We spend a large part of our lives at work. It is important to be comfortable there.

Returning to offices after the pandemic proved difficult for both employers and employees. Companies tried to persuade—and in some cases even force—teams to return, often to no avail, as remote work had become a valuable benefit many were unwilling to give up. At the same time, the lack of in-person office interactions weakened relationships, hindered communication, and stifled creativity. To improve working conditions, Rohlig Suus Logistics set out to create a workplace that employees would genuinely want to return to, even if they had the option of working remotely. The company conducted the largest employee opinion survey in its history and, based on its findings, introduced a completely new office standard as part of the Office of the Future project.

For the logistics industry, the pandemic posed an exceptional challenge. Ensuring supply chain continuity despite border closures, widespread quarantines, and highly volatile rates was complicated further by the challenges of remote work, which extended beyond technological difficulties. Once it became clear that work habits had changed permanently, Rohlig Suus Logistics, in partnership with Kinnarps, began redefining employee needs and adapting office spaces to the hybrid model.

As part of these preparations, the company conducted dozens of webinars, surveys, and individual interviews. Based on the results, the office’s layout and organization were completely redesigned. This strategic project was carried out with the personal involvement of the company’s management. So far, these revolutionary changes in design, equipment, and—above all—collaboration methods have been implemented at the company’s headquarters in Warsaw, as well as its port offices in Gdynia and Szczecin, the Łódź branch, and newly relocated offices in Bydgoszcz and Poznań.

The Post-Pandemic Challenge of Remote and Hybrid Work

The new office design was created to support a company culture centered on dialogue, quick decision-making, creativity, and collaboration—fully in line with one of the company’s core values, "one step ahead." Inspiration was drawn from the latest office standards in the IT, consulting, and financial sectors, but the key objective was to understand employees’ specific needs and what an effective and comfortable office environment meant to them.

As part of the process of shaping a new work culture, webinars were held with all employees affected by the planned changes. Additionally, anonymous surveys and individual interviews were conducted, including with key managers and board members. More than 100 employees actively participated, providing insights into the benefits of both remote and in-office work, their expectations for the future work model, and the essential needs that the new setup should address.

The study examined various aspects of employees’ work styles, including task types, concentration levels required for different activities, strengths and weaknesses of the existing office layout, meeting formats (both internal and external), technological needs, and work habits. Many participants pointed out that the previous office space supported a traditional, hierarchical work style and created barriers between employees—completely at odds with the company’s collaborative culture. At the same time, many employees reported communication difficulties, a lack of relationship-building opportunities, and a diminished sense of community due to fully remote work.

The new work model and office layout were designed to foster project-based work, flexibility, workplace digitalization, personalized workspaces, and overall comfort. The findings showed that 70% of employees favored a hybrid work model, with a preference for spending at least two to three days per week in the office.

“Although remote work has many advantages, it often led to blurred boundaries between personal and professional life, frustration over communication challenges, and, at a company level, greater difficulty in executing projects that required a non-standard approach and close cross-team collaboration. Interpersonal relationships also suffered, and those have always been a key part of our company culture. At the same time, forced office returns—an approach some large companies attempted—met with employee resistance. Our strategy was entirely different. We wanted to create a comfortable space where everyone could find a setting that suited their work style at any given moment. We wanted to attract people back, so they could blend the best of remote and in-office work within a hybrid model. This is why in-depth employee feedback and their involvement in co-creating the new space were so essential," says Jacek Głowacz, HR Director at Rohlig Suus Logistics.

A Space for Comfort and Well-Being

The new office design reflects a warm, home-like, and modern atmosphere. Soft, welcoming colors dominate the space, which is filled with air-purifying plants and unique design elements, such as original furniture, artwork, sculptures, and even LEGO installations. Multiple light sources and adjustable settings allow employees to tailor brightness to their needs. To help relieve stress, employees have access to amenities such as table football, a pool table, and chess.

Employees highlighted the importance of adapting the office to different work styles and tasks, including meetings, brainstorming sessions, focused individual work, and small-group discussions. In response, the new office features project rooms, informal meeting spaces, large conference rooms with movable walls, acoustic cabins for online meetings and phone calls, dedicated quiet areas, and collaborative workspaces.

Each zone and room is named after geographic regions and some of the world’s most beautiful locations, with visual signage and an intuitive wayfinding system designed by specialists. Some desks are height-adjustable, and employees also have access to various types of ergonomic seating to promote proper posture and spinal health.

“Before the redesign, employees often noted that our office space did not reflect our company culture. That’s why we focused on finding solutions that would enhance collaboration, communication, and creativity while also making office work more enjoyable. One of our core business strategy goals is to become the number one employer in the industry, and we saw this transformation as an investment toward achieving that goal. From the outset, we planned for these changes to be implemented company-wide, including regional branches. The new regional offices will maintain the same high standards as our Warsaw headquarters. So far, many branches have already undergone the transformation. We firmly believe that employee needs should shape the company’s future," says Agnieszka Małecka, Administration Director.

Since employees had expressed concerns about weakened relationships during remote work, shared spaces play a central role in the new office. These include soundproofed relaxation areas for informal conversations, café-style kitchens, and meeting spaces designed for socializing over coffee, tea, health-boosting herbal infusions, or freshly pressed juices.

One of the most pressing challenges identified by employees was noise management in open office spaces. To enhance concentration and reduce fatigue, the company introduced not only acoustic cabins but also sound-absorbing curtains, special acoustic lighting, and other solutions to improve the work environment.

A Digital-First Workplace

The transformation of office design and equipment also required a significant investment in technology. The company fully transitioned to systems and tools that support remote work. All workstations are designed for mobility and flexibility, equipped with docking stations and varying configurations of monitors and chargers to suit different needs. A shared-desking system allows employees to reserve any workstation via a laptop or mobile app, or by scanning a QR code. The internal app also enables employees to book parking spaces, conference rooms, and private offices.

Conference rooms have been optimized for virtual meetings and workshops, featuring dual 55/65-inch TV screens, high-quality Poly AV equipment, Microsoft Teams Rooms (MTR) tablets, and interactive displays.

Looking Ahead

Rohlig Suus Logistics is now extending these office transformations to additional branches and driver facilities, ensuring that the new workplace standards are consistently applied across the company. By prioritizing employee needs and embracing hybrid work, the company has not only modernized its office spaces but also reinforced its commitment to fostering a workplace where employees genuinely want to be.