ABW (Activity Based Working) is often explained as simply "working wherever you want." In reality, it is a way of working that requires a lot of effort to realize (see reference article: "What is ABW? (practical guide)—A comprehensive look at the benefits, drawbacks, and implementation stages of activity-based working (ABW)"). From workers perspective, some may wonder how ABW will change their behavior and habits while working.
In this article, I would like to introduce some concrete examples of the micro-level changes that have occurred among our workers as we have implemented ABW.
Schedule registration has become more detailed and in advance
The first change you will face when you introduce ABW is that you will have to think about where to sit when you come to the office. If you are used to working in a fixed area, where you have your own desk or department, you can sit down without any hesitation, but this is not the case with ABW. If you do not plan in advance the activities you will carry out when you come to the office, you will not be able to decide where to work.
Many people currently practicing hybrid work plan in advance, such as "I will do this work on days when I come to the office" and "I will do this work on days when I work remotely," but it will become necessary to do similar things in more detailed units. For this reason, many employees register not only meetings and outings on their schedules, but also the types of work they do individually and the types of activities they do. Some even schedule recharges (breaks) during work.
Registering a detailed schedule in advance has other Advantage besides allowing you to choose where to work smoothly. When members of the same department are always working nearby, you can roughly sense the progress of the work around you, but with ABW, this becomes difficult. Of course, you can have a meeting to check the progress, but by registering the work to be done that day on a calendar and making it visible to others, you can work with peace of mind and if there is a problem, you can immediately discuss the work schedule. Since I started practicing ABW, I have come to think that this is a more reliable way of sharing information than relying on the atmosphere.
Chat interaction has increased significantly
Since we started implementing ABW, communication via chat has increased dramatically. While phone calls allow for quick conversations, they can also be said to be calling someone without regard for their situation or the place they are in. Currently, our company has a rule that prohibits calls in high-concentration areas, so even if we receive a call, we have to leave the area to answer it, and as a result, we often get a quicker response via chat.
However, not everything can be done through chat, and there are times when you want to communicate face-to-face or over the phone. Even in those cases, by checking in advance through chat, such as "Can I call you now?" or "Can we talk for a bit at a cafe?", you can make the transition smoother and have a pleasant conversation at a time that is convenient for both parties. Some teams have even decided by "team agreement" how to use email, chat, groupware, and phone calls.
(For more information on "team agreement," please see "What is 'communication management' that builds trust?")
I started to feel uncomfortable working in other offices.
Also, since I started working in an office that practices ABW, I began to feel inconvenienced when working in other offices or cafes. A major factor in this is the lack of functionality of the space. Even in a space that is well designed and seemingly comfortable, I find it very bothersome that I can't concentrate because of noise or the gazes of people around me, or that the necessary tools are not provided for meetings, and so I naturally stop going to such spaces. Even though there are various types of spaces available, I end up feeling like I can't choose a place that is easy to work in.
When I worked in my previous office, I didn't feel any discomfort in the same environment, so why do I start to feel dissatisfied? I think that most workers probably think of the office they work in as the default and don't realize that they have any further needs until they are given them. The same thing could be said about teleworking.
I now have a sense of control over how I work
Since I started practicing ABW, I have come to feel that I have a certain degree of discretion in my work by repeatedly imagining my work schedule in advance and choosing a place that suits it, and adjusting the timing of my communication. In addition, by having more opportunities to think, "Where can I be most productive and creative in the work I'm about to do?", I have become more conscious of my own performance.
Our survey showed that the more self-discipline one has in their work style, the higher their sense of productivity and work engagement. A highly flexible work style like ABW creates autonomy and can even change the way people approach their work.
The productivity gains from ABW are not just the result of renovating the office space, but come from changes in the way people approach their work and small daily actions.
