What are the pros and cons of activity-based offices?

The activity-based office has gained popularity, and many companies that have yet to make the shift are curious about the concept. It appeals to businesses looking to optimize the use of their existing office spaces and to employees who value greater flexibility. In this article, we’ll explore the advantages and disadvantages of activity-based offices and provide tips on how to implement the concept successfully.

What are the advantages of activity-based offices?

As work environments evolve and digitalization increases, there are many benefits to transitioning to an activity-based office. Here are some examples:

Increased flexibility and efficiency

Activity-based offices allow employees to choose where to work based on the task at hand, improving both productivity and job satisfaction. Depending on the nature of the task, employees can decide whether to use a specific desk for several days or move to a new spot. They can book a meeting room to brainstorm with colleagues or find a quiet corner for focused work. Harvard Business Review notes that flexible work arrangements boost employee engagement and make organizations more attractive to top talent.

This approach increased collaboration in natural meeting spaces while encouraging independent problem-solving. It enables creative thinkers and skilled experts to foster innovation and creativity within the company.

Health benefits

Many office workers spend hours seated in the same chair daily, which can lead to poor posture and reduced circulation, causing stiffness, tension, and even issues with joints, muscles, and spinal discs. Activity-based environments promote movement by offering various seating options. One day, you might work at a large screen. The next, you could relax on a lounge chair with your laptop.

Employees can also take their work to a nearby café or coworking space to finish administrative tasks. This variety improves both mental and physical health. When employees are healthy, they have more energy and perform better in the long term, as studies from the Karolinska Institute confirm.

Better resource utilization and sustainability

A large, well-designed office often serves as a flagship space for employees and clients alike, reflecting the company’s vision and ambitions. However, office spaces are often underutilized, especially as more employees work remotely or from home. This results in unnecessary costs and resource wastage.

According to CO2 studies, office energy consumption could be reduced by up to 45.7%, aligning with climate goals for lowering carbon emissions. Streamlining office space usage can cut rental and energy costs, minimize waste, and free up resources for other investments that increase profitability, for example:

Improving the work environment with ergonomic furniture and appealing decor.
Investing in cutting-edge IT technology.
Providing professional development opportunities.
Offering employee perks like wellness programs and team-building activities.

Higher employee satisfaction and faster talent acquisition

Investing in activity-based offices enhances the company’s reputation by prioritizing employee well-being. Workers with flexible solutions are 22% more likely to feel valued and engaged. Offices that include collaborative and social spaces attract young, ambitious talent, who then spread the word within their networks.

Instead of spending heavily on recruitment, companies can rely on loyal brand ambassadors to recommend colleagues and friends. Retaining existing employees by investing in their health, work environment, and skills is both cost-effective and beneficial in the long term.

Are there any disadvantages of activity-based offices?

As with any concept, there are two sides to the coin. The drawbacks of activity-based offices include:

Reduced focus and productivity: Open and shared spaces can lead to noise and distractions, making it harder to concentrate and increasing stress. According to a Castellum report, 30% of employees find it challenging to concentrate in activity-based offices.
Frustration and dissatisfaction: Employees who prefer fixed desks or quiet environments may feel uncomfortable with flexible arrangements. Adapting to activity-based offices requires changes in work habits, which can be difficult for some individuals.
High initial costs and complexity: Implementing an activity-based office requires significant investment in furniture, technology, and training. The solution must also be tailored to the organization’s specific needs to avoid failure.
Unclear long-term effects: Research is not conclusive about whether activity-based offices are the ultimate solution. While some studies show improvements in productivity and health, others point to increased stress and dissatisfaction over time.

How to simplify the transition to an activity-based office

Curious about how to minimize the challenges and ensure a successful transition? Here are a few strategies:

Analyze work patterns and preferences

Before implementation, conduct a thorough analysis of employees' work habits and preferences. Use surveys and interviews to gather feedback and understand how office spaces are currently used. This helps identify the changes needed to support both individual focus and collaboration.

Design work environments for both collaboration and deep work

Divide the office into zones for different tasks, such as quiet areas for focused work, collaborative spaces, and informal meeting areas. Avoid placing noisy spaces, like lunchrooms, next to quiet zones. Good acoustics and ergonomic design are essential.

Invest in smart technology

Use tools like sensors and booking systems to help employees quickly find available workstations and meeting rooms. Data collected through software can provide insights into space usage, to be able to adjust office layouts and functions.

Get your employees involved

A good idea is to engage employees in the decision-making process. Workshops and regular updates create a sense of involvement and increase openness to change. Emphasize the benefits of activity-based offices for both individuals and the organization.

Provide training and clear guidelines

Offer clear instructions on how to use different workspaces and what is expected. This information can be shared via the intranet, digital screens, or signs near the designated zones. For instance, a sign might indicate that silence is required in a specific room.

Measure and tweak continuously

After implementation, regularly evaluate the office's efficiency and employees' experiences. Use collected data to identify areas for improvement and make necessary adjustments.

Balance digital and physical work

Hybrid work models offer flexibility and improve work-life balance. However, the right technical solutions are essential to ensure a seamless transition between office and remote work. These tools address challenges like:

Finding available desks or meeting rooms.
Coordinating schedules with colleagues.
Choosing between working from home or in a quiet office zone.

Ready to try an activity-based office?

Adopting an activity-based office can benefit both the company and its employees. However, there’s no one-size-fits-all solution. The key to success lies in deeply understanding your most valuable assets: your employees and your company’s unique DNA. Flowscape will guide you in securing the benefits of an activity-based office while avoiding potential drawbacks, with a solution tailored to fit your company's unique needs.