The traditional office layout, with rows of cubicles and assigned desks, is rapidly becoming a relic of the past. Today’s workforce demands a more flexible and dynamic workspace that reflects the evolving nature of work itself. This is where activity-based working (ABW) enters the scene. 

What is activity-based working? 

ABW is a workplace strategy that moves away from dedicated workstations. Instead, it creates a variety of work zones designed to support different tasks, working styles, and employee needs. These zones can include: 

  • Quiet rooms: Ideal for focused individual work, conference calls, or heads-down concentration. 
  • Collaboration areas: Open spaces with comfortable seating and whiteboards designed for brainstorming sessions, team meetings, and project discussions.
  • Social lounges: Relaxed areas with coffee machines and comfortable furniture, encouraging informal interaction and fostering a sense of community. 
  • Focus pods: Individual workspaces for short-term projects or phone calls requiring privacy. 
  • Open work areas: Shared spaces with sit-to-stand desks, suited for individual work that requires occasional interaction with colleagues. 

Why is activity-based working trending for large enterprises? 

Large enterprises face unique challenges in the modern workplace. They need to cater to diverse workforces with varying needs, optimize space utilization with often-underused offices, and foster innovation and collaboration to stay competitive. ABW offers several compelling benefits that address these challenges: 

  • Enhanced employee productivity and engagement: ABW empowers employees to choose the environment that best suits their tasks, leading to increased focus and improved work quality. A Gensler study found that employees with access to a variety of workspaces are 27% more productive and 32% more focused than those in traditional layouts. 
  • Improved space efficiency: ABW allows companies to utilize their office space more efficiently. By eliminating the need for assigned desks for every employee, companies can create dedicated zones that cater to specific needs and reduce wasted space. 
  • Promoting collaboration and innovation: ABW fosters collaboration by creating dedicated zones for team interaction and spontaneous meetings. Open spaces and social lounges encourage informal connections between employees, which can spark innovative ideas and problem-solving. 
  • Attracting and retaining top talent: Today’s workforce prioritizes work-life balance and flexibility. ABW offers a modern workplace experience featuring choice and control over their work environment, contributing to a happier and more engaged workforce. 
  • Cost savings: By optimizing space utilization and potentially reducing the overall office footprint, ABW can lead to significant cost savings in real estate and related expenses. 

Integrated workplace management software: The key to ABW success 

Implementing ABW effectively in a large enterprise requires careful planning and a robust technological backbone. Integrated Workplace Management Software (IWMS) is a crucial tool in this process. 

Here’s how IWMS empowers ABW in large enterprises: 

  • Space reservation and management: Employees can use IWMS apps to reserve specific workspaces for dedicated tasks, eliminating the frustration of searching for an appropriate space upon arrival at the office. 
  • Real-time occupancy sensors: IWMS can utilize sensors to track space utilization in real-time, allowing facility managers to monitor trends and optimize the allocation of workspaces based on actual usage. 
  • Data-driven decision making: IWMS collects valuable data on space utilization, employee preferences, and meeting patterns. This data can be analyzed to continuously improve the ABW layout and ensure it effectively caters to evolving employee needs. 
  • Seamless wayfinding and navigation: For large, multi-floor offices, IWMS can provide mobile app-based wayfinding features to help employees locate available workspaces, meeting rooms, and amenities in real time. 

The future of smart workplaces 

ABW is not just a trend; it’s a paradigm shift in how we design and utilize workspaces. As technology evolves and the nature of work continues to change, we can expect to see even more innovative approaches within the ABW framework. 

Here are some exciting possibilities for the future of smart workplaces: 

  • Activity-based ambients: Emerging technologies like AI and environmental sensors could allow workspaces to adapt to individual needs in real-time. For example, a room could adjust lighting, temperature, and even noise levels based on the task being performed or the preferences of the occupant. 
  • Biometric integration: IWMS could integrate with biometric technology to personalize the work experience further. Imagine a system that automatically adjusts lighting and temperature based on individual preferences identified through biometric data. 
  • Advanced collaboration tools: Technology will continue to revolutionize collaboration within ABW environments. Virtual reality and augmented reality tools could facilitate remote participation in meetings or enable geographically dispersed teams to work together on a virtual canvas. 

Implementing ABW for your large enterprise 

Implementing ABW requires careful planning and a commitment to change management. Here are some key steps to consider: 

  1. Conduct a needs assessment: Assess your organization’s current workspace needs, employee preferences, and business goals. Identify areas where ABW can provide the most value. 
  2. Develop a strategic plan: Create a detailed plan outlining the goals, timeline, budget, and resources required for the ABW transition. 
  3. Involve employees: Engage employees in the planning process to gain buy-in, address concerns, and ensure the new workspace meets their needs. 
  4. Choose the right IWMS solution: Select an IWMS platform that offers features tailored to ABW, such as space reservation, occupancy tracking, and wayfinding. 
  5. Design your workspace: Create a diverse and flexible workspace layout that supports different work styles and activities. 
  6. Pilot program: Implement ABW in a pilot area to test the concept and gather feedback before a full-scale rollout. 
  7. Provide training and support: Offer training to employees on how to use the new workspace and technologies effectively. Provide ongoing support to ensure a smooth transition. 
  8. Measure and evaluate: Track key performance indicators (KPIs) to assess the impact of ABW on employee productivity, engagement, and space utilization. Use this data to make adjustments and optimize your ABW strategy. 

By following these steps, your large enterprise can successfully implement ABW and reap the benefits of a more flexible, efficient, and engaging workplace. 

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Gabi is a London-based writer with 8 years of experience in copywriting and strategy across various verticals. She has been immersed in tech for two years, previously writing for a fintech company. Her specialities lie in long- and short-form writing, SEO writing and strategy, and market research. In her current role at Eptura, she covers the latest worktech and workplace experience trends.