Open space in the hybrid office: changing requirements, roles and equipment
Table of contents
- What does "open space" actually mean?
- Advantages and challenges of the open space concept
- The open space as a meeting place
- Hybrid working changes the requirements
- How a modern open space should be equipped
- Practical tips for companies: How to make the transition to hybrid open space a success
- The open space must change to meet the requirements of a hybrid working environment
TL,DR - What you should take with you
- Hybrid working models are fundamentally changing the role of open office spaces: the open space is being transformed from a pure workplace into a social center.
- Today, open spaces must allow for exchange, retreat and flexibility at the same time. This requires clear zoning, modular equipment, digital infrastructure and well thought-out acoustic solutions.
- Successful companies rely on adaptive use of space, pilot areas and early collaboration between IT, facility and office management.
- Only when space, technology and culture work together will the open space become a real added value in the hybrid working world.
Open-plan offices have long been considered the epitome of modern working culture: open, communicative, efficient. But with the shift towards hybrid working with a mixture of office presence, home office and remote work, the role of these space concepts is changing fundamentally. Today, the open space has to do more: as a meeting point for collaboration, as a place for creative interaction and at the same time as a zone for concentrated work.
We want to discuss the new requirements for open spaces as a result of hybrid working. We will address challenges and new tasks and show ways in which companies can future-proof their offices.
What does "open space" actually mean?
An "open space" is an open office concept in which many employees work in a large, contiguous area. There are usually no fixed partition walls or classic cellular offices. The term is closely related to the classic Open-plan officebut with a more modern approach. While the open-plan office is often associated with a rigid arrangement of desks, the open space stands for Flexibility, transparency and cooperation. From a legal perspective, from around 10 to 12 employees in one room, the regulations of the Workplace Ordinance for open-plan offices, e.g. with regard to ventilation, noise protection and space requirements per person.Advantages and challenges of the open space concept
Open offices offer a number of advantages. However, there are also typical challenges associated with the open space concept.Promoting cooperation
One advantage of open space that is often mentioned is its function of promoting teamwork. Employees sit closer together and meet spontaneously more often. This simplifies brief coordination and enables collaboration without formal meetings. Studies show that such "informal contacts" can increase the innovative capacity of teams.Efficient use of space
Of course, open-plan offices and open spaces have also established themselves in many companies because the open concept allows office space to be used more efficiently. Instead of individual offices, the open space enables flexible workplace concepts such as Hot Desking or Desk Sharing. This reduces costs, especially when not all employees are present at the same time anyway.Points of criticism: Noise, sensory overload and lack of concentration
The biggest challenge is to continue to Ability to concentrate ensure. Open spaces bring with them acoustic and visual distractions. People who need to focus on their work or have confidential conversations often cannot find a suitable environment. In addition, there is a subjective feeling of being under constant observation, which can increase psychological stress. This can be problematic for employees with a strong need for privacy.
The open space as a meeting place
The new role of open space lies less in the provision of workplaces across the board, but rather in this, Bringing people together. Especially in hybrid teams, personal exchange is a valuable asset. The open space becomes a social center of the office.Why this change is important
Hybrid models harbor the risk of isolation, information silos and a weaker sense of unity. This makes it all the more important to have a place where teams can come together again, interact informally and work on ideas together. Open space creates the right setting for this - provided it is designed correctly.Hybrid working changes the requirements
The introduction of hybrid models is fundamentally changing office usage patterns. Many employees now only work on site on certain days. This reduces the average occupancy rate. At the same time, the importance of the office as a place for exchange, networking and team spirit is increasing.Less routine, more encounters
The classic 9-to-5 desk workstation is becoming less important. Instead, the office is becoming a place for targeted presence, for example for team meetings, project kick-off meetings or Onboarding new employees. This means that spaces must facilitate encounters instead of just offering space to work.Increasing demands for flexibility
If every employee no longer has a fixed position, workplaces must be Variable use be. This applies to both the furnishings and the technical infrastructure. This means that workspaces can be used quickly and at any time for the task at hand.Zoning in the open space: structure creates orientation and function
A successful open space does not thrive on openness alone, but on clear structuring. In hybrid offices in particular, where usage patterns vary greatly, well thought-out zoning is important in order to meet the different requirements.
Open office spaces can quickly appear chaotic or restless if they lack clear organization. The targeted division into functional areas not only provides better orientation, but also creates reliability and commitment: employees intuitively know where they can best complete which tasks.
Zoning also supports the acoustics, promotes concentrated work - and makes it easier to use the space flexibly for events, workshops or team days, for example.
1st focus zone: For concentrated, undisturbed work
Quiet individual workstations are available in this zone. They are ideal for tasks that require full concentration.
Features:
- Acoustically shielded desks
- Little through traffic
- Ergonomic chairs and height-adjustable tables
- Optional: visual screening with plants, partition walls or room-in-room solutions
2. collaboration area: for teamwork and creative exchange
This zone is designed for dynamism and interaction. Here, employees find the ideal environment for workshops, brainstorming sessions or short coordination meetings. Flexibility counts here: furniture must be movable and tools must be ready for immediate use.
Features:
- Group tables or workshop islands
- Mobile whiteboards or digital collaboration boards
- Sufficient power connections & wireless presentation solutions
- Sit-stand options for more active meetings
3rd lounge area: for informal encounters & social connection
Spontaneous conversations at the coffee machine, short meetings between colleagues or simply a short break. Lounge areas not only fulfill an important function in this respect. They also promote culture and a sense of togetherness within the company. Hybrid structures in particular need spaces that promote social proximity.
Features:
- Comfortable armchairs, sofas or high tables
- Warm materials, homely atmosphere
- Plant elements, coffee bar or snack area
- Optional: integrated technology (e.g. screens for shared content)
4. retreat zones & phone booths: for privacy and peace and quiet
Not everything belongs in the open space. For video calls, sensitive conversations or undisturbed individual work, you need places to retreat to that can be shielded. If the basic noise level is very high or for sensitive tasks, you need a place where you can work undisturbed.
Features:
- Soundproofed phone booths for 1-2 people
- Focus boxes with table, light and ventilation
- Optional: Booking systems for plannable use
Functional transitions and zone design
In addition to the functional division, the visual and acoustic demarcation of the zones is also important. Colors, floor coverings, furnishings and lighting design help to make transitions intuitively recognizable. The result is office architecture that guides without limiting.
In addition, zoning should not be rigid, but adaptive. Daily use, team size and work requirements vary. Therefore, modular design elements and mobile equipment are the key to sustainability.
How a modern open space should be equipped
In order for the open space to fulfill its new role, it must be equipped accordingly. This depends on the combination of Ergonomics, technology, flexibility and atmosphere to.Ergonomic equipment: why height-adjustable desks are crucial
In open spaces, several people often share the same workstation. Height-adjustable tables allow everyone to set their own individual working height - whether sitting or standing. This not only increases comfort, but also prevents discomfort. This flexibility is particularly essential in the shared desk concept, as there is no personalized workstation adjustment.Flexible furniture for changing usage scenarios
The use of an open space can change throughout the day: focus work in the morning, spontaneous team meetings in the afternoon. The furniture should do justice to this flexibility. The furniture should therefore be easily movable and modular. Mobile whiteboards, Roll container or Sliding acoustic room dividers enable quick adaptation without any conversion work.Technical infrastructure for smooth hybrid working
The Office technology must be flexible. Docking stations, wireless charging points and networked presentation technology are now standard and make it possible to connect to mobile devices anywhere in the office. Anyone who involves remote colleagues in meetings needs tools such as meeting owls, digital whiteboards or acoustic microphones in order to involve everyone equally.Acoustics and retreat options for concentrated work
Effective soundproofing measures are needed to prevent the open space from becoming a constant source of noise: Acoustic panels, carpets, partitioned Focus boxes or Meeting Booths provide quiet zones. Employees will be grateful for this, especially when working with high concentration requirements or for video calls.Practical tips for companies: How to make the transition to hybrid open space a success
For the open space to successfully take on its new role in the hybrid working model, it needs more than furniture and technology. A holistic planning approach that considers space, culture and organization as a whole is crucial. Based on our experience from numerous projects, we have compiled a few practical tips for you to help you with successful implementation.Carry out a needs analysis: Who comes to the office and when? And why?
Before areas are redesigned or converted, it should be clear how the Open space used in future becomes. This includes a well-founded Needs analysiswhich not only looks at capacity utilization, but above all at Application goalsWhich teams work in the office and when? Which activities are carried out on site? How often are meetings, creative sessions or onboarding situations expected? With these analyses, you create the basis for designing your space concept. Needs-oriented instead of flat-rate and avoid expensive bad investments.Set up pilot areas: Obtain feedback & improve iteratively
With such far-reaching changes, you should avoid a big bang. Set your plans instead step by step around. Instead of converting the entire office at once, you can Pilot areas are set up in which new zones, furnishings or technical solutions are tested under real conditions. In regular Feedback loops with your users, i.e. your colleagues, is the best way to identify advantages and weak points. The knowledge gained can then be incorporated into the expansion of further areas. In this way, you ensure the greatest possible Acceptance in the team. At the same time, you reduce the risk of planning without taking actual needs into account.Integrate IT and facilities at an early stage: Technology & space go hand in hand
A modern open space only works if Seamless space and technology interact with each other. Therefore IT Manager and Office manager from Involved in the planning right from the start become. They know both the technical requirements (e.g. network coverage, charging infrastructure, hybrid meeting setups) and the operational framework conditions (e.g. cleaning, maintenance, security). If this coordination is lacking, functional weaknesses often arise later on, such as insufficient power connections, poor sound quality in hybrid meetings or a lack of integration of mobile devices.Do not forget cultural development: Space alone does not bring cooperation
Even the most modern and best-equipped open space can only develop its potential if the Culture fits the use. In hybrid organizations, it is crucial that Cooperation actively promoted becomes. This can be achieved through regular team days, targeted events or leadership that supports personal presence. This also means Employees need to understand why they should come to the office and what added value the exchange on site offers. Only when space, communication and attitude work together will the open space become the lively center of a hybrid working environment.Do you need tips, ideas or a complete consultation to set up your open space? We can help you set up your open space in such a way that communication, peace and style go hand in hand.
👉 Let's get started.
The open space must change to meet the requirements of a hybrid working environment
The classic open-plan office approach only works to a limited extent in the hybrid age. But if properly conceived, open space can become the strength of a modern office concept : as a space for encounters, innovation, and collaboration.
Those who invest in flexibility, ergonomics and technology today not only create a functioning office, but also a place where people enjoy coming together , exchanging ideas and shaping the future together.
Read more in the installation guide
🡰 To the article Equipping the workplace
To the article Setting up a conference room 🡲