Exploring alignments between design principles and work unit needs in activity-based flexible offices: a case study

Abstract

Activity-based flexible offices (AFOs) offer employees a variety of workspaces based on their activities and needs. This study examines employees’ perceptions of the workplace design across five work units in a public service organisation in Sweden, before and after relocation to AFOs. Data collection involved pre- and post-occupancy surveys (T1 = 345, T2 = 388) and interviews (T2 = 75). Explorative and descriptive data analysis was applied. The findings reveal a negative trend in perceptions of workplace design. The uniform application of design principles posed challenges. First, predominantly open zones did not support units with high concentration or confidential tasks. Second, limitations for personalisation did not fit units with creative tasks. Third, clean-desk policy introduced challenges in maintaining team cohesion and colocation did not improve within or between unit cooperations. The study suggests a balanced approach, combining customised and uniform principles to better align office design with diverse needs of different units within organisations.