Prípad : The Technical Department

A New Sense of Community

For a long time, employees within Mörbylånga Municipality’s Technical Department were spread across six different addresses. The decision to gather everyone under one roof marked the beginning of a major transformation. With the help of Kinnarps’ workplace analysis Next Office®, the municipality was able to identify and analyse its needs and design a work environment that supports an entirely new way of working.

From personal desks to flexible spaces

Previously, each employee had their own dedicated desk. In the new office, an activity-based way of working has been introduced instead, allowing employees to choose their workspace based on the task and their needs. This means a variety of environments for different types of work – from focused individual tasks to informal meetings and collaboration. The change required new routines and a shared mindset, but it has also opened the door to greater flexibility, interaction and a stronger sense of togetherness in everyday life.

Strengthening community and productivity

The result is an office that enhances both productivity and cohesion within the organisation. Conversations and collaborations now take place naturally between departments that were once separated. Proximity to colleagues makes quick questions easier and has created a workday where experiences and ideas are shared more spontaneously. The varied settings also enable everyone to choose the space that best supports their work.

Niclas Beermann, Head of the Technical Department at Mörbylånga Municipality, describes it as a palette of improvements – from higher productivity to greater wellbeing:

“The environments feel fresh and appealing, and there is a completely new opportunity for connection and collaboration. I see meetings every day that could never have happened before the change. People have gained a sense of belonging and the chance to form new friendships,” he says.

The Workplace Analysis Laid the Foundation

During an inspiration seminar at Kinnarps in Kalmar, Mörbylånga Municipality realised the importance of thorough groundwork. They therefore chose to use Kinnarps’ workplace analysis Next Office® – a tool that provides deep insights into organisational needs and ways of working. Henrik Axell, Workplace Strategist at Kinnarps, was one of the leaders of the process.

“Through Next Office®, the management team received support in clarifying their vision and goals. The employees were then involved through workshops, lectures and surveys in a structured and thoughtful way, helping to identify needs and create engagement”, he explains.

Data-driven Foundation for Interior Design

The analysis resulted in a space plan and comprehensive decision-making material built on facts and insights from both management and staff. It showed how the space could best be used and what types of environments were needed to support the new activity-based way of working. This formed the basis for the next step – designing the final interior solution.

The results were presented in a joint meeting for managers and employees. According to Niclas Beermann, it was an important step that built understanding and engagement throughout the process:

"We gained a clear picture of what was to come and how the new environments would look. It created a sense of security and helped everyone feel prepared for the change", he says.

A Successful Process

Today, employees appreciate their new work environments, but in the early stages of the project there were questions and some scepticism – a natural reaction to major change. Niclas Beermann stresses the importance of respecting the process:

“Even if, as a manager, you have a clear and positive view of the project’s goals and vision, you must remember that not everyone sees it the same way”, he explains.

He believes the workplace analysis was crucial to the project’s success:

“The analysis gave me a completely new way to listen to employees in a structured manner. When everyone was involved, they developed a stronger sense of ownership, and I gained their support throughout the change”