Blog

Workplace operations insights

Practical guides for office managers building better hybrid workplaces. Learn how to optimize space utilization, automate operations, and support distributed teams.

Get workplace operations insights in your inbox

Subscribe for monthly guides on hybrid work management, space optimization, and workplace automation.

Oops! Something went wrong while submitting the form.
Office Insights

Workplace Safety in the Office: Legal Obligations, Ergonomics and Prevention

Workplace safety in the office serves to maintain employee health and provide legal protection for employers. In modern hybrid offices, safety places new demands on the organization of desk sharing and mobile work.

February 16, 2026
Learn More

Workplace Safety in the Office: Key Takeaways

  • Legal framework for workplace safety in the office: The foundation consists of the Occupational Safety Act (ArbSchG), the Workplace Ordinance (ArbStättV) and DGUV Information 215-410.
  • Risk assessment in the office: The employer must identify and document the risks (physical and psychological) for each workplace.
  • Ergonomics: Desks, chairs and monitors must be adjustable to prevent musculoskeletal disorders.
  • Personnel: Depending on company size, safety officers, first aiders and fire safety assistants must be appointed in the required numbers.
  • Safety briefings: At least once a year, all employees must be instructed on the hazards and protective measures in the workplace.

What legal regulations apply to workplace safety in the office?

Workplace safety in the office is primarily governed by the Occupational Safety Act (ArbSchG) and the Workplace Ordinance (ArbStättV), which are further specified by DGUV Information 215-410.

These regulations require employers to systematically assess hazards, comply with technical standards for computer workstations and ensure employee safety through regular briefings and the provision of first aiders.

  • Occupational Safety Act (ArbSchG): It forms the foundation and obliges the employer under § 5 to conduct a risk assessment. The goal is to design work in such a way that hazards to life and physical and mental health are avoided.
  • Workplace Ordinance (ArbStättV): It defines minimum requirements for the operation of workplaces. This includes aspects such as room temperature, ventilation, lighting and the design of computer workstations.
  • DGUV Information 215-410 (formerly BGI 650): This guideline from the German Social Accident Insurance is the most important practical standard for offices. It contains detailed requirements for ergonomics, floor space and the safety-related design of work equipment.
  • Display Screen Equipment Regulation (now part of ArbStättV): It sets specific requirements for the quality of monitors, keyboards and software ergonomics to prevent strain on the eyes and musculoskeletal system.

Responsibility and Implementation of Workplace Safety in the Office

The employer is solely responsible for compliance with and implementation of all measures. For support, from the very first employee, the employer is required to provide proof of safety engineering and occupational health care (according to ASIG and DGUV Regulation 2).

Occupational safety specialists (Sifa) and company physicians provide advisory services, but keeping escape routes clear or correctly adjusting office furniture falls under the responsibility of the respective managers or office management.

How is a risk assessment created for office workplaces?

The risk assessment is the required tool for identifying risks to employee health and initiating countermeasures. According to § 5 of the Occupational Safety Act, every employer is obliged to conduct this assessment for all workplaces, document it and update it regularly.

  1. Define work areas: Divide the office into meaningful units, for example individual offices, open spaces, meeting rooms.
  2. Identify hazards: Record all physical and psychological stresses.
  3. Assess hazards: Evaluate the risk (probability of occurrence and severity of potential damage).
  4. Define protective measures: Select appropriate measures according to the TOP principle (Technical before Organizational before Personal).
  5. Implement measures: Carry out the planned improvements.
  6. Check effectiveness: Verify whether the measures have actually reduced the risk.
  7. Document and update: Legally compliant documentation of results and adaptation when changes occur (e.g. new office furniture or software).

Consideration of Psychological Stress in the Office

Since 2013, the Occupational Safety Act has explicitly required that the psychological risk assessment must also be part of the process. In the office, the focus is on factors such as work intensification, constant availability, lack of recovery periods or inadequate work organization. The goal is the prevention of stress-related illnesses and burnout.

Special Case: Risk Assessment for Hybrid Work (Office/Home Office)

Due to the alternation between office and home office, the assessment must extend beyond time spent in the office. The employer must also consider hazards for working from home and on the go. Since the employer has no direct right of inspection in the private space of employees, this is done through self-assessment questionnaires and instructions for the ergonomic design of the home workplace.

What ergonomic requirements must office workplaces meet?

Workplace ergonomics aims to adapt working conditions to the physical characteristics of people. The overarching goal is to prevent improper strain and chronic musculoskeletal disorders .

DGUV Information 215-410 and the standards DIN EN 527-1 (desks) and DIN EN 1335 (office chairs) define exact minimum requirements for this purpose.

The Ergonomic Office Chair

A suitable chair must allow dynamic sitting and be individually adjustable:

  • Seat height: The thighs should slope slightly downward, with feet flat on the floor (knee angle approx. 90° or slightly more).
  • Backrest: It must have lumbar support that supports the natural curvature of the spine in the lower back area.
  • Dynamics: The backrest should be movable (synchronous mechanism) to encourage alternating between leaning forward and backward.

The Office Desk

The desk must provide sufficient space for work equipment and the correct working height:

  • Dimensions: The standard surface area is 160 x 80 cm. A depth of at least 80 cm is necessary to maintain the viewing distance to the monitor.
  • Height: For fixed desks, the standard measurement is 74 cm (± 2 cm). However, height-adjustable sit-stand desks (switching between 65 cm and 125 cm) are ideal for reducing cardiovascular strain.
  • Surface: It must be low-reflection and matte to avoid glare from light sources.

Monitor and Input Devices for the Office

The placement of technology affects the strain on neck and eyes:

  • Viewing distance: Depending on monitor size, this should be between 50 cm and 70 cm.
  • Viewing angle: The top line on the screen should be well below eye level, so that the gaze is slightly tilted downward.
  • Arrangement: The monitor must be positioned directly in front of the user (no twisted posture). Keyboard and mouse should be placed so that the forearms can rest relaxed on the desk.

Light, Noise and Climate in the Office

  • Lighting: For office work, an illuminance of at least 500 lux is required. Natural daylight is preferred, while glare must be prevented using blinds.
  • Noise: The sound pressure level should not exceed 55 dB(A) for predominantly mental tasks.
  • Indoor climate: The recommended room temperature is between 20°C and 22°C. The relative humidity should be between 40% and 60%.

How many first aiders and safety officers do I need for the office?

The number of persons to be appointed for occupational safety is legally defined and depends on the number of insured persons present in the workplace according to DGUV Regulation 1.

  • First aiders: In offices with up to 20 employees present, one first aider must be appointed. From 21 employees onwards, at least 5% of the workforce must be trained as first aiders.
  • Safety officers (SiBe): From a company size of 20 employees, the appointment of at least one safety officer is mandatory. They support the employer on a voluntary basis in accident prevention.
  • Fire safety assistants: Here too, a quota of typically 5% of employees applies. Find all details about training and equipment for fire safety in the office.

Important for planning: The employer must ensure through vacation and sick leave periods as well as hybrid work models that the required number of helpers are physically present in the office at all times.

How is workplace safety implemented in the office with desk sharing and hybrid work?

The introduction of work models such as desk sharing and hybrid work fundamentally changes the requirements for occupational safety. Companies must ensure that the protection goals of the Workplace Ordinance (ArbStättV) are also achieved with daily user changes and in the home office.

  • Ergonomics: Since every employee has different physical requirements, shared workplaces (shared desks) must be versatile and easily adjustable.
  • Space utilization and capacities: In open-space concepts, there is a risk of overcrowding, which increases noise levels and can undermine escape route concepts.
  • Psychological stress: The uncertainty of not finding an adequate workplace in the morning ("desk hunting") creates additional stress and reduces concentration.
  • Hygiene: Frequent user changes require hygiene rules and adapted cleaning cycles.

How does booking software help with workplace safety and health in the office?

PULT is our software for workplace and room booking as well as automated presence detection. It serves many employers as a platform to fulfill their duty of care. The software includes features for ergonomics, emergency management and health protection:

  • Equipment filter: Employees can specifically search for workplaces with height-adjustable desks (sit-stand desks), ergonomic chairs or special monitors.
  • Fixed assignments when needed: For employees with special medical or physical requirements, PULT enables permanent reservation of fixed workplaces as an exception to desk sharing.
  • Emergency Export: At the push of a button, administrators generate a list of all persons actually present. Thanks to WiFi detection (PULT Presence), "no-shows" or spontaneous visitors are also precisely recorded.
  • Capacity control: The software automatically prevents overcrowding of zones. This way, fire safety regulations and escape route capacities are technically accounted for.
  • AI Health & Safety Agent: Our AI agent helps convert occupational safety regulations into tasks and pre-fill compliance documents for audits with real presence data.
  • Noise and acoustic management: Through clear zoning into quiet and team zones as well as the bookability of phone booths, acoustic stress is reduced.
  • Psychological relief: The guarantee of a firmly reserved workplace eliminates the stress of morning searching and ensures a calm start to the workday.
Tip: Learn more about automatic presence detection via WiFi at PULT Presence.

{{onpage-cta}}

Flex Office: Simply explained, advantages, management

In a flex office, workstations, meeting rooms, and zones are shared by everyone and booked according to the task at hand. The concept saves space for individual workstations and frees them up for other uses. It adapts the office to the actual working methods of your employees.

November 27, 2025
Learn More

Flex Office: TL;DR

  • In a flex office, there are no personally assigned desks. Workspaces, meeting rooms, and zones are shared and booked or occupied spontaneously depending on the activity.
  • The aim of the flex office concept is to provide the best possible workspace for different tasks. 
  • A flex office space works best with booking software that allows all employees to book office resources fairly. 

What is Flex Office space?

The term Flex Office refers to an office or workplace concept that can be used in a variety of ways. It is characterized by the fact that the range of individual workstations, rooms, room dividers, and media technology is geared toward the working methods of the users. The aim of Flex Office is to accommodate people's working methods.

The main meaning is the internal Flex Office: employees no longer have a personally assigned desk, but instead choose their workplace depending on the task at hand. This principle is also known as desk sharing or activity-based working.

Another important meaning is the external Flex Office: this refers to office space or workstations that can be rented at short notice and are already fully equipped. This category includes coworking spaces and so-called managed offices.

Flex Office (internal) Flex Office (external)
Definition Workplace concept without fixed desks in your own company (desk sharing / activity-based working). Fully equipped office space from external providers that can be rented at short notice.
Typical use Medium-sized and large organizations with hybrid working models, i.e., constantly switching between working from home and working in the office. Start-ups, project teams, companies in expansion or transition phases.

What are the advantages of a flex office?

The advantages can be divided into four areas: space efficiency and costs, workplace experience and productivity, sustainability, and scope for ongoing changes and adjustments.

The advantages can be divided into four areas: space efficiency and costs, workplace experience and productivity, sustainability, and scope for ongoing changes and adjustments.

The internal flex office concept adapts the use of individual workstations, meeting rooms, and team zones in the office to the actual demand of the workforce.

Instead of providing each employee with a permanent desk, workstations, rooms, and zones are planned to suit the respective working style, i.e., concentration, collaboration, or communication.

Space efficiency and cost reduction

The greatest advantage of the flex office concept lies in the targeted redistribution of office resources.

Instead of providing each employee with their own permanent desk, you can reduce the number of individual workstations and instead create spaces that better reflect actual usage:

  • Zones for teamwork
  • Additional meeting rooms
  • Areas for physical and mental balance, such as relaxation rooms or sports rooms.

The basis for this is actual demand: many companies find that half of their individual workstations in traditional offices remain empty. According to the JLL Global Occupancy Planning Benchmark 2025, the average utilization rate worldwide is only around 54 percent.

You can control the use and fair distribution of the office resources you have created using booking software. Employees can use it to make binding reservations for the workstations, rooms, or zones they need in advance.

With the office insights feature integrated into PULT, you also receive precise occupancy data. You can see which room types are in high demand and which are hardly used. Underutilized areas can be reduced and the space freed up can be used for zones that are in high demand.

Employee satisfaction and productivity

A flex office increases satisfaction because your employees can choose their workplace independently and based on their daily tasks. So instead of sitting at the same desk all day, they decide on a case-by-case basis:

  • for quiet and concentrated work in quiet zones,
  • for teamwork in open-plan zones for collaboration,
  • or for customer and project meetings in acoustically shielded zones or meeting rooms.

According to the Gensler Workplace Survey 2025 and the Leesman Index 2025, employees who work in offices of this type rate their productivity as 8 to 12 percent higher than in static office formats.

The studies also show that it is important to match the type of work with the type of workplace. Those who have quiet areas for concentrated work and rooms and zones equipped for teamwork find the office to be conducive to performance and motivating.

Sustainability and ESG compliance

A study by Instant Group 2024 shows that a workspace in a flex office system generates up to 40 percent less CO₂ emissions than a permanently occupied space in a traditional office.

For companies with ESG targets, such as Scope 3 reduction, the flex office thus makes a direct contribution to environmental reporting and certification eligibility.

Market analyses by JLL and CBRE show that ESG-compliant and space-efficient concepts are now among the most important selection criteria in office planning

What are the disadvantages of a flex office?

Flex office solutions come with a number of challenges: a lack of personal connection, increased background noise, additional organizational effort, and data protection issues.

However, these issues can be easily resolved by involving your employees in the idea process on the way to a flex office, taking their working methods into account, and finally ensuring resilient structures with selected office equipment, high-quality offers, and the right software.

Loss of personal connection to the workplace

When fixed desks are eliminated, employees may feel that they no longer have their own space. This feeling is understandable, but can be mitigated by creating substitutes for personal connection:

  • Lockers or lockable rolling containers provide space for personal items. 
  • Daily personalization: Employees can set up their own belongings at their workplace for the duration of their working day. 
  • Attractive common areas such as lounges, team areas, or quiet zones create new places of identification.

Background noise and concentration

Open-plan areas or frequently changing workstations can lead to more noise pollution and movement in the room. This particularly affects activities that require a high level of concentration.

You can remedy this with a clear spatial layout and acoustically effective furnishings:

  • Quiet zones for concentrated work, separated from team and communication areas.
  • Phone booths or small meeting rooms as retreats for conversations and video conferences.
  • Sound-absorbing materials, plants, and textile room dividers noticeably reduce noise pollution.

Supplement these structural measures with simple rules of conduct: conversations or phone calls should take place in designated areas. This ensures that the office remains a place where concentrated work is possible, despite changing usage.

Organization and availability

When working in a flex office on a daily basis, employees sometimes worry that they will not be able to access a free workspace. They shy away from conflicts over seats and rooms.

With the PULT flex office management, your employees can reserve their workstations, meeting rooms, or team zones in advance. This ensures fairness and predictability, especially in larger teams or on days with high attendance.

In addition, automatic check-ins and no-show rules help to free up unused spaces.

Data protection and co-determination

Systems for booking or usage evaluation inevitably collect data. It is important that this data is limited to what is necessary and processed in accordance with the law.

In PULT, usage data is evaluated exclusively in aggregated and anonymized form.

It is not possible to draw conclusions about individual persons. This means you are working in compliance with the GDPR and can easily coordinate the introduction with the works council.

Manage your flex office with PULT

The concept of the flex office thrives on the conscious and targeted use of workspaces and rooms. For this to succeed, employees need to know which spaces and areas are available to them and when. Workplace booking and flex office software form the binding basis for this.

Such a booking system shows which spaces, meeting rooms, or project zones are available. Your employees can plan their working day and see when colleagues are in the office and where they will be sitting.

PULT gives you a realistic picture of actual usage: When is the office at full capacity, which areas remain empty at times, which rooms and zones are in high demand? This data provides you with a basis for adjusting your flex office offerings and refining your space planning.

  • PULT Workplace and Room Booking: Make binding reservations for desks, meeting rooms, project zones, and parking spaces directly via desktop or app.
  • PULT Presence: Automatic attendance tracking via the company Wi-Fi to compare actual usage and booking data.
  • Weekly Planner: Overview of who is in the office and when, and easy coordination of joint team days.
  • Office Insights: Evaluate utilization and attendance in real time to control cleaning cycles, energy consumption, and room allocation.

{{onpage-cta}}

Measuring and increasing office utilization without sensors

According to several studies, one in four companies underutilizes its office space. At the same time, average office utilization in Europe has leveled off at around 60 percent.

November 26, 2025
Learn More

Office utilization: TL;DR

  • Usage patterns: The busiest days are Tuesday and Wednesday. Monday and Friday are significantly less busy.
  • Measuring office utilization: Reliable results are obtained through genuine attendance tracking. Booking data helps, but is prone to errors due to no-shows.
  • Increasing office utilization: Better office utilization is achieved through attractive working environments, good facilities, and offerings that surpass the comfort of working from home.

What is office utilization?

Office utilization describes the proportion of actually used workstations or space in relation to the total available capacity within a specific period. 

It is an important indicator of the efficiency of office space, comparable to hotel occupancy or production line utilization. It is measured as a percentage based on a period of time, such as a week or month.

Office utilization is an important key performance indicator for workplace, real estate, and facility management. It enables:

  • Decisions on space planning
  • Targeted control of cleaning and energy use for heating, cooling, and ventilation.
  • Optimization of workplace availability in terms of the number of team zones, etc.
Calculation formula for office utilization analytics:

Office utilization (%) = (occupied workstations × usage time) ÷ (available workstations × total time) × 100

This formula can be applied at the workplace, room, floor, or building level. For a correct assessment, average and peak values (peak utilization) should be considered separately.

How high is office utilization in companies?

Average office utilization in Europe is currently around 60 percent. A clear pattern can be seen in the distribution across the days of the week:

  • Tuesday and Wednesday are the busiest days across Europe, with around 67 to 68 percent utilization.
  • Thursday follows closely behind with around 65 percent.
  • Monday and Friday remain significantly weaker.

These mid-week peaks are now considered a typical hybrid pattern and are an important factor in capacity and service planning in companies.

Parallel to the stagnating demand for space, an increase in vacancy rates can be observed in many European cities. Companies are increasingly concentrating their rental space on high-quality locations with good transport links and facilities suitable for new ways of working.

  • The quantitative volume of space is declining, while qualitative demand is rising.
  • Guidelines for planning and evaluation

How do I measure office utilization?

Office utilization is measured by combining real attendance data, booking information, and space utilization analyses.

Depending on the technical infrastructure, Wi-Fi detection, sensors, booking systems, or access data are used for this purpose. It is important that the data reflects actual usage, not just reservations.

Measuring actual attendance

The most reliable method of office utilization analysis is to track the actual attendance of employees in the office. In traditional systems, employees must check in reliably every day. A simpler and more reliable method is to use automatic check-in via Wi-Fi connection in the office space utilization software PULT Presence.

To do this, check-in is performed automatically as soon as your employees' laptops or smartphones connect to the existing company Wi-Fi. No intervention by employees is necessary.

  • Wi-Fi detection: End devices (laptops or smartphones) automatically connect to the company network. These connections can be counted anonymously and show how many people are in the office at the same time.
  • Advantage: No manual check-in necessary, high data quality, clear representation of actual presence.
  • Data protection: Data is collected in aggregate form and in compliance with the GDPR; individual movement profiles are not created.
  • Measurement period: Two to four weeks usually provide sufficient data to reliably calculate average and peak values.

This method is particularly suitable when real usage patterns are to be recorded instead of mere booking statistics.

Measurement via booking data

Office utilization can be assessed based on booking activity. This involves counting how often workstations or rooms are reserved and used. This is less accurate than actual attendance recording.

  • Easily available when using booking software with office insights
  • Meaningful for demand and planning trends.

Limitations:

  • Bookings only reflect intended use, not actual attendance.
  • No-shows (reservations without use) distort the results.
Tip: Automatically releasing unused bookings significantly improves data quality. In the office utilization software PULT, you can set the time period after which an unused booking is automatically canceled.

How can I increase office space utilization?

You can increase office utilization benchmarks by making it attractive and providing a positive workplace experience, thereby motivating your employees to return to the office. Your team will enjoy coming to the office if it offers something that working from home cannot: community, comfort, and attractive opportunities for balance and modern working.

What makes an office attractive?

An office is attractive when it offers space for different ways of working and meets people's needs for variety and balance. Instead of uniform rows of desks, companies today need diverse work zones:

  • Multispace principle: Different areas for concentration, collaboration, discussions, and relaxation. 
  • High quality of stay: Comfortable lounges, well-equipped kitchens, snacks, drinks, and places to retreat increase well-being and extend the time spent in the office.
  • Strengthening collaboration: The office serves as a social space. Team days are held and the freely configurable team zones are utilized.
  • Quiet zones: Despite open spaces, acoustically protected retreats are needed. Many employees particularly appreciate the quiet of working from home. The office should also offer this advantage.

Offers for a high-quality workplace experience

A compelling workplace experience is created by the mutual complementarity of spaces, technology, and culture.

A. Spaces and zones

  • Zoning and diversity: Separate areas for concentrated work, teamwork, breaks, and mental balance.
  • Acoustic quality: Textile and acoustically effective surfaces, large and lush plants, and room dividers reduce noise.
  • Team areas: Rollable and freely combinable furniture, whiteboards, and partition walls create convertible project zones.
  • Phone booths & huddle rooms: Small, soundproof rooms where you can make phone calls without disturbing other colleagues.
  • Biophilic design: Daylight, green plants, and natural materials measurably improve well-being.

B. Technology and equipment

  • Ergonomic, standardized workstations: Every workstation should be equipped equally, with a monitor, docking station, and adjustable table.
  • Reliable meeting technology: with excellent audio and video quality.
  • Personal storage space: lockers, cubicles, rolling containers
  • Space booking system: Fair workplace and room reservation

C. Services and culture

  • Catering and food: A good selection of tea, coffee, and beverages, healthy and protein-rich snacks, canteen offerings
  • Break and exercise areas: Lounges, sports or fitness zones with showers
  • Cleanliness and hygiene: Clean, well-maintained areas are an expression of appreciation.

Measurements as the first step toward greater office utilization

The option of spending individual workdays in a home office has become standard for employees. At least, that is true for professions where it is actually possible. On the other hand, office utilization is also a valuable asset for you as an entrepreneur or manager, and one that has a direct financial impact.

The return to the office and thus the highest possible office utilization is best achieved through positive motivation. Coercion tends to lead to attrition. Any measures that make your office more attractive are considered suitable motivators. Offer your employees something that their homes cannot provide.

In order to free up space for lounges, team areas, quiet areas, or even sports rooms, you will need to rearrange the existing space and reduce the number of individual workstations. The first link in this chain is therefore to measure the current office utilization. And this is best achieved with Office Insights from the office utilization system PULT.

Important: As more colleagues return to the office, booking and attendance figures will naturally shift. Keep an eye on the trend in PULT, which is very easy to do using Office Insights.

By observing booking behavior, you can readjust the availability of individual workstations. This way, you can ensure that all employees can reliably book a free space at any time.

{{onpage-cta}}

Work 4.0: How digitalization, AI, and new ways of working are shaping the future of work

Work 4.0 describes how digitalization, automation, and new ways of organizing work are changing the world of work. Technology is changing where, how, and when we work, from networked offices to mobile workplaces.

November 12, 2025
Learn More

Work 4.0: TL;DR

  • Digitally networked: Communication, data, and processes are cloud-based and run in real time.
  • Location-independent: Teams work in a hybrid manner, i.e., in the office, from home, or on the road, depending on the task and individual productivity.
  • New skill profiles: Digital, social, and self-organizational skills are becoming increasingly important. Routine tasks are being automated.
  • Law & responsibility: Working time, data protection, and occupational safety regulations must be adapted to more flexible working models.
  • Office space in transition: Traditional desks are giving way to modular, shared work zones, controlled via a booking system (PULT).
  • Leadership & culture: Trust, results orientation, and increased communication are replacing pure presence control.

What is Work 4.0?

Work 4.0 (also known as “labor 4.0” or “Arbeit 4.0”) describes the transformation of work through digitalization, networking, and the use of automation and artificial intelligence. The term ties in with Industry 4.0 technologies, but shifts the focus from production processes to forms of work, organization, and employment relationships.

  • Work 1.0: Mechanization; factory work emerges.
  • Work 2.0: Electrification & assembly lines; mass production.
  • Work 3.0: IT & early automation; global networking begins.
  • Work 4.0: Real-time networking, cloud, AI, platform work, hybrid models: work becomes more flexible in terms of location and time.

What are the characteristics of Work 4.0?

Work 4.0 stands for the interplay of digitalization, automation, and personal freedom of choice. It is changing where, when, and how people work: through digital workplaces, location-independent collaboration, artificial intelligence, and new forms of leadership.

The digital and changing workplace

Work is becoming decoupled from the physical office. Documents, communication, and processes run in the cloud and are therefore accessible anytime, anywhere. Chats, video meetings, and project software are becoming the most important work tools.

Employees are increasingly organizing their work independently, and the task determines the place of work. This applies both to the choice between the office and working from home, as well as to the choice of the right workplace within the office. In addition to traditional individual workstations, there are also zones for collaboration, quiet zones for concentrated work, and areas for personal balance.

Management and learning culture

Employee management is changing from control to coaching and trust. Performance is measured by results, not by presence.

At the same time, a willingness to engage in lifelong learning is becoming an important characteristic: skills in software and AI, self-organization, and adaptability to new technologies are of great importance in Work 4.0.

Working hours

In many countries, employers are required to keep complete records of working hours. Companies use digital time recording systems for this purpose. These automatically record the start of work, breaks, and the end of work, even when working from home. At the same time, the four-day week and working time accounts are becoming established, allowing overtime and reduced working hours to be balanced out over longer periods.

Regulations against blurring boundaries

A frequent conflict amid the otherwise very free Work 4.0 is availability outside regular working hours. Works agreements now stipulate that emails or chat messages outside core working hours do not have to be answered. This ensures that working time limits are adhered to despite digital networking.

What technologies shape Work 4.0?

Work 4.0 is primarily defined by automation, artificial intelligence, cloud infrastructures, data analysis, and networked workplace systems. These technologies make it possible to digitally map, control, and evaluate all or as many processes as possible.

Automation and robotics

Automation means that technical systems perform recurring tasks independently. Many companies already use software systems that take over routine tasks:

For example, they read invoices, compare amounts with orders, and automatically forward them to approval processes. In human resources or contract management, programs recognize deadlines and generate reminders without anyone having to check manually.

Automation is also already widespread in production and corresponds to the image of Work 4.0. Robots take over monotonous assembly steps, high-resolution cameras check surfaces for defects, and driverless transport systems bring materials to the right place at the right time.

Artificial intelligence

Artificial intelligence (AI) extends automation with the ability to understand data and draw conclusions from it. It is used to recognize patterns and process or generate language or images.

AI is used to automatically assign topics to incoming emails, transcribe meeting notes, or detect irregularities in production data. In service departments, AI systems analyze inquiries and suggest appropriate response modules or solutions.

In human resources, they help with the pre-selection of applications by evaluating resumes in a structured manner and comparing requirements with job data.

Such systems do not make decisions, but rather deliver interim results. Humans then review, correct, and approve them. This changes the role of many employees: they control automated processes instead of executing them entirely themselves.

Data and analytics

Digitalization generates large amounts of usage and performance data. Evaluating this data is an essential basis for Work 4.0.

Companies collect anonymized data on how workstations, rooms, or systems are used. Booking times, check-ins, room occupancy, or sensor data on air quality show when workstations, zones, and rooms are actually being used.

This is supplemented by performance data from processes, such as throughput times, error rates, or processing times for transactions.

Patterns can be derived from this information: on which days offices are heavily occupied, which room sizes are used too often or too rarely, or where approval processes regularly come to a standstill.

Based on such analyses, work organization, space planning, or shift models can be adapted to actual requirements.

Tip: In PULT, you can measure office utilization without sensors. With the data obtained, you can gradually replan your office space and provide your employees with the resources they really need.

Augmented and virtual reality

Augmented reality (AR) and virtual reality (VR) complement Work 4.0 with immersive forms of learning and application.

In maintenance, technicians can use AR glasses to see step-by-step instructions directly in their field of vision. In the event of complex malfunctions, experts can be called in via video function and markings can be placed in the image.

VR simulations are used in education and training to practice procedures safely, such as safety procedures, machine operation, or emergency scenarios. VR is also used in design to virtually walk through facilities or office spaces and check ergonomic aspects in advance.

Networked workplace and building technology

In offices that meet the requirements of Work 4.0, sensors and IoT (Internet of Things) systems ensure that buildings and building technology actively respond to usage.

Motion and occupancy sensors detect which workstations or meeting rooms are occupied. CO₂ and temperature measurements control ventilation and air conditioning. Lighting and cleaning can thus be adapted to actual usage.

How are the location and time of Work 4.0 changing?

Work 4.0 is changing the organization of location and time. Work is less tied to a fixed place or a rigid schedule. It takes place where tasks can be completed efficiently and at times that suit both operational processes and employees' personal planning.

Transition from a fixed workplace to a flexible concept

The office is supplemented by other work locations, and employees switch between the company, their home office, and third work locations such as coworking spaces. As a result, the entire team is no longer in the office every day.

As a result, individual workstations are being eliminated. They are giving way to a desk sharing concept that continues to provide a reduced number of individual workstations. These are booked before the start of work and are therefore reserved on a binding basis.

Desk sharing means that less office space is taken up by individual workstations. This creates more space for resources that are in greater demand: meeting rooms, zones for teamwork, and areas for relaxation and recreation. These rooms and zones can also be created and booked in PULT.

In this way, desk sharing makes the office suitable for activity-based working. Your employees decide for themselves which location, room, or zone is best suited to the task at hand on a given day.

Desk sharing with PULT. Find out more now!

Product demonstration

Working time models under Work 4.0

Freedom of choice in terms of location goes hand in hand with freedom of choice in terms of time. Working hours are increasingly based on results rather than fixed time slots.

Flexitime, trust-based working hours, and annual working time accounts are common models for balancing personal and operational requirements.

What skills do employees need in Work 4.0?

Work 4.0 requires employees to have new and expanded skills in dealing with technology, data, and self-organization. Important skills include knowledge of cloud software and AI, analytical thinking, personal responsibility, and the ability to adapt to change.

Dealing with data and information

Aspects of data analysis are finding their way into many activities. Key figures are displayed directly in the work process, for example in the dashboard in production or in the ticket monitor in customer service.

Employees must be able to read these key figures and results, check their significance, and know what they should decide themselves and when they should ask questions.

Example: An increase in processing time may indicate technical problems or that a team is currently working on more complex orders.

Self-organization and stress management

With the spread of working from home, flexitime, and trust-based working hours, responsibility for work organization is shifting to the individual. If your employees frequently switch between the office and working from home, they need to plan their own tasks, limit interruptions, and draw boundaries between work and leisure time.

Self-organization is also a matter of health and well-being. Studies by the BAuA show that employees who work from home report longer screen times more frequently. That's why the ability to schedule breaks, limit availability, and recognize overload in good time is also one of the skills in demand.

Long-distance communication

Digital collaboration requires understanding and benevolent communication. In video conferences or chat messages, body language and nuances are missing, and misunderstandings arise more easily. Successful teams therefore take care to record agreements in writing, document decisions openly, and allow questions at any time.

In industry 4.0 and skilled trades, too, coordination is increasingly being carried out digitally, for example between field staff and office staff, for example via apps.

Willingness to learn and adaptability

According to the Future of Jobs Report 2025, around 39 percent of professional qualifications worldwide will change within five years. This means that knowledge is becoming obsolete faster than traditional continuing education can replace it.

The ability to learn is therefore considered a new core competency. This includes curiosity, acceptance of mistakes, and a willingness to familiarize oneself with new topics.

Tip: With PULT, the software for workplace booking and office insights, you can work in compliance with GDPR. You receive comprehensive evaluations of office usage, and since no conclusions can be drawn about the behavior of individual persons, data protection remains unaffected.

Shaping Work 4.0 with PULT

The Work 4.0 workplace is the result of several factors working together:

  • Spaces and zones that cater to different ways of working.
  • Technology, software, and AI that take care of routine tasks and function reliably.
  • Employees who are ready for change and develop future-proof skills.
  • A culture that ensures people feel comfortable in the office. 

To ensure that you can approach the process of Work 4.0 in your company not just based on gut feeling, but in a targeted manner, you need reliable data, such as that provided by PULT:

  • Office Insights: In PULT, you can see in real time how heavily your office space, rooms, and workstations are being used. Based on this, you can plan your space in line with the new requirements of Work 4.0.
  • PULT Presence: In addition to booking data, Presence provides you with real attendance figures. As soon as laptops or smartphones connect to the company Wi-Fi, office attendance is automatically recorded. This gives you a realistic picture of how many employees are actually in the office, regardless of whether they have made a booking in advance.
  • Workstation and room booking: Your employees can reliably reserve workstations, meeting rooms, zones, and parking spaces. This ensures that everyone has fair access to existing and newly created resources and that no one is left standing in front of occupied spaces.

{{onpage-cta}}

The workplace of the future: How people, space, and technology interact

The workplace of the future is hybrid, highly networked, and focused on health and sustainability. New studies show how space, technology, and work culture are changing and what requirements companies will have to meet in the future to be future-proof.

November 9, 2025
Learn More

Workplace of the future: TL;DR

  • AI in everyday working life: 75% of knowledge workers use generative AI, which is why the right skills and data security are becoming more important.
  • Ergonomic & adaptive: Choice of different workplaces depending on the task. Sensor-controlled workplaces for improved air quality, lighting, acoustics, and utilization.
  • Data and space management: Sensors and software make occupancy, climate, and energy consumption visible and enable the optimization of workplaces and office space.
  • Focus on people: Leadership, learning culture, and mental health are becoming increasingly important for maintaining performance and motivation.

What is the workplace of the future?

The workplace of the future combines the office, home office, and mobile working into a coordinated system. The design of this new type of workplace responds to technological, social, and organizational changes. Work is distributed across multiple physical and digital spaces.

In its “Future of Jobs Report,” the World Economic Forum describes three directions of development:

  • Hybrid organizational models with flexible work locations and hours
  • Technology: AI, automation, and data integration take over routine tasks
  • Human-centric work environments: Workplaces that better meet human requirements for health and balance than before

The three dimensions of the workplace of the future

The workplace of the future is emerging at the interface between people, space, and technology. These three dimensions determine how companies structure work, design their office spaces and premises, and integrate software and AI. 

1. Dimension: People

The human dimension encompasses qualifications, work organization, and well-being.

According to the World Economic Forum, analytical thinking, creativity, learning ability, resilience, and technological competence are among the five most important skills for the future. Over 60% of the companies surveyed plan to train employees in AI, data, and communication skills.

Studies by the German Federal Institute for Occupational Safety and Health show that the mental health and social integration of employees in hybrid work, i.e., constantly switching between the office and working from home, are important performance factors. 

The BAuA also points out that as digital work density increases, the boundaries between work and leisure become blurred and therefore need to be carefully regulated. Working time documentation, break management, and technical disconnect options (right-to-disconnect regulations) are considered effective preventive measures.

2. Dimension: Space

The workplace of the future is increasingly moving away from the traditional individual workstation and is instead becoming more of a zone. Employees can choose between different workstations within the office, each of which is designed for different purposes. 

  • Ergonomics: Furniture can be adjusted to suit individual body types using memory presets and controls via an app or workplace ID.
  • Customization: Connecting to health and exercise apps enables personalized activity recommendations for each employee.
  • Sensors: Sensors detect presence, temperature, air quality, brightness, and frequency of use; they control lighting and climate.
  • Lighting control: Circadian lighting adjusts color temperature and brightness throughout the day to stabilize concentration and sleep patterns.
  • Acoustics: Workplace design includes sound-absorbing surfaces, variable partitions, or sound masking to minimize acoustic stress in open-plan offices.
  • Materiality: Use of natural materials, wood, and textiles to improve indoor climate and psychological well-being.
  • Biocomponents: Greenery in the form of hydroponics, hanging plants, plant room dividers, and moss wall art increases humidity and has been proven to reduce stress levels.
  • Sustainability: Furniture consists of modular, repairable, and recyclable components with a documented carbon footprint.

3. Dimension: Technology

The technological dimension describes the use of software, increasingly influenced by AI and overall with a view to simplifying human work.

The Microsoft Work Trend Index Study 2025 shows that generative AI is used in 75% of knowledge work, including text creation, information processing, and data analysis. This development is leading to new forms of work: so-called human-agent teams combine human decision-making capabilities with algorithmic support.

The workplace of the future will use IoT sensors, presence detection, and room data. These systems enable comprehensive data analysis of room usage, energy consumption, and ergonomic behavior.

Added to this is the widespread use of AI, for example in digital workplaces, data management systems, and collaboration software. 

How do I design the workplace of the future?

The future workplace should meet the mental and physical needs of employees much more than before. Old room concepts are being broken down and spaces are being used according to actual needs, sometimes in different ways every day. The hardware used, as well as the skills and mindset of the employees, enable the use of software and technology that is close to the state of the art.

1. Assess the initial situation

Start by taking stock of the existing office space and its use, the existing technology and furniture, and the employees' expectations of the company. Use occupancy data, feedback surveys, and interviews to do this.

  • Analyze how and where work is done, for example, through presence detection in PULT Presence, workplace sensors, or surveys.
  • Determine the utilization rate per room type (individual workstations, team areas, meeting rooms) to identify over- or under-occupancy.
  • Record ergonomics and comfort issues: light, noise, temperature, lack of movement.
  • Include results from risk assessments and health reports.

Based on this, determine what types of workstations your company will need in the workplace in future, such as individual workstations in quiet zones for quiet and concentrated work, areas for teamwork, meeting rooms, or attractive break areas.

Tip: With PULT, you can measure office utilization without sensors, gradually replan and optimize office space, and easily conduct surveys among employees.

2. Optimize space and equipment

  • Provide height-adjustable desks with memory function, ergonomic chairs, and lighting that can be adjusted individually for each workstation.
  • Set up workstations so that employees can regularly switch between sitting, standing, and moving around. Walking pads, i.e., treadmills with low speeds, are suitable for this purpose.
  • Design the workplace and zones for teamwork in a modular way, with rollable partitions, tables, chairs, and presentation technology.
  • Place plants and natural materials around the space to improve air quality and well-being.

3. Digitalization and employee skills

  • Use sensors that measure temperature, CO₂ levels, light, and presence. The data is used to automatically control climate, lighting, and energy consumption.
  • Work and administration should be digital as far as possible. Equip your team with the appropriate technology, starting with software and additional hardware, such as tablets for handwritten notes, drawings, and sketches.
  • Train your team in the use of AI tools and create a broad understanding of their advantages, but also the associated problems in the digital workplace of the future.

4. Monitoring

Regularly review all measures within the three dimensions of the workplace of the future. Conduct surveys and annual workplace audits for this purpose.

The development of the workplace of the future is never complete. Your employees' demands change and technology continues to evolve. Therefore, plan for regular adjustments and check whether and which measures are effective.

Tip: In PULT Office Insights, you can easily conduct surveys among your employees.

Designing the workplace of the future with PULT

The future of the workplace is created in your company through the interaction of many factors:

  • Spaces and zones that enable different ways of working.
  • Technology and software that takes care of routine tasks and works reliably.
  • Employees who are ready for change and develop future-proof skills.
  • A culture that ensures people feel comfortable in the office. 

To ensure that you can approach the process of creating future-proof workplaces in a targeted manner rather than relying solely on gut feeling, you need reliable data, which you can obtain from PULT:

  • Office Insights: PULT shows you in real time how heavily your office space, rooms, and workstations are being used. Based on this information, you can plan your space to meet the new demands of the workplace of the future.
  • PULT Presence: In addition to booking data, Presence provides you with real attendance figures. As soon as laptops or smartphones connect to the company Wi-Fi, office attendance is automatically recorded. This gives you a realistic picture of how many employees are actually in the office, regardless of whether they have made a booking in advance.
  • Workplace and room booking: Your employees can reliably reserve workstations, meeting rooms, zones, and parking spaces. This ensures that everyone has fair access to existing and newly created resources and that no one is left standing in front of occupied spaces.

{{onpage-cta}}