The planning and remodelling phase for our new office space

An interview with Maren Witopil, interior designer at Interstuhl

Once we had determined what exactly New Work means to us and how we want to embody it in the future, and a new way of thinking had already been embraced (see article 1: A hole in the wall?!), we were able to start work on the plans for our new office space in 2023. For a deeper insight into the planning and remodelling process, we interviewed our interior designer Maren Witopil, who is leading the remodelling.

How long was the planning process before the remodelling project could actually get started?

The remodelling project had been on Interstuhl's agenda for quite some time. Once other projects were successfully wrapped up, we finally had the opportunity in late 2023 and early 2024 to properly push ahead with the planning phase of the remodelling and to finalise the drawings and plans.

What measures were taken to support employees during the remodelling process and to compensate for the missing workplaces?

The remodelling was split into two parts, with the timings of the construction phases staggered to ensure we have enough alternative space available for office workstations. Workstations were also set up in meeting rooms in other parts of the company and employees could even work in our showroom, the Arena.

A particularly important measure was the implementation of software program Goconut. This allows all employees to book their preferred workplace in advance. Everyone can choose whether they want to come to the office or work from home. Team days with compulsory attendance had to be coordinated to make sure not all teams were in on the same day. It was also important for the employees that everyone had a storage space to call their own, despite the new 'close quarters'.

How would you describe the working atmosphere during the remodelling?

The atmosphere is actually great: Every time anyone walks past the construction, they are curious to see the developments and sometimes check on the current status of the remodelling and ask questions about it. Of course, the building work can be noisy, but – so far – I don't personally think it has been bad enough to seriously impact people's work.

Were the employees allowed to have their say in the architectural design?

Yes, of course. As well as the general surveys exploring working methods prior to the remodelling, there were also more specific surveys looking at room design and work equipment. For example, every employee could choose the desk-share locker bag they wanted or say which colour scheme they would like for the rooms. So everyone's voice was heard. The "target image" revealed that aspects such as natural surroundings, different room sizes, acoustics and light were particularly important to employees.

When the offices were cleared out and the contents sorted through, it brought some interesting points to light. It became apparent that we don't need as much personal storage space, but there was a need for lockable storage space as well as general storage space for samples, magazines, etc.

How did you handle employees' questions or concerns?

We have always tried to be completely open and transparent about the remodelling. That's why I think it's great that the in-house employee blog provides regular updates on progress. Prior to the remodelling, we also invited employees to several meetings where we talked them through the entire process and the concept. That gave us a chance to address any concerns and answer any questions face to face. We wanted to create a platform where questions, suggestions and concerns could be expressed easily and openly – and this worked really well.

How does the new concept promote future working methods?

The way we organise ourselves is constantly evolving. This will continue to be a challenge in the future to some extent, because we all need to be more aware of what we do and how we do it. For example, I am excited that I will be able to choose my own workspace in future depending on the task in hand. If I know that I won't be sitting in one spot all day, because I will also be moving around for meetings, I can use Goconut to book myself into different seats on the site. Of course, there will always be the occasional conflict, but we endeavour to cover all requirements, such as meeting booths where phone and video calls can be made without interruption. We have spread these around the site so that everyone can access them within a short walk. We have done the same thing with the printers.

More importance is being placed on communication, since we have to be able to openly address issues that can sometimes be a little delicate – for example, if someone is talking too loudly on the phone. The fact that I will be able to sit in a variety of workspaces or sit next to different people every day will open up completely new levels of communication outside the departments as well.

What happens to the old furniture that won't be needed after the remodelling?

Some of the furniture and chairs that were no longer needed were offered for sale to colleagues. The remaining pieces of furniture were sent to our outlet store. However, we have tried to sell as much of it as possible in-house, since it takes a lot more time and expense to refurbish, process and transport the furniture; plus it is more sustainable if we can hand the furniture straight over. It was important to us to reuse the furniture wisely, rather than simply throwing it away. We also asked other departments whether they needed any of it.

Does the completion of the remodelling signal the end of the project?

The remodelling is a pilot site – the idea is that it highlights what works well, what has proven valuable and what may still need fine-tuning. So the first year is the test phase, essentially. We will closely analyse everything that goes on around the site, identify the causes and influencing factors and figure out where changes may be necessary. That's why it's so important we get feedback from everyone. This should be made as hassle-free as possible, possibly with a QR code that employees can scan to give their opinion on the workplace quickly and easily.

Which space are you most looking forward to spending time in after the remodelling?

I think I will have lots of favourite spots. When we were planning the space, it was important to me that the different rooms have different qualities: For example, different floors, structures, sizes and colour schemes so that the individual areas have different effects on the employees. This means that everyone can find the right workplace to suit their mood or personal preferences. I don't have a favourite place just yet, but that will change as soon as the remodelling is finished and everything is ready.