions and workshops can explain the concept of ABW and answer questions. Employee surveys and focus groups can gather feedback and understand preferences. Pilot projects with small teams provide the opportunity to try out the new work model and share experiences.

Studies by the Center for People and Buildings have shown that involving employees increases acceptance and eases the transition. Employees who feel heard and valued are more open to change and actively contribute to success.

2. Spatial Design and Technology Solutions

A central element of ABW is the creation of work areas that support a variety of work modes. A well-thought-out spatial concept not only enhances efficiency but also promotes employee well-being. For example, quiet zones should be established to provide shielded areas for focused work, free from distractions and noise. Collaboration spaces equipped with whiteboards, interactive displays, and flexible furniture foster teamwork and idea exchange. Creative areas with inspiring design stimulate creativity and innovation, while lounge areas offer comfortable zones for informal meetings and social interaction.

The company Kinnarps emphasizes that the physical environment significantly influences how employees work and interact. A flexible spatial model allows for quick adaptation to changing needs and continuous optimization of the work environment. A carefully designed environment that meets the individual and collective needs of employees is crucial for the success of ABW.

Technology is the enabler that makes ABW possible. Without appropriate technical infrastructure, the flexibility of the model cannot be realized. Important technology solutions include:

• Room booking systems: Enable efficient planning and use of meeting and workspaces.
• Mobile apps for workplace search and reservation: Support desk sharing and help quickly find and reserve available workstations.
• Collaboration platforms: Tools like Microsoft Teams, Slack, or Asana enable seamless collaboration, communication, and project management.
• Cloud-based services: Provide secure access to data and applications from anywhere.

According to OfficeSpace Software, integrating such technologies can increase productivity and employee satisfaction by offering flexibility and access to all necessary resources.

3. Cultural Adjustments and Leadership in Change

Implementing ABW also requires an adjustment of the leadership culture. Traditional hierarchical models must be reconsidered in favor of trust and result orientation. Leaders should build trust and give employees the autonomy to organize their work. Instead of controlling daily presence in the office, they should focus on goals and outcomes. Open and transparent communication is essential to keep employees informed and involved.

Veldhoen + Company, pioneers of the ABW concept, emphasize that leaders have a role model function and must actively support the change to establish a culture of trust. A culture of trust and flexibility promotes employee responsibility and engagement. Clear expectations and transparent communication rules create an atmosphere where employees can thrive. Regular feedback sessions also promote open exchange and strengthen the sense of community.

A successful example of ABW implementation is Microsoft Netherlands. By redesigning their office with flexible work areas and adopting a comprehensive ABW concept, the company reportedly enhanced productivity and employee satisfaction while optimizing office space usage. This example demonstrates how a well-planned implementation of ABW can lead to measurable benefits.

4. Common Challenges and Solutions

Every change brings potential resistance, especially in established structures where employees may be skeptical about ABW. To counteract this resistance, companies should promote transparent communication, inform employees early, and involve them in the process. Concerns should be taken seriously, and open forums created where issues can be raised and addressed. Training can support employees in adapting to new ways of working.

In flexible work environments, it’s important that collaboration does not suffer. Clear communication channels should be defined to support effective teamwork. Regular team meetings help strengthen team cohesion, and shared goals ensure that all team members are working towards the same outcomes.

Managing workspaces and resources can be complex. Desk sharing strategies can be developed, and clear guidelines for the use of workstations established. Technical support through software solutions like Tribeloo or Condeco facilitates the booking and management of workspaces. By monitoring and adjusting, companies can oversee the use of spaces and adjust capacities accordingly.

5. Tips for Long-term Implementation and Continuous Improvement

An open feedback culture is crucial for continuous improvement. Regular surveys capture employee satisfaction and suggestions. Feedback sessions provide the opportunity to identify challenges early and find solutions. It’s important to implement adjustments to show that feedback is heard and translated into improvements.

The work environment should be regularly reviewed to ensure it meets current requirements. A needs analysis helps to check whether existing spaces and technologies are still appropriate. Companies should stay informed about new developments and technologies and be ready to make changes to optimize the work environment.

The long-term success of ABW depends on how well it increases employee satisfaction and productivity. High employee satisfaction leads to motivated and engaged staff. Productivity increases are fostered by efficient work processes and optimal work environments. Moreover, a modern work environment attracts talent and binds them to the company in the long term.

Conclusion

Activity Based Working offers companies the opportunity to adapt their way of working to the demands of the modern world. Through careful planning, involving employees, adjusting leadership culture, and employing supportive technologies, ABW can be successfully implemented. However, it requires continuous attention and willingness to adapt to be successful in the long term.

Experiences from practice show that ABW can not only increase productivity but also enhance employee satisfaction and engagement. Companies that proactively shape this change position themselves as attractive employers and are better equipped for future challenges.

Sources and Further Reading

• Center for People and Buildings: Research reports on work environments and employee satisfaction.
• Kinnarps: Studies and guides on workplace design.
• Veldhoen + Company: Consulting and expertise in Activity Based Working.
• OfficeSpace Software: Solutions and case studies supporting ABW.
• Microsoft Netherlands: Case studies on ABW implementation and achieved results.
• Tribeloo, Condeco: Software solutions for workspace and room booking.

Note: This article has been expanded and reviewed to provide a comprehensive and structured overview of Activity Based Working. All information has been carefully researched and checked for accuracy.

Bombardier Transportation GmbH, a global leader in rail technology, faced the challenge of making office space more efficient to meet the complex demands of its projects. Bombardier’s project structure is especially dynamic—often international, constantly changing, and requiring a high degree of spatial flexibility. In collaboration with ReCoTech, a comprehensive plan was developed that enabled Bombardier to accommodate 250 additional workstations within its existing space, without needing to expand through external rentals or containers. Beyond cost-efficient space adjustments, ReCoTech designed a sustainable solution that addresses staff needs while creating room for future growth. Find more details on our ReCoTech Bombardier case study page.

Initial Situation and Challenges

Bombardier already had around 2,500 workstations primarily used for engineering in various projects. The global reach and complexity of these projects required continuous adaptations in office space planning to keep pace with ongoing changes. The project aimed to maximize the capacity of existing spaces while creating flexible structures adaptable to both current and future project needs.

A key goal was to incorporate additional workstations within the existing office space, eliminating the need for costly external rental spaces and container maintenance. This presented several challenges for planning and administration teams. Available office space was already highly utilized, and the varied projects each had unique spatial requirements. This called for an agile approach to space planning, adapting dynamically to each project’s needs without disrupting overall operations. More about the starting point and goals can be found on the Bombardier case study page.

Solution Approach: Efficiency Through Precise Planning and Demand-Based Space Allocation

To create additional capacity and improve office space efficiency, ReCoTech followed a strategic, multi-phase approach. First, specific requirements for departments and projects were gathered through detailed interviews with managers. This helped identify which areas genuinely needed expansion and which could save space by reorganizing workstations. These requirements assessments and precise demand analysis laid the groundwork for subsequent planning.

Based on this needs analysis, ReCoTech conducted a thorough space potential assessment of all office areas. Existing spaces were restructured so that each project group and department received a specific space allocation tailored to its actual requirements. With a standardized workspace guideline of approximately 8 m² per workstation, ReCoTech was able to efficiently cover spatial needs while maintaining reserve capacity. For more details about this assessment and the steps involved, visit our Bombardier case study page.

To implement this restructuring, a flexible relocation chain was developed. This relocation plan was aligned with scheduled dates for external space leases, allowing Bombardier to seamlessly integrate the additional workstations in existing buildings and gradually eliminate external containers. Teams could move to their new locations without operational disruptions, as external spaces were vacated in phases.

Results: Cost Savings and a Future-Ready Spatial Concept

With the successful implementation of the project, external containers and rental spaces were removed, resulting in annual cost savings of approximately 450,000 euros. Bombardier benefited financially and gained a sustainable office layout that flexibly adapts to project requirements. The strategic reallocation of space and the introduction of an agile, process-optimized relocation plan now allow Bombardier to respond to future developments and changes in project landscapes without spatial bottlenecks.

In addition to the savings and increased efficiency, a process chain was developed that enables Bombardier to flexibly respond to fluctuating spatial needs. The successful redesign of office space illustrates how precise analysis and strategic space planning contribute to sustainable efficiency gains while enhancing the work environment. Details of the savings and new office layout at Bombardier can be found on our ReCoTech Bombardier case study page.

Conclusion: Sustainable Space Optimization as a Success Model

The collaboration between ReCoTech and Bombardier demonstrates how strategic space planning and targeted optimizations can sustainably improve both operational costs and flexibility. The successful implementation of the new office structure and annual savings of approximately 450,000 euros show that a tailored, demand-driven concept is key to efficient office use. Flexible space planning and agile workspace models also provide a solid foundation, equipping Bombardier for future changes in the global project landscape.

This case study serves as a model for other companies seeking to achieve cost savings and create a flexible, future-oriented workspace through sustainable, strategic space utilization. For more information and insights into this project, please visit our Bombardier case study page.

We are very pleased to welcome the Hasso Plattner Institute as a new partner at ReCoTech. As one of Germany’s leading institutions for IT systems engineering and digital engineering, the institute stands for innovation and excellence in research and teaching. The decision to use our space planning software underscores the institute’s commitment to creating transparency in current occupancy planning through state-of-the-art technologies.

By implementing our software, processes are accelerated and simplified, leading to significant workload reduction for the staff. Complex occupancy processes can be managed more efficiently, optimizing workflows and better utilizing resources. Our solution enables the Hasso Plattner Institute to focus on its core competencies while improving internal organization.

The Hasso Plattner Institute – Pioneer of Digital Innovation

Based in Potsdam, the Hasso Plattner Institute is internationally recognized for its outstanding contributions in the fields of computer science and digital engineering. The institute educates the next generation of IT experts and actively promotes digital transformation in business and society. Through practice-oriented teaching and innovative research, HPI sets new standards and drives technological developments forward.

ReCoTech – Your Partner for Intelligent Space Planning

As experts in space optimization and digital solutions, we are delighted to support the Hasso Plattner Institute in optimizing its occupancy planning. Our software is designed to accelerate processes and create high transparency. This enables our partners to utilize resources more efficiently and react flexibly to changing requirements.

Boosting Efficiency and Transparency Together

The collaboration with the Hasso Plattner Institute is a significant step for us. Together, we aim to increase efficiency in occupancy planning and develop innovative solutions that meet the high standards of a modern educational institution. We are convinced that our partnership will create sustainable added value—for the institute, its staff, and students.

Düsseldorf Utilities, in partnership with ReCoTech, embarked on a comprehensive project to optimize their office space. The aim of this collaboration was to harness the potential of existing spaces and establish modern work structures that meet today’s demands for flexibility and efficiency. By strategically eliminating vacancies and introducing new occupancy plans, numerous workstations from various buildings were centralized, creating space for innovative projects such as the “New Workspaces” pilot project. More information about this project and the results achieved can be found on our ReCoTech case study page for Düsseldorf Utilities.

Initial Situation and Challenges at Düsseldorf Utilities

Düsseldorf Utilities faced scattered vacancies across their various office buildings, leading to inefficient space usage and considerable costs. The project aimed to resolve these fragmented vacancies, centralize workstations in a single building, and create areas for the “New Workspaces” project. Düsseldorf Utilities sought to make these changes with minimal disruption to operations.

The project also introduced flexible occupancy plans that allow for modern workplace concepts suited to the needs of a dynamic organization. You can read a full description of the project steps and objectives on the ReCoTech page for the Düsseldorf Utilities case study.

Analysis and Development of a New Occupancy Plan

The first project phase included a thorough assessment of existing office spaces and their occupancy rates. With digital tools, all spaces were documented and analyzed, forming the basis for the new occupancy plan. Based on this analysis, ReCoTech created a tailored space standard: offices of 16 square meters were designated as two-person offices, and those of 21 square meters were set for three-person occupancy. This approach maximized existing space without requiring major renovations. You can read more about the planning and analysis phase on the ReCoTech case study page for Düsseldorf Utilities.

Supporting Measures for a Flexible Workplace

To support the new space structure, ReCoTech implemented various additional measures to enhance space efficiency and flexibility. A primary measure was the implementation of a “Clean Desk” policy: to optimize space, less frequently used work areas were occupied only when the entire team was present. Additionally, file storage in offices was reduced, freeing up space for desks and work areas.

These measures facilitated flexible workplace models and significantly contributed to the success of the “New Workspaces” pilot project. The Clean Desk strategy and the reduction of storage areas not only improved spatial efficiency but also promoted a tidy, organized work environment. A detailed overview of the supporting measures and their impact on Düsseldorf Utilities can also be found in our Düsseldorf Utilities case study.

Results: Savings and Released Space

The office space optimization yielded impressive results: approximately 1,000 square meters were freed up for internal projects and the “New Workspaces” pilot project, which promotes innovative workplace concepts and a creative, open work culture. The space reorganization also resulted in annual savings of around 110,000 euros, making the project a success both economically and structurally.

The measures implemented by ReCoTech for Düsseldorf Utilities demonstrate how systematic and future-oriented office space optimization can save both space and costs while fostering new workplace models and flexibility for employees. More about the results and financial benefits of this project can be found on our ReCoTech page for the Düsseldorf Utilities case study.

A Look into the Future: Efficient Office Space Usage as a Success Model

The successful measures at Düsseldorf Utilities show how modern space concepts and innovative workplace structures enable efficient use of resources. With targeted analysis and flexible occupancy strategies, space usage is minimized, and a work environment that meets modern requirements is created. The collaboration between ReCoTech and Düsseldorf Utilities exemplifies how sustainable space planning and modern workspace design create long-term value and help organizations prepare for future challenges.

Further details and insights can be found in our comprehensive Düsseldorf Utilities case study.

We are extremely pleased to welcome the City of Bayreuth as a new partner at ReCoTech. Bayreuth, a city full of cultural brilliance and economic dynamism, has decided to align its administrative structures towards the future. This decision underscores the city’s commitment to developing as a modern and sustainable municipality and to offering its citizens first-class services.

Our Partnership for a Modern Administration

As part of our collaboration, we will conduct a detailed analysis of the city’s existing office spaces to gain an in-depth understanding of current space utilization. Our goal is to identify hidden potentials for optimal space consolidation and to use them efficiently. By optimizing work environments, we aim not only to increase efficiency but also to enhance employee well-being.

In parallel, we are developing a forward-looking occupancy plan for a new administrative building. This plan will be tailored to the needs of the city administration and its employees. We rely on flexible space concepts and modern technologies to create a work environment that meets the demands of digital transformation. These steps lay the foundation for an innovative work environment in Bayreuth and ensure that the city’s resources are optimally utilized.

Bayreuth – Where Tradition Meets Innovation

The City of Bayreuth, picturesquely located in the heart of Upper Franconia, is world-renowned for the prestigious Richard Wagner Festival and a cultural landscape that radiates far beyond regional borders. In addition to its cultural heritage, Bayreuth is characterized by a high quality of life, a diverse educational offering, and a strong economic location. This makes the city extremely attractive for residents, businesses, and students alike.

The city administration shows great commitment to the further development of infrastructure and the continuous improvement of citizen services. Through innovative projects and sustainable initiatives, Bayreuth is working to position itself as a livable and modern city that harmoniously combines tradition and progress.

ReCoTech – Your Partner for Efficient and Sustainable Solutions

As an experienced company in the fields of space optimization and location development, ReCoTech brings extensive expertise to the implementation of customized solutions. We understand the individual challenges of our partners and develop concepts that create functional and future-proof work environments. We place special emphasis on sustainability, efficiency, and the promotion of a positive work culture.

Our resource-saving and flexible concepts ensure that our partners’ needs are met in the long term and that sustainable growth is supported. Accompanying the City of Bayreuth in modernizing its administrative structures is an exciting and significant task for us. Together, we want to create an environment that benefits both employees and the entire city community.

Shaping the Future Together

We are convinced that our partnership with the City of Bayreuth will make an important contribution to shaping the working world of tomorrow. Through innovative approaches and close collaboration, we will create efficient structures that meet the increasing demands of a modern administration. Our joint efforts aim to further increase service quality for citizens and position Bayreuth as a pioneer in municipal modernization.

A Warm Welcome, City of Bayreuth – We Look Forward to a Successful and Trustful Collaboration!

In close collaboration with ReCoTech, the Charlottenburg-Wilmersdorf District Office initiated a pioneering project for space optimization and cost reduction. With an area of over 45,000 square meters and a planned reduction in staff numbers, the challenge arose to utilize these spaces more efficiently while significantly reducing operating costs. This case study illuminates the entire process and the impressive results of this cooperation. More details can be found on the ReCoTech case study page.

Initial Situation and Challenges

Before the project began, the Charlottenburg-Wilmersdorf District Office managed an office space of 45,188 square meters, housing 589 workstations. However, the exact utilization of the available spaces was unclear, leading to inefficient use and underutilized resources. Additionally, a gradual reduction in staff numbers was planned over the coming years, raising the question of how to best allocate the remaining staff within the existing office spaces. Furthermore, the district office decided to relinquish one of the buildings in use and relocate the employees to the remaining service buildings. This situation required comprehensive space consolidation and strategic relocation planning, aiming to enhance spatial efficiency and reduce costs.

In light of these challenges, it became clear that a holistic and flexibly designed space strategy was necessary. ReCoTech and the district office worked closely to develop a solution that optimizes spatial efficiency while addressing the needs of the employees. More information about the initial situation can be found on the ReCoTech case study page.

Project Goals and Desired Outcomes

The collaboration with ReCoTech pursued clearly defined goals to improve the district office’s space management and optimize the use of resources. The primary focus was on optimizing the existing office spaces to minimize unused areas and strategically increase spatial utilization. Another goal was the significant reduction of operating costs, achievable through downsizing and more efficient use of the remaining spaces. In the long term, the district office aimed to establish a sustainable and flexibly adaptable space management system that can accommodate future changes in staff structure.

Short-term objectives included both reducing costs and immediately optimizing space utilization. In the long term, the district planned to manage office spaces efficiently and use the public resource of space sustainably. More about the desired outcomes and objectives can be found on the ReCoTech case study page.

Planning Process and Strategic Decisions

To achieve the ambitious goals, ReCoTech developed a detailed concept for optimal space allocation and utilization. The planning process began with the creation of CAD plans, providing a precise digital overview of the office spaces and a foundation for spatial planning. Space standards were established to determine the actual space requirements of each department, considering the number of workstations, meeting rooms, and other areas needed. This needs analysis enabled targeted planning for accommodating individual departments and employees within the remaining buildings.

Additionally, ReCoTech developed alternative planning scenarios simulating the possibility of temporary relocations. This allowed for a flexible strategy that adapts to changes during the implementation phase and is prepared for unforeseen adjustments. This digital and data-based planning provided a foundation for making informed decisions regarding long-term space utilization.

Implementation Phase and Collaboration

The actual implementation of the measures took two years and required close cooperation between ReCoTech and the Charlottenburg-Wilmersdorf District Office. A structured project plan outlined the steps in which the planned measures would be realized. Through continuous coordination and ongoing adaptation to new requirements, spatial planning could be flexibly adjusted to respond to current developments.

A crucial factor for the project’s success was the involvement and sensitization of employees. Through training sessions and workshops, employees were introduced early to the new spatial concepts and made aware of the conscious use of the resource “office space.” Employee acceptance was essential to successfully implement the changes and optimize space management in the long term.

Technical and Digital Tools for Space Optimization

ReCoTech relied on modern digital tools to make space optimization efficient and sustainable. By using detailed CAD plans, all available spaces could be precisely analyzed and planned. A digital space management system was established, serving as a long-term tool for flexible and efficient spatial utilization. Simulation tools supported the creation of alternative scenarios for space allocation, which was particularly helpful in decision-making. This digital approach made the planning and implementation of the space strategy more efficient and provided a future-proof foundation.

Challenges During Implementation and Solutions

Various challenges arose during the project. Initially, the project team faced internal resistance, as changes in the work environment often bring uncertainties. Through transparent communication and early involvement of employees, these resistances were successfully overcome. Additionally, balancing the need for workstations with the available space required flexible adjustments to ensure optimal spatial utilization.

With a solution-oriented approach and continuous dialogue between ReCoTech and the district office, these challenges were successfully managed, and the project goals were achieved.

Results and Measurable Successes

The collaboration between ReCoTech and the district office led to impressive results, representing sustainable success both economically and in terms of spatial efficiency. By reducing office spaces and implementing space optimization, annual operating costs of approximately 2 million euros were saved. The efficient redesign of office spaces also led to improved space utilization and laid the foundation for a long-term scalable space management system that can be flexibly adapted to the needs of the district administration.

Further details on the measurable successes of this project can be found on the ReCoTech case study page.

Employee Perspective and Cultural Changes

An essential aspect of the project implementation was creating a culture of conscious handling of office spaces as a valuable resource. The introduction of flexible work models and desk-sharing concepts required rethinking the use of workstations and communal areas. Employees were involved early in this change process, leading to high acceptance and a sustainable shift in work culture. This development will contribute in the long term to the efficient and conscious use of the resource “space.”

Conclusion and Outlook

The case study of the Charlottenburg-Wilmersdorf District Office impressively demonstrates how thoughtful space optimization and strategic planning can bring significant advantages to public administration. The savings and increased efficiency are successes that could potentially be pioneering for other public institutions. This case study illustrates that sustainable and flexible space utilization is realizable even in large institutions and prepares them for future challenges.

We are thrilled to welcome Apleona as a new partner at ReCoTech! Apleona is a leading European real estate and facility management company headquartered in Neu-Isenburg near Frankfurt. With around 40,000 employees in over 30 countries, Apleona manages properties across all asset classes, providing services ranging from construction and facility maintenance to supporting production and secondary processes for diverse clients. Together, we aim to create modern workspace solutions by implementing targeted space optimization and desk-sharing models, offering flexible and efficient space utilization.

In the coming months, we will support Apleona in developing strategic workspace concepts that enhance spatial efficiency and improve working conditions for employees. Our goal is to develop customized solutions that foster a modern, adaptable environment aligned with the needs of a dynamic organization while providing room for future growth.

Apleona – Tailored Facility Management for Every Sector

Apleona is among Europe’s leading real estate and facility management providers. With over 40,000 employees and a broad range of services, Apleona manages properties and facilities of all types, covering everything from technical facility services to interior design and comprehensive real estate management. This extensive service portfolio enables Apleona to support operations and infrastructure across various industries and to meet the unique needs of its diverse clientele.

ReCoTech – Innovative Workspace Solutions for a Flexible Future

At ReCoTech, we focus on efficient space planning and modern workspace solutions that meet our partners’ unique needs. Our projects emphasize creating environments that maximize spatial efficiency while promoting flexibility and productivity. Our collaboration with Apleona offers a valuable opportunity to apply our expertise in developing and implementing cutting-edge workspace concepts to create sustainable and future-ready work environments together.

Welcome, Apleona – we look forward to a successful partnership!

Introduction

In the modern workplace, flexible workspace models like desk sharing and clean-desk policies are gaining significant importance. By implementing these models, companies can use office space more efficiently, reduce costs, and lower their carbon footprint. However, the success of such concepts depends heavily on careful planning and the early involvement of all stakeholders.

At ReCoTech, we often see how crucial a strategic and transparent approach is when implementing desk-sharing models. Our experience shows that considering both employee needs and legal requirements is essential to achieving sustainable benefits.

In this article, we provide a practical overview of the legal framework and share proven tips for successfully implementing a desk-sharing concept.

1. Co-Determination Rights of the Works Council: Legal Basis for Desk Sharing and Clean-Desk Policies

A central aspect in introducing desk sharing and clean-desk policies is the co-determination right of the works council. According to Section 87 (1) No. 1 of the German Works Constitution Act (BetrVG), the works council has a right to co-determination in regulations concerning workplace order and employee behavior. This also includes rules on the use of workstations and the handling of personal items.

Recent rulings, such as the Regional Labor Court of Baden-Württemberg, clarify that desk-sharing and clean-desk policies are not automatically subject to co-determination. However, specific aspects, such as the storage of personal items and the dual use of break and workspaces, are subject to co-determination.

Case Study: Desk Sharing as Part of a New Office Concept

In a project we supported, a company introduced desk sharing without sufficient involvement of the works council. While the Labor Court initially ruled that the regulations affected the non-co-determinable work behavior, the Regional Labor Court concluded that the works council has a co-determination right on certain aspects.

Our Insight: This example highlights the importance of a differentiated approach and the early involvement of the works council. Only in this way can legal conflicts be avoided and successful implementation ensured.

2. Practical Tips for Successfully Implementing Desk Sharing and Clean-Desk Policies

From our experience, the introduction of desk sharing is more than just an organizational change. It requires a shift in mindset and adaptation of the work culture. Here are our proven tips:

Tip 1: Early Involvement of the Works Council

We recommend involving the works council from the very beginning. Open dialogue builds trust and fosters acceptance of the new concept. Early involvement addresses potential concerns and enables joint problem-solving.

Tip 2: Transparent Communication Concept

Clear and transparent communication is key to success. Our experience shows that a comprehensive information program—such as info sessions, workshops, and written guidelines—helps inform and engage employees. It should be clearly communicated what rules apply and what benefits the new model offers.

Tip 3: Implement Flexible Booking Systems

An efficient booking system simplifies organization and reduces uncertainties. We use user-friendly tools that allow employees to quickly and easily reserve workstations. This promotes acceptance and ensures smooth operation.

Tip 4: Clear Rules and Clean-Desk Policy

Clear rules for workspace use are essential. A clean-desk policy helps keep workspaces available and usable at all times. We recommend developing these rules with employees to create acceptance and consider individual needs.

Tip 5: Flexibility with Remote Work

In times of increasing remote work, it can make sense for employees to give up their permanent desk if they regularly work from home. We have had positive experiences by establishing clear agreements and emphasizing the flexibility this model offers. This not only increases the efficiency of office space usage but also promotes employee satisfaction.

Tip 6: Consideration of Employee Needs in Office Design

A thoughtful office design that considers employee needs is essential. We prioritize:

• Acoustically separated areas for focused work
• Quiet zones for concentrated work
• Comfortable break areas for relaxation

Our experience shows that need-oriented design significantly enhances satisfaction with desk-sharing concepts.

Tip 7: Regular Risk Assessments and Feedback Loops

Desk sharing changes the work environment, so regular risk assessments are important. We conduct feedback rounds to make ongoing improvements and respond to employee needs. An open feedback culture helps maintain long-term success of the model.

3. Economic and Environmental Benefits of Desk Sharing

Desk sharing offers not only organizational benefits but also economic and environmental advantages.

Cost Savings and Tax Optimization

By using office space more efficiently, companies can achieve significant cost savings. We have assisted companies in significantly reducing their rental and operating costs. In addition, unused spaces can be repurposed or rented, generating additional income and tax benefits.

CO₂ Reduction Through Reduced Space Usage

Less office space also means lower energy consumption. We help companies reduce their carbon footprint by implementing sustainable workspace models. Less commuting through flexible working also contributes to CO₂ reduction.

Repurposing Unused Buildings

Companies can repurpose freed-up space for new uses, such as collaborative spaces or innovation labs. This not only promotes company culture but also contributes to sustainable urban development. We see this as a major opportunity for companies to position themselves for the future.

Conclusion: Desk Sharing as a Sustainable Future Model

We are convinced that desk sharing and clean-desk policies are forward-looking concepts that help companies work more efficiently and sustainably. Through early involvement of the works council, transparent communication, and consideration of employee needs, such a model can be successfully implemented.

The economic and environmental benefits should not be underestimated. Companies can save costs, use space more efficiently, and contribute to environmental protection. At the same time, employees benefit from a more flexible and modern work environment.

Final Word

The introduction of desk sharing requires careful planning and implementation. We at ReCoTech advise companies on this journey, sharing our practical experience. With the right strategy and the combined effort of all stakeholders, desk sharing can be a win for everyone.

About ReCoTech

We at ReCoTech specialize in supporting companies in the implementation of modern workspace models. Our focus is on sustainable and employee-centered solutions that offer both economic and environmental benefits.

Contact us to learn more about how we can support you in successfully implementing desk-sharing concepts.

We are delighted to welcome Merseburg University of Applied Sciences as a new partner at ReCoTech. As a major educational institution in Saxony-Anhalt, the university is renowned for its academic excellence and innovation—qualities that have earned it recognition far beyond regional borders. Together, we are taking on the exciting task of optimizing campus spaces to ensure they are future-ready. Merseburg University now joins our collaborative efforts with other key stakeholders in Saxony-Anhalt, a state where we have already successfully implemented numerous projects.

Over the coming months, we will work together to develop a comprehensive analysis of space optimization and consolidation to effectively support Merseburg University’s upcoming renovation projects. Our primary goal is to design flexible solutions that facilitate smooth adjustments to temporary relocations while maximizing the use of university spaces during the renovation phase. We look forward to developing innovative space utilization strategies that will help make the campus future-proof for both students and staff.

Merseburg University of Applied Sciences – Practical, Innovative, and Future-Oriented

ince its establishment in 1992, Merseburg University of Applied Sciences has been a distinguished institution in the south of Saxony-Anhalt, recognized for its practical training and high level of innovation. Located in a region rich in industrial and cultural traditions, the university offers modern bachelor’s and master’s programs in engineering and natural sciences, business, social work, and media and culture. With a clear focus on applied research and close partnerships with both industry and social organizations, Merseburg University makes a significant contribution to the professional and academic development of its students and to the advancement of the region.

ReCoTech – Efficient Solutions for Sustainable Growth

As a seasoned company in space optimization and site development, ReCoTech brings extensive expertise in implementing tailored, sustainable solutions for efficient space utilization. Our projects are designed to address our partners’ specific needs, ensuring that spaces are both functional and future-proof. We emphasize resource-efficient and flexible designs that adapt to changing requirements while promoting sustainable growth. Supporting Merseburg University through its renovation process is a mission we value greatly. Together, we aim to create an environment that best meets the needs of both students and faculty.

Welcome, Merseburg University—we look forward to a productive and successful collaboration!

As energy costs rise and the pressure on companies to operate sustainably grows, optimizing operating expenses in office buildings has become a critical challenge. By implementing targeted measures, companies can not only reduce costs but also achieve environmental goals. Studies show that a combination of simple behavioral changes, strategic investments in building technology, and optimized space usage can lead to savings of up to 30% on energy costs and about 20% on maintenance expenses. In this article, we explore both immediate, actionable tips for the workday and long-term strategies for sustainable savings.

1. Quick Tips for the Workday

Encouraging Behavioral Changes: One of the quickest and most effective ways to reduce operating costs is through changes in employee behavior. Companies can motivate employees to actively contribute to energy savings through targeted awareness campaigns and small incentives. This can be achieved through signage, regular training sessions, or the introduction of an internal competition to reduce energy consumption.

Everyday Energy Savings:

• Turn off lights: Ensure that lights are turned off in unused rooms. Even in meeting rooms or hallways, unnecessary energy consumption can add up significantly over the year.
• Unplug devices: Electronic devices should be completely unplugged after work hours. Many devices continue to consume power in standby mode, which can be avoided by using power strips with switches.
• Adjust room temperature: Adjusting the room temperature based on the time of day and usage can save energy. In the winter, rooms that are not used can be heated less, and in the summer, the air conditioning can be set to a more moderate level.
• Keep windows closed: Open windows while heating or air conditioning is running can lead to significant energy loss. Employees should ensure that windows remain closed when HVAC systems are operating.

2. Strategic Investments in Building Technology

Upgrading Lighting Systems: Switching to LED lighting is one of the most effective measures to reduce energy costs. LEDs consume up to 75% less energy than traditional light bulbs and have a much longer lifespan. Investing in smart lighting systems that automatically turn on and off or dim according to need can further enhance efficiency.

Smart HVAC Systems: Modern heating, ventilation, and air conditioning (HVAC) systems are often equipped with sensors and automatic control systems that adjust energy consumption based on the actual use of the building. Integrating such technologies can reduce energy consumption by up to 30% without compromising employee comfort.

Building Automation Systems (BAS): Building automation systems allow for the centralized control and monitoring of all technical building systems, including lighting, HVAC, and security. By networking these systems and automating operations, both energy and maintenance costs can be significantly reduced.

3. Optimizing Space Utilization and Workplace Design

Space Efficiency Through Flexible Work Models: Introducing remote work days and flexible work models like “hot-desking” reduces the need for physical office space. Less-used spaces can be shut down or utilized more efficiently, reducing both rent and operating costs. This not only leads to cost savings but also improves employees’ work-life balance.

Designing Spaces for Energy Savings: Open floor plans and the use of natural lighting can further reduce energy consumption. By strategically placing workstations in areas with ample daylight, the need for artificial lighting can be minimized. Additionally, the use of energy-efficient windows and insulation can reduce heating and cooling demands.

4. Long-Term Maintenance Strategies

Preventive Maintenance: Regular maintenance is crucial to ensuring the efficiency of technical systems and avoiding costly breakdowns. A preventive maintenance strategy extends the lifespan of building technology and ensures that systems always operate at optimal efficiency.

Using Facility Management Software: Implementing facility management software enables efficient planning and execution of maintenance tasks. These software solutions offer real-time monitoring and analysis, allowing issues to be identified and addressed early before they lead to more significant and costly failures.

5. Conclusion and Outlook

Summary of Key Points: By combining quick, actionable tips with strategic investments, companies can sustainably reduce their operating costs in office buildings. Every employee can contribute through simple actions, while broader investments and technologies can lead to significant long-term savings.

Outlook on Future Developments: Advancing digitalization and the development of new technologies offer even more opportunities to increase the energy efficiency of office buildings. Future trends such as the integration of AI in building management systems or the use of renewable energy on-site could unlock further savings potential.

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