An office with purpose – a shared mission for HR and Administration

The new face of the office: strategy, not just space

The workplace environment is evolving faster than ever before. Hybrid work models, process automation, the growing importance of wellbeing, and the need to build a shared team identity are reshaping the role of the office. It’s no longer just a place where tasks are performed – it has become an experience, a hub for collaboration, integration, and a strategic tool supporting business goals.

Creating such an environment requires close collaboration between administration and HR. Together, they ensure that the office not only fulfills its operational role but also motivates, supports, and inspires people.

 

Synergy between two worlds is the foundation of success

Just a few years ago, office design was almost exclusively the domain of administration, while HR focused on employee development and organizational culture. Today, these areas are inseparable. Physical space and employee experience are now deeply interconnected, making joint efforts between HR and administration the key to creating workplaces that truly work.

A modern office is no longer designed “by administration” or “by HR” alone. Both functions now act in alignment, defining together what the workplace truly is – physically and culturally. Their collaboration spans multiple complementary areas, resulting in balanced, functional, and engaging work environments.

 

Spaces designed around employee needs

HR is closest to employees – it knows what motivates them, what creates friction, and how their expectations are evolving. Based on engagement surveys, feedback conversations, and retention analyses, HR identifies specific needs.

Administration, understanding technical possibilities and budget constraints, translates these needs into spatial solutions. As a result, offices become more ergonomic and functional: alongside traditional meeting rooms, we now see relaxation zones, focus pods, project-based collaboration areas, and coworking spaces for spontaneous teamwork.

This isn’t just a matter of aesthetics. It’s a shift toward designing spaces that serve real functions – spaces that support wellbeing, productivity, and innovation.

 

A new quality of hybrid work

Hybrid work is now the standard, but implementing it effectively requires synchronizing two worlds.

HR defines the framework: remote work policies, onboarding processes for distributed teams, and performance evaluation methods.

Administration designs the tools and infrastructure to make those policies work: desk reservation systems, IT access, seamless connectivity, and dynamic workspace allocation.

The result is an office built for flexibility – equally efficient when fully occupied and when operating in hybrid mode.

 

Wellbeing and health-supportive workplaces

Administration and HR also combine efforts to support both mental and physical health.

HR introduces wellbeing programs: from psychological support and stress resilience workshops to mindfulness training.

Administration ensures that everyday working conditions promote balance: proper air quality, natural lighting, greenery, access to fresh water, and healthy snacks.

When these actions are aligned and coordinated, the workplace transforms into an environment that fosters recovery, focus, and energy rather than draining them.

 

Organizational culture expressed through space

HR defines the company’s values, mission, and cultural narrative. Administration brings these elements to life by translating them into spatial design.

A company that values openness creates communal spaces that encourage collaboration.

One that promotes independence ensures quiet zones for focused work.

An inclusive organization prioritizes accessible, diverse spaces that welcome everyone.

In this way, the office becomes a physical expression of organizational culture – not just a postal address.

 

Technology serving people

In the era of digital transformation, HR and administration must work hand in hand to shape the workplace of the future.

HR implements competency management systems, e-learning platforms, and feedback tools.

Administration provides the technical backbone: fast, secure internet, access to the cloud, integrated booking systems, and robust security.

But most importantly, technology is never the goal itself. It’s a means to improve work quality, freeing employees to work smarter, not harder.

 

Effective and empathetic change

Every change – whether it’s an office relocation, redesign, or the rollout of new tools – involves challenges.

HR acts as the communicator and guide: keeping employees informed, supporting leaders, and addressing concerns.

Administration manages operations and logistics: timelines, budgets, schedules, and smooth execution.

When both sides work together, change stops being a source of anxiety. It becomes a structured, transparent process where everyone understands the “why” and “how” behind it.

 

It all starts with collaboration

A well-designed office isn’t just a physical layout – it’s a shared strategy that responds to both employee needs and business objectives.

The synergy between HR and administration has become the cornerstone of building modern workplace environments. Only by working together can organizations create offices people genuinely want to return to.

A modern workplace should enable growth, nurture relationships, and create meaning – both at the individual and collective level. And while the world of work continues to evolve rapidly, one truth remains constant: people are its foundation.

Today, administration and HR are the architects of that foundation.

 

Author: Magdalena Zagrodnik, Co-Owner, Head of HR, Marketing & Public Relations, Walter Herz