In recent years, many companies have chosen to move away from traditional, assigned seats in the office and instead have introduced so-called free seating or activity-based workplace solutions. This means that employees do not have a fixed desk but can choose where they want to sit from day to day, depending on their tasks, needs, and preferences. The arrangement is particularly widespread in knowledge-intensive industries but is becoming increasingly common across all sectors. The debate over whether free seating works well is extensive, but there are a number of advantages that lead more and more organizations to view this solution as both effective and forward-thinking.
One of the biggest advantages of free seating is that it gives employees greater flexibility. Instead of being tied to a specific desk, employees can choose their workspace based on the type of work they need to do. For example, someone who needs full concentration can choose a quiet area, while someone who needs to collaborate with colleagues can sit in a more open part of the office. In this way, the system facilitates a more activity-based work pattern, where the physical environment can be adapted to the specific task at hand. This can contribute to improved productivity and increased well-being.
Free seating can also strengthen collaboration in the workplace. When employees don’t sit in the same spot every day, they are exposed to a wider range of colleagues and teams. This can break down silos, promote knowledge sharing, and increase understanding across departments. Many companies find that this arrangement contributes to a more open and inclusive culture, as employees naturally have more points of contact throughout the workweek. In the long term, this can lead to increased innovation and better problem-solving, as it provides access to different perspectives and experiences.
A more practical, yet highly important, benefit is that free seating makes it possible to utilize office space more efficiently. In many companies, not all employees are present at the same time—due, for example, to working from home, meetings with clients, or business travel. Assigned seats can therefore result in large amounts of unused space. With free seating, workspaces can be sized according to actual needs, which often allows for a significant reduction in office space. For companies, this can lead to substantial savings on rent, electricity, cleaning, and maintenance.
This is where services like those we provide at BLDNG play a crucial role. We offer sensors that measure actual space usage over time. If your company is considering implementing free seating or moving to new premises, we provide sensors that deliver reliable data on how office space is currently being used. This makes it possible to identify unused or underutilized space, which can lead to significant savings on rent at your current location. As a result, your company may be able to terminate leases for parts of the space or sublet it to other companies. This information can also be used if the company plans to move to new premises, by reducing the number of square meters leased in the next lease agreement. The result is significant cost savings, while the workspace becomes better tailored to actual usage.
Since the pandemic, many companies have introduced more flexible arrangements where employees combine working in the office with working from home. Free seating fits well into this new reality. When not everyone is in the office every day, it makes little sense to reserve fixed seats. A flexible arrangement allows the office to adapt to the actual needs that arise.
By using our services, your company can document how often different zones and areas are actually in use. This provides a basis for adapting the office layout to a hybrid workday and avoiding paying for square meters that are effectively empty. Read more about our workplace analysis here.
An office with free seating signals a culture that is open to change and new ways of working. When employees get used to being more mobile, this can also contribute to greater adaptability in the face of changing conditions and work styles. The system can thus be seen as a tool for fostering a modern, dynamic work culture. For many young employees—who often value flexibility and variety—this can also be a competitive advantage in the battle for talent.
Here, BLDNG can contribute by providing continuous measurements of space utilization, allowing companies to constantly adjust and improve their office strategy. This results in a more dynamic and forward-looking office environment.
When an office is designed with free seating in mind, it often facilitates flexible and modern workspaces. This can include adjustable desks, better chairs, and varied furnishings. Instead of each individual having to adapt a fixed workstation themselves, shared solutions are created that everyone can benefit from. In practice, this can contribute to better ergonomics and a reduced risk of repetitive strain injuries, as employees are given the opportunity to vary their posture more throughout the workday.
Finally, free seating can help build a sense of community and a stronger organizational culture. When employees aren’t tied to a fixed desk but are encouraged to move around and sit with different colleagues, it creates a sense of greater accessibility and openness. This can bring about a positive change in the work environment by reducing the distance between employees and management and fostering a sense of equality and inclusion.
Free seating is not without its challenges, and it requires careful planning, clear guidelines, and a conscious organizational culture to function optimally. Nevertheless, the benefits are significant: the system provides flexibility, promotes collaboration, reduces costs, and facilitates hybrid work arrangements.
By combining free seating with data-driven measurements from BLDNG’s own sensors, companies can create a workplace that is both efficient and cost-effective. The sensors provide valuable insights into how office spaces are actually used and ensure that companies can make data-driven decisions about future space utilization. Thus, free seating becomes not just a trend, but a strategic solution that makes the workplace more profitable and sustainable.
Is this something for you and your company? Get in touch and we’ll help you!