An office move is rarely just a change of address. It is the moment when companies decide how much space they need, how teams work together and which workplaces they will offer in future. If you only ask these questions after moving in, you pay twice: for space nobody uses and for a concept that does not work in everyday life.
Key takeaways
- The move is the best time to rethink the office concept. Afterwards, space and layout are fixed for years.
- Not every area is suited to desk sharing. What matters is how the teams actually work.
- Involving employees early and moving step by step reduces resistance and reveals mistakes early.
- IT, data protection and the works council belong at the start of the project, not at the end.
- After moving in, real usage data shows which areas work and which should be redesigned.
Why a move is the right moment for a new office concept
With a new lease, a company fixes its space, floor plan and fit-out for many years. At the same time, habits change during a move anyway: routes, desk neighbours, routines. That makes it the best time to switch from fixed desks to a hybrid model.
The key question is not “How many employees do we have?” but “How many are actually in the office, when, and what do they come in for?”. If you know this before planning, you plan the right amount of space instead of a reserve.
Case study: the Jebsen & Jessen move in five episodes
The Hamburg-based Jebsen & Jessen group moved from its previous location at Kehrwieder into a new office and introduced desk sharing in suitable areas. In the interview, Julian Harrendorf, General Manager Corporate Development, and Valerie Luisa Winand, Project Manager, explain how they went about it. Each episode comes with short video clips from the interview, and the whole series is also available as a YouTube playlist.
Episode 1: planning presence instead of managing absence
Before the switch, the system only knew absences: holiday, business travel, sickness. With remote work, that was no longer enough. Individual teams made do with Excel lists that worked for one team, but not for the whole company.
“We come from a world where we recorded absences in the system, if at all.” Julian Harrendorf, Jebsen & Jessen
Your takeaway: planning presence is a different task from managing absence. Team workarounds are a good signal of demand, but they are not a scalable solution.
Episode 2: flexible where it fits
The old office had single offices and small open-plan offices with fixed computers. For the new office, the team asked one question: what does it need to do so the company can keep growing? The answer was not either/or. The textiles team discusses samples at a large table, and purchasing works with paper files. Those areas keep fixed structures. In other areas, desk sharing is the better choice. Around 60 to 70% of employees now have the flexibility to work at changing desks.
“Now I would say you have to ask yourself: how much is this really used?” Julian Harrendorf, Jebsen & Jessen
Your takeaway: decide on desk sharing area by area. Consider the IT infrastructure too, because fixed phones and extension numbers do not fit flexible desks.
Episode 3: involve employees early, move step by step
Many employees had been with the company for a long time and were used to the old office. Valerie Luisa Winand therefore relied on participation and transparency: feedback from all areas, a clear timeline and updates at every step. Instead of one big move over three days, the departments arrived one after another.
“It is really important to take employees with you in this change management process, because there are worries and fears as well.” Valerie Luisa Winand, Jebsen & Jessen
Your takeaway: set a vision first and plan backwards from the target date. Move department by department, because small problems surface while only one area is affected.
Episode 4: live quickly, with IT, data protection and the works council on board
Jebsen & Jessen involved IT and data protection from the start. Seatti ran directly in Microsoft Teams, and the rollout began with pilot areas. A water leak in the old office showed how valuable the preparation was: because floor plans had already been set up for every area, the solution went live for everyone that same evening. The affected teams could book free desks at the holding company without taking anyone else’s place.
“Seatti is amazing, how is this so fast?” This is how Julian Harrendorf describes the employees’ reaction.
Your takeaway: set the tool up completely before the move, including floor plans for every area. Choose a provider that has already been through data protection and works council processes at other companies.
Episode 5: data shows how much space is really needed
Today, teams see in the Meetup Dashboard who will be in the office tomorrow and where. That changes when people come in: they know who they will meet. At the same time, usage data shows which areas are hardly used and can be redesigned. On top of that come synchronisation with the Outlook calendar and parking space booking, for example for guests or when colleagues release their space to the team.
“This area is not used at all, so maybe we should switch from four desks to a sofa corner.” Julian Harrendorf, Jebsen & Jessen
Your takeaway: the office concept is not finished once you move in. Usage data shows where to adjust. The more office processes run on one platform, the easier everyday work becomes for everyone.
Checklist: office move with a new office concept
Before planning
- Define the vision and goals for the new office
- Measure actual occupancy in the current office instead of estimating it
- Clarify for each area whether desk sharing suits the way it works
Planning
- Plan backwards from the target date
- Gather feedback from all areas
- Involve IT, data protection and the works council early
- Prepare the IT infrastructure for flexible desks
The move
- Communicate a clear timeline and keep people informed at every step
- Move area by area instead of all at once
- Set up the booking tool completely before the first moving day
After moving in
- Review how each area is used on a regular basis
- Redesign areas that are rarely used
- Bring further processes such as parking or visitors onto the same platform
How Seatti supports your move and office concept
Seatti is the Office Operating System for hybrid companies. Desks, meeting rooms, parking spaces and team planning run on one platform, directly in Microsoft Teams and Outlook.
Before the move, Office Intelligence shows how the current office is actually used: by area, weekday and team. This lets you justify the space requirement for the new location instead of estimating it. After moving in, ongoing analysis shows which areas work.
Planning a move? Book a live demo and we will show you how to determine your actual space requirement and set up the new office properly from day one.
Frequently asked questions
As early as possible. It starts with a vision for the new office. From that goal, you can plan backwards to see when each decision needs to be made.
No. Teams that work with physical materials, paper files or fixed equipment often need fixed desks. At Jebsen & Jessen, around 60 to 70% of employees work flexibly, while other areas keep fixed structures.
It depends on how many employees are actually in the office on which days. This figure should be measured before planning. With Seatti, you can analyse it using booking and presence data by area, weekday and team.
Early, and together with IT. It helps to choose a provider that has already been through these processes at other companies. That is why the rollout at Jebsen & Jessen was quick, starting with pilot areas.
With participation from all areas, a clear timeline and transparent communication at every step. Moving in stages gives teams time to settle in.
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