The Ultimate Guide to Activity-Based Workplaces in 2025

Activity based workplaces are rapidly becoming the preferred working model for companies rethinking their office space for the future of work. Unlike the traditional office, this approach gives people the freedom to choose from different work settings throughout the day, depending on their tasks. As the workplace evolves, employees want a work environment that genuinely supports collaboration, focus, privacy and flexibility.

‍

At Persy Booths, we work with lots of customers who are looking to create their own activity based workplace. After all, we are manufacturers who supply office pods that create different areas to support different types of activity – so no surprise that we know a thing or two about activity based workplaces! To help you make up your mind about whether it is a good approach for you – and how to get the benefits of the right office environment without overspending, we have put together an article that covers all the key issues.

Key takeaways from this article

• What activity based working is, how it differs from a traditional office, and why it matters in the future of work.
• The core benefits of an activity based workplace – including productivity, collaboration and employee satisfaction.
• The challenges companies must overcome when shifting to an activity based working model, along with practical solutions.
• A step-by-step guide to implementing an ABW office, plus how to monitor and improve it over time.
• Where pods, meeting rooms and quiet zones fit into an effective based workplace design.

Activity based working (ABW) is a workplace strategy that allows employees to choose the most suitable work settings for their specific tasks across the day. Instead of assigning each person a fixed desk, an activity based workplace provides a variety of workspaces that support different activity types – collaborative, quiet, creative, focused or social.

‍

In a traditional office, people often adapt their tasks to the environment because the environment is static. In an activity based workplace, the environment adapts to the task. This approach is driven by the needs of people, the rhythm of work and the increasing desire for flexibility in how, when and where work gets done.

‍

An activity based working model typically includes:

• open plan team areas
• meeting rooms of different sizes
• quiet rooms or privacy booths
• informal collaboration spaces
• touchdown desks
• soft seating zones for relaxed conversation
• private areas for deep focus
• technology-enabled rooms for hybrid work

‍

What makes ABW compelling is the sense of autonomy it gives employees. People can move between these settings throughout the day, selecting the environment that best supports their tasks. This flexibility improves focus, collaboration and the overall experience of being in the office. Companies increasingly see ABW as a powerful way to make office space more efficient, reduce real estate costs and provide a workplace experience that supports the future of work.

The benefits of activity based working extend far beyond flexible seating. When implemented well, ABW strengthens productivity, boosts employee satisfaction, and prepares the business for long-term success.

When employees can choose the right environment for their specific tasks, their productivity naturally increases. Focus zones help people complete complex work without interruption, while open spaces encourage fast collaboration. Tools like privacy booths also support quiet work in otherwise open environments, providing a quick alternative to booking meeting rooms.

Activity based workspaces give people flexibility, choice and autonomy – three proven drivers of employee satisfaction. When employees feel trusted to manage their own time and select their preferred work environment, they tend to feel more engaged and more connected to their work. This sense of empowerment contributes to higher morale and better long-term retention.

‍

A 2022 paper published by the Multidisciplinary Digital Publishing Institute showed that an ABW initiative in a Swedish government department was proven to increase employee satisfaction.

One of the biggest advantages of ABW is how adaptable it is. As hybrid work becomes the norm, companies need office designs that can flex for different days, team sizes and new ways of working. Activity based working allows organisations to reconfigure spaces, increase collaboration zones or add new technology without redesigning the entire office.

‍

The CIPD highlights how agile workplace strategies are essential for navigating the future of work, especially as businesses continue to evolve alongside digital and hybrid models.

While ABW delivers clear benefits, it does require a mindset shift for employees and thoughtful planning from organisations. The following challenges – and strategies – should be considered during any transition.

Some employees may initially resist activity based working because it challenges the comfort of habits like having a permanent desk. Change management is therefore essential. Communicating the benefits, running pilot areas and gathering feedback early can help employees feel more involved and more positive about the transition.

‍

A good ABW programme reassures people that the goal is to support their needs, not disrupt their routine.

Balancing different zones within an activity based workplace is one of the most important design considerations. Teams must determine how many desks are needed, how many meeting rooms should be available and how much space should be allocated to collaborative vs quiet areas. Real estate efficiency must be weighed carefully against user comfort to prevent overcrowding or underused spaces.

‍

When zoning is done well, the office feels cohesive, open and supportive. When done poorly, bottlenecks form around busy areas and productivity suffers.

Focus and privacy remain essential even in an open plan ABW environment. Quiet zones, booths or scheduled use of private rooms help employees get uninterrupted time for important tasks. The research backs it up: one study reported that cognitive performance increased by 16.9% amongst employees that used 'quiet workspaces' over general open office space. To make this happen in practice, office pods offer an efficient, space-saving method to support privacy without needing to construct new rooms.

Transitioning to an activity based workplace is a significant shift, so a structured approach is crucial. Below is a clear guide for planning and executing the move.

This implementation approach includes several clear steps that any company can follow:

1. Assess the needs of the business – understand teams, tasks, collaboration patterns and the current work environment.
2. Map the activities performed – identify the specific tasks employees complete throughout the day.
3. Define the work settings required – list the settings needed to support these activities, eg meeting rooms, open spaces, quiet zones, phone booths, hybrid rooms and private focus rooms.
4. Design the space – align layout, furniture, technology and zones with the ABW working model.
5. Run a pilot area – test the design with a small team to get feedback and refine.
6. Train employees – explain how to use the space, book rooms, choose settings and move between zones.
7. Roll out the full plan – launch the ABW workplace in phases to reduce disruption.

After implementation, companies should continuously refine the activity based workplace. This involves:

• collecting employee feedback
• measuring meeting room use and space utilisation
• reviewing how often different zones are used
• adjusting layouts or furniture to improve flow
• adding new technology or booths if demand increases

‍

ABW is not a one-time redesign – it is an evolving workplace strategy that grows with the team.

Activity based working has become one of the most effective and flexible approaches for the modern workplace. By giving employees a variety of work settings that support different tasks, companies can improve collaboration, productivity and employee satisfaction. The future of work demands environments that are adaptable, cost-effective and supportive of hybrid working patterns.

‍

Success requires thoughtful planning, good change management and a practical approach to investment. With the right mindset and the right partners, an activity based workplace can transform how teams work, collaborate and succeed.