Activity-Based Working: Office Planning for Flexible Work Environments

What Does Activity-Based Working Mean?

Activity-Based Working, often abbreviated as ABW, is an office concept where employees no longer have a fixed workstation. Instead, they choose the appropriate area from various workspaces depending on the task at hand. Do you need concentrated silence 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 realization that different activities require different environments. A sales conversation on the phone requires different spatial conditions than writing a report or a creative workshop meeting. ABW creates this variety and gives your employees the freedom to decide for themselves where they are most productive.

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

The Benefits of Activity-Based Working for Swiss SMEs

Switching to Activity-Based Working brings several concrete benefits. First, ABW enables significantly more efficient use of space. Studies show that traditional workstations are only actually used about 40-50% of the time. With an ABW concept, you can manage with fewer square meters, which noticeably lowers 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 respective task, they work more focused and efficiently. The creative department benefits from open, inspiring spaces, while accounting appreciates quiet concentration zones.

In addition, ABW promotes collaboration across departmental boundaries. Without fixed seating arrangements, spontaneous encounters occur, and exchange 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 working 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 concrete planning, you should conduct a thorough analysis. Which 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: You plan seven to eight workstations for ten employees. This value varies depending on the industry and home office share. In companies with a high remote quota, the ratio can also be around 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.

Which Zones Does an ABW Office Need?

A well-thought-out ABW office includes 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 offer the necessary seclusion. Good acoustics, pleasant lighting, and minimal distractions are important. In Switzerland, sound-absorbing elements and high-quality furniture that enable ergonomic working have proven successful.

Collaboration Areas for Teamwork

For workshops, brainstorming sessions, and team meetings, you need open, flexible spaces. Large tables, whiteboards, mobile partition walls, and comfortable seating encourage creative exchange. Some companies also integrate more informal collaboration zones with standing tables or lounge furniture, enabling spontaneous meetings.

Communication Zones for Telephony and Video Calls

Phone booths or small meeting rooms are indispensable for confidential conversations or video calls. These rooms should be soundproofed so as not to disturb 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 cozy seating are often an important part of the corporate culture.

Project Areas and Flexible Zones

Some projects require a fixed room over a longer period. Flexible zones that can be adapted as needed provide a remedy here. Mobile partitions, height-adjustable tables, and modular furniture allow for quick reconfiguration.

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

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

Clear Rules and Usage Guidelines

Define clear ground rules 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 workspace at the end of the day. Personal items are stored in lockers or mobile pedestals. This keeps the office tidy and allows anyone to use any seat.

Booking Systems for Workstations

Modern booking systems (desk-booking software) facilitate organization considerably. Employees can see via an app which workstations or meeting rooms are available and reserve them in advance. This creates planning security and prevents certain areas from being overcrowded while others remain empty.

Don't Forget Change Management

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

Technology and Equipment

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

• Stable Wi-Fi: Comprehensive and high-performance coverage so that employees can work from anywhere

• Docking Stations: Connections for laptop, monitor, keyboard, and mouse should be available at every workstation

• Cloud-based Tools: All data and applications must be accessible from any location

• Video Conference 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 tables, and good lighting are not only legally required (according to the Swiss Labor Law and Ordinance 3 to the Labor Law) 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: Check your sharing ratio and optimize space allocation. You may need more workstations or better booking systems.

Problem: The acoustics in the office are poor; it is too loud.
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 joint lunch breaks. Social spaces encourage accidental encounters.

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

Conclusion: The Path to a Successful ABW Office

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

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

Activity-Based Working is not a rigid concept but evolves with your company. Stay open to adjustments and gather regular feedback. This way, you create a work environment that is not only productive but 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.