Case studies

Workplace Transformation Program for company HQ

Client: International insurance company 

Goal: This big international company aimed to change their workplace from a traditional one to modern  one. The key goal was to implement a new workplace strategy, which would boost work efficiency and ensure a better work environment. Moreover, by widely implementing a work-at-home program, the company wished to enhance employee engagement and generate savings. 

How we supported: We lead the company in every step of the workplace transformation program, from the employee needs analysis, office utilization study to defining a new workplace strategy and providing the workplace model.   

Results: The utilization study results confirmed the possibility of optimizing the office size and changing the workplace settings. The received time occupancy  indexes were as follows: desks: 65%, meeting rooms: 48%, offices: 47%, kitchens: 20%, relaxation zone: 19%, phone boxes: 11%. Both the employee survey data and the office utilization study provided an input into the new workplace model design.  

Due to the implementation of the workplace program, the company achieved outstanding financial results. While maintaining the number of employees, the company reduced  the office space of 11,120m2 by 1,950m2 and generated costs savings of  $0,4 M yearly ($2 M for a 5-year lease contract). The company implemented all of the recommended changes, which helped them not only to achieve P&L savings, but also to significantly improve the  working conditions for all the employees. Furthermore, the office spaces themselves underwent a change as well. The company implemented our suggestions, which made the interior not only state of the art, but also cozy and welcoming.  

Workplace monitoring based on IoT sensory system

Client: Polish IT company 

Goal: A year after the Covid-19 pandemic struck, this Polish IT company aimed to implement a new hybrid working model and an efficient work-at-home program. The key goal of that project was to define new work processes, engage the people and attract them back to the office. The second goal was to downsize the office and generate substantial costs savings. 

How we supported: We provided objective data on office usage and occupancy. For workplace monitoring and analysis, we used our IoT sensory system. 

Results: The occupancy study results allowed us to define a few working styles: a technical worker, a coworker, and a mobile worker, and to propose a semi-flexible work model. Based on the figures and defined KPIs, the company made an aligned decision about the number of desks to be reduced (as for chosen departments:  15%, 30%, 50% respectively). Furthermore, the workplace analysis supported the team leaders in making decisions on the rules and schedules of the work-at-home program, as well as assured proper cooperation between the teams.  

Workplace strategy and change management

Client: Polish industrial company from the energy sector 

Goal: This big Polish industrial company aimed at changing their work model and workplace environment in the main office in Warsaw. The key goal was to prepare and implement a workplace strategy that would support the strategic goals of the company and create a more entrepreneurial, agile style of work. The company decided to change the location of the office and move to a new modern building, and to change the workplace structure from a very formal regular-office-based space to a collaborative open-plan one.  

How we supported:  We supported in  understanding the challenges of such a shift, definition of  the change factors, and in designing the final workplace model and strategy. We proposed a change management and communication plan for the implementation of the new workplace model, and put it into action.  

Results: The key result was the change of the workplace model from closed offices  to open-plan ones (-30% of office space), an increase in collaboration space  (from 12% to 20%), the creation of informal area (from 0% to 5%), and the reduction of storage area (from 11% to 5%). Overall working conditions improved due to the allocation of more office space for FTE, availability of many different work settings, and the  creation of a relaxation zone. The new office boasts an innovative modern look and feel. The change management and communication activities have allowed a smooth implementation of new working processes, and have address the challenges the company was facing.