Activity-Based Working: Office Planning for Flexible Work Environments

What is Activity-Based Working?

Activity-Based Working, often abbreviated as ABW, is an office concept where employees no longer have a fixed workstation. Instead, they choose the appropriate workspace from various areas depending on the task at hand. Do you need focused quiet for a complex analysis? Then you go to a focus zone. Is a brainstorming session with the team coming up? Then you meet in a collaboration area.

The concept is based on the insight that different activities require different environments. A sales call needs different spatial conditions than writing a report or a creative workshop meeting. ABW creates this diversity and gives your employees the freedom to decide for themselves where they are most productive.

In Switzerland, this concept is gaining increasing importance, especially among SMEs and startups that want to react flexibly to changing working methods. The combination of home office, mobile working, and office presence makes Activity-Based Working the ideal solution for hybrid work models.

The Advantages of Activity-Based Working for Swiss SMEs

Transitioning to Activity-Based Working brings several concrete advantages. First, ABW allows for significantly more efficient use of space. Studies show that traditional workstations are only actively used about 40-50% of the time. With an ABW concept, you can manage with fewer square meters, which noticeably reduces rental costs in expensive Swiss cities like Zurich, Geneva, or Basel.

Another advantage is increased productivity. When employees can adapt their work environment to the task at hand, they work more focused and efficiently. The creative department benefits from open, inspiring spaces, while accounting appreciates quiet concentration zones.

Furthermore, ABW promotes collaboration across departmental boundaries. Without fixed seating arrangements, spontaneous encounters occur, and communication between teams becomes more natural. This strengthens the corporate culture and can foster innovation.

Last but not least, a modern ABW office makes your company more attractive to talent. Younger generations, in particular, appreciate flexible work models and contemporary office environments – an important factor in the competition for qualified specialists in Switzerland.

Fundamentals of Office Planning for Activity-Based Working

Before you start with the concrete planning, you should conduct a thorough analysis. What activities dominate in your company? What percentage of working time is spent in the home office? How many employees are in the office at the same time?

A proven rule of thumb for Switzerland is a sharing ratio of 0.7 to 0.8. This means: For ten employees, you plan seven to eight workstations. This value varies depending on the industry and the proportion of home office work. In companies with a high remote work quota, the ratio can also be 0.6.

Spatial planning should consider different activity profiles. A helpful categorization includes:

• Focus work (concentrated, individual work)
• Collaboration (teamwork)
• Communication (phone calls, video calls)
• Regeneration (breaks, informal exchange)

Each of these activities requires specific spatial solutions. The challenge lies in finding the right balance and distributing the areas according to the actual needs of your employees.

What Zones Does an ABW Office Need?

A well-thought-out ABW office comprises various zones that support different ways of working. Here are the most important areas:

Focus Zones for Concentrated Work

These areas are intended for activities that require high concentration. Quiet individual workstations, shielded niches, or small cabins provide the necessary seclusion. Good acoustics, pleasant lighting, and minimal distractions are important. In Switzerland, sound-absorbing elements and high-quality furniture that enable ergonomic work have proven effective.

Collaboration Areas for Teamwork

For workshops, brainstorms, and team meetings, you need open, flexible spaces. Large tables, whiteboards, mobile partitions, and comfortable seating foster creative exchange. Some companies also integrate more informal collaboration zones with standing desks or lounge furniture that enable spontaneous meetings.

Communication Zones for Phone Calls and Video Calls

Phone booths or small meeting rooms are indispensable for confidential conversations or video calls. These rooms should be sound-insulated to avoid disturbing others and equipped with the necessary technology. Stable Wi-Fi, good webcams, and microphones are part of the basic equipment.

Social Spaces for Breaks and Regeneration

Break areas with a coffee kitchen, lounge corners, or even game and relaxation zones contribute to well-being. These spaces promote informal exchange and strengthen team spirit. In Swiss offices, high-quality coffee machines and comfortable seating are often an important part of the corporate culture.

Project Areas and Flexible Zones

Some projects require a dedicated space for an extended period. Flexible zones that can be adapted as needed provide a solution here. Mobile partitions, height-adjustable tables, and modular furniture enable quick reconfigurations.

How Do I Organize My Office for Activity-Based Working?

Successful ABW implementation requires more than just spatial design. Organization and leadership play a central role.

Clear Rules and Usage Guidelines

Define clear rules of the game together with your team. When can focus zones be used? How long can a workstation be blocked? Which areas are suitable for phone calls? Transparent communication of these guidelines prevents conflicts and ensures smooth operations.

Introduce a Clean Desk Policy

Since there are no fixed workstations, a clean desk policy is essential. Employees completely clear their workstation at the end of the day. Personal items are stored in lockers or mobile pedestals. This keeps the office tidy and allows everyone to use any available space.

Booking Systems for Workstations

Modern booking systems (desk-booking software) greatly simplify organization. Employees can use an app to see which workstations or meeting rooms are available and reserve them in advance. This provides planning certainty and prevents certain areas from being overcrowded while others remain empty.

Don't Forget Change Management

The transition to ABW is a cultural change. Some employees are attached to their usual desk. Take concerns seriously, communicate the benefits clearly, and involve your team early in the planning process. Workshops, pilot phases, and regular feedback help increase acceptance.

Technology and Equipment

An ABW office only functions with the right technical infrastructure. This includes:

• Stable Wi-Fi: Comprehensive and powerful, so employees can work from anywhere
• Docking Stations: Connections for laptops, monitors, keyboards, and mice should be available at every workstation
• Cloud-based Tools: All data and applications must be accessible from any location
• Video Conferencing Technology: High-quality cameras, microphones, and screens in meeting rooms
• Mobile Devices: Laptops instead of desktop computers enable true mobility

Invest in high-quality equipment. Ergonomic chairs, height-adjustable desks, and good lighting are not only legally required (according to Swiss Labour Law and Ordinance 3 on the Labour Act), but also increase the satisfaction and health of your employees.

Common Challenges and Solutions

When introducing Activity-Based Working, similar challenges often arise:

Problem: Employees cannot find a free workstation at the desired time.
Solution: Review your sharing ratio and optimize space distribution. You may need more workstations or better booking systems.

Problem: The acoustics in the office are poor, it's too noisy.
Solution: Invest in sound-absorbing materials such as acoustic panels, carpets, and partitions. Define clear quiet zones.

Problem: Team spirit suffers because colleagues see each other less often.
Solution: Plan regular team events, fixed office days, or shared lunch breaks. Social spaces encourage spontaneous encounters.

Problem: Some employees feel uncomfortable with the concept.
Solution: Offer transition periods during which both systems run in parallel. Collect feedback and continuously adapt the concept.

Conclusion: The Path to a Successful ABW Office

Planning an office for Activity-Based Working is a complex undertaking, but it is worthwhile. You create a flexible, modern work environment that meets the diverse needs of your employees while saving costs.

Start with a thorough analysis of the activity profiles in your company. Plan different zones for focused work, collaboration, communication, and regeneration. Invest in high-quality technology and equipment. Define clear usage rules and implement a clean desk policy. Most importantly: take your team on the journey and ensure everyone understands the added value.

Activity-Based Working is not a rigid concept but evolves with your company. Remain open to adjustments and regularly gather feedback. This way, you create a work environment that is not only productive but also one where your employees feel comfortable and enjoy working.

If you are looking for suitable commercial spaces for your ABW project, you will find a large selection of office and coworking spaces throughout Switzerland on maison.work.