Efficient Space Planning at Charlottenburg-Wilmersdorf District Office: A Case Study

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.