Case study: WWF | Rethinking office space organisation

Project objectives:

• Optimise space and adapt it to the new hybrid way of working
• Create a workspace that employees genuinely want to come to
• Foster knowledge sharing and collaboration across teams

Client context

WWF is a global non-governmental organization focused on nature conservation. Founded in the 1960s, its mission is to stop the degradation of the planet’s natural environment and build a future where people live in harmony with nature. While its global headquarters is in Switzerland, the Polish branch is based in the Ochota district of Warsaw.

Overall concept of the space

The redesigned office was envisioned as a space that brings the WWF team together – supporting both collaboration and focused work.

Colliers was tasked with reimagining the office layout to reduce the overall footprint while still meeting the needs of hybrid employees. The new office was to occupy one and a half floors in a small office building.

One of the priorities of the project was to facilitate collaboration and interaction, both within and between teams. The hybrid work model led to employees meeting less frequently in the office. Compared to the pre-pandemic situation, they also spent much less time interacting informally. The design of the working environment was therefore intended to facilitate contact and informal interactions. In the course of the project, it was therefore decided to move away from the classic zoning of the office, based on a team structure. Instead, it was decided to take advantage of the division into floors and create two separate zones, each with a different character adapted to the working style.

This strategic shift introduced several key elements:

• desk-sharing model: there are no permanently assigned workstations. Each employee is free to choose any available desk. To enable this level of flexibility, a clean desk policy was introduced, but also traditional under-desk storage units were removed and replaced with personal lockers.
• there is no clear assignment of teams to zones in the office – each employee can sit in any part of the office, depending on what type of activities they need to do and with whom they need to work.
• different zones have different rules – while the visual design of the zones is consistent, the expected behaviours differ. The office has a zone for so-called team and creative work and a zone for individual work.

Teamwork floor

The space on the ground floor has been designed with the idea that the new office should primarily have a social function: to be used for teamwork, building and maintaining relationships between employees. It consists of 3 separate zones: a conference zone, an interaction zone and a social zone.

Conference area – a space consisting of smaller and larger conference rooms. It is a place where small internal meetings, a workshop of a dozen or so people or a meeting of the whole team can be held. It is separated from the work areas, which makes it possible to receive guests while helping to ensure the privacy of employees and the confidentiality of the organisation.

Interaction zone (commonly referred to as the ‘hive’) – is a creative space designed for collaborative work. It accommodates both scheduled and ad-hoc meetings, as well as project-based teamwork. The hive also welcomes individuals working independently, provided their tasks do not require deep focus or silence. This zone is optimised for quick information exchange and easy access to consultations – whether in a meeting room or at a desk – which significantly enhances workflow and knowledge sharing within teams.

Social zone – situated directly next to the “hive”, it comprises a kitchen and an informal lounge area with sofas. In a hybrid work model, face-to-face interactions occur less frequently, making it more difficult for new employees to build relationships and for longer-serving staff to maintain them. Well-designed and appealing social spaces play a vital role in fostering and sustaining interpersonal connections in the workplace.

Individual work floor

Although the new office concept is primarily intended to support teamwork, it is equally important to provide spaces for individual work. Depending on the department and specific responsibilities, employee workstyles vary significantly across departments, requiring differentiated support. Moreover, even if someone typically handles focus-intensive tasks at home and comes to the office mainly for meetings, not every day can be planned in advance. Therefore, it is essential to offer fully equipped individual workstations – even in an office primarily designed for collaboration. This ensures that employees can carry out all their duties in a comfortable environment.

The first floor, naturally separated from the noisier zones, serves as the individual work area. It features ergonomic, fully equipped workstations. Small meeting rooms are also available for phone calls, allowing users to avoid disturbing others. Part of the floor has been designated as a restricted area for teams working with confidential data.

In addition to providing the right equipment, it was crucial to establish clear usage guidelines for both zones. Employees coming to the office for team collaboration or joint work are directed to the louder, more interactive areas. Those needing quiet and concentration can head to the first floor and choose from the available individual workstations.

How does the office function today?

Following an employee satisfaction survey regarding the new office layout, some of the original assumptions about the spatial arrangement were revised.

Teamwork floor

Due to low usage of the project furniture in the interaction zone, it was replaced with traditional workstations that better meet employee needs. This newly defined open space is well-liked by staff. It features large windows and access to a terrace, providing ample natural light – an important element of the Green Office trend. This not only reduces energy consumption but also improves employee well-being and productivity.

Smaller conference rooms adjacent to the open space are ideal for spontaneous internal meetings. Their glass walls maintain visual connection with the rest of the team. The social zone integrates seamlessly with the nearby relaxation area, supporting informal gatherings and team bonding over lunch or coffee.

Individual work floor

Most of the individual work area no longer requires complete silence. Regular conversations between colleagues at neighbouring desks are acceptable, although the overall noise level remains noticeably lower than in the hive. A dedicated silent work zone – a fully enclosed focus room – has been created to meet the specific needs of those requiring total quiet. Its size and functionality are tailored to actual demand.

Changes in working styles should be reflected in the office environment. WWF’s decision to redesign its office based on working modes rather than organisational structure marked a significant shift. Despite the need for some adjustments along the way, the new workplace concept has proven successful. The redesigned space is now much better aligned with the real needs of WWF’s hybrid teams.