The Challenge
The teams of the Federal Pension Service are located in their own office building at Brussels South Station. The iconic Pension Tower was built in the 1960s and underwent its first renovation in the 1990s. The building has 37 floors, making it the tallest office building in Belgium. Due to the COVID-19 crisis, increased digitalisation, and a significant rise in teleworking, a large part of the Pension Service’s case processing has shifted to home offices. This means that the ratio between available square meters and the number of users is no longer cost-effective. Moreover, the building’s layout no longer aligns with the teams’ operational processes. Originally, each floor was designed as a maze of small offices. These were later replaced by open-plan offices.
The Pension Service lacked a clear, future-oriented, and sustainable workplace strategy. It was therefore decided to carry out a thorough renovation of the building and adopt the principles of activity-based working, aiming to reduce the number of floors by half. Additionally, the goal was to make the building more sustainable and meet strict energy consumption requirements.
Our Approach
brainmove was brought in to analyse the needs of the Pension Service, map out future requirements, and activate the teams. We used an in-depth profile analysis to support this process. The teams themselves mapped out their typical activities. We then used the collected data to develop a tailored mix of workspaces in very close collaboration with the architectural firm. Various simulations were created to determine the most sustainable and versatile solution.
brainmove was also tasked with developing a customised change management plan for the client. We started from a central vision that was co-created with the executive team. We ensured that this vision aligned seamlessly with the overarching value-based programme ARTWAVE. Finally, we also advised the client on the project communication.
The Result
The Federal Pension Service is a dynamic organisation that managed to reorganise and largely digitalise its services in a short amount of time. Naturally, it remains a complex institution with multiple stakeholders and a strong political dimension. We succeeded in reconciling the different departmental visions and in engaging more than 2,000 employees in a challenging transformation journey. We worked closely with the various directorates, support services, trade unions, the construction consortium, and the Belgian Building Agency to reach a sustainable compromise.
Halving the number of floors will, of course, have a significant impact on costs (profit). In addition, both the renovation of the building and the flexible use of office space will significantly reduce the ecological footprint (planet). Lastly, a strong focus was also placed on the people aspect. It was essential to demonstrate that the new way of working, aligned with the principles of NWOW (New Ways of Working), would support their operations and provide a sustainable solution for the future. Here too, the emphasis was on employee well-being and experience.
