Workplace design 360°: Modern, healthy & successful working

How can modern workplace concepts, combined with efficient project time recording, revolutionise your day-to-day work? We have summarised the key principles for you.
Workplace design 360°: Modern, healthy & successful working

Workplace design is a holistic approach that encompasses all measures for planning and implementing the working environment, working conditions and the workplace itself. In this respect, there is a corporate obligation to create workplaces that are rated positively by your workforce in terms of tolerability, reasonableness, feasibility, personal development and satisfaction. In this blog post, we will look at these aspects in more detail and illustrate how modern project time tracking tools - such as ZEP - can improve your team's work performance.

Workplace design - an overview

The importance of workplace design is twofold: On the one hand, it pursues the goal of ensuring long-term employee satisfaction; on the other hand, it has a significant influence on the economic success of your company, which depends heavily on the performance of your employees. The principles of workplace design are shaped by the two central criteria of humanisation and economic efficiency.

Humanisation focuses on creating a people-friendly workplace that offers optimal physical and mental conditions for your entire workforce as well as for each individual. A workplace designed in this way contributes significantly to the motivation of your team and thus strengthens the positive profitability of your organisation.

Workplace design sets framework conditions that ensure that the body and mind are neither overloaded nor underloaded. Standards such as DIN EN ISO 26800:2011 and DIN EN ISO 6385:2004 set international standards that require you to create human-centred workplaces that support the optimal performance of your workforce.

Workplace design is divided into three main areas:

  1. Ergonomic workplace design: The focus here is on the physical equipment of the working environment. Requirements are also placed on physical stress, for example with regard to noise reduction and occupational safety measures.
  2. Organisational workplace design: This includes working conditions, structuring of working hours, break arrangements, team hierarchies and the general organisation of the tasks to be performed.
  3. Technological workplace design: With increasing digitalisation, this area is becoming more and more important. The BAG judgement on working time recording also contributes to this. Software for precise and cloud-based project time recording can be used to support this.

Structured workplace optimisation

The 5S methodalso known as the 5A method in German-speaking countries, was developed to reduce time wastage in companies. Originating from the Kaizen philosophy in Japan, it was developed at Toyota in the middle of the last century to optimise inefficient processes. The practical application of the 5S method requires the implementation of all phases! Examples show how different professions, from workshop employees to dentists, can benefit from the method. The method is part of lean management, which aims to make continuous improvements, avoid waste and adopt the customer perspective. Applying the 5S method in various areas, including office environments, can increase efficiency and have a long-term positive impact on your organisation.

And this is what the five A:

  1. Sorting out: Employees categorise tools and objects into important, partially important and unnecessary in order to eliminate superfluous items from the workplace.
  2. Tidying up: The workplace is tidied up according to the motto "Tidiness is half the battle" in order to increase efficiency.
  3. Workplace cleanliness: A clean workplace promotes well-being and makes a positive impression on visitors.
  4. Arrangement: Improvements in the workplace are introduced as a standard to create similar workplaces in the company.
  5. Maintain & improve everything: This step was added later to ensure that the previous steps became a habit.

Modern workplace design - 4 examples

Modern workplaces are increasingly geared towards the needs of the workforce. The employee experience, i.e. the experience that employees have with your company, is becoming increasingly important. Positive experiences promote general satisfaction and also serve as an effective recruiting tool. Noise, mobility, interior design and modern software are examples of aspects of modern workplace design:


Noise can not only be perceived as a nuisance, but can also significantly affect the health of your employees. To avoid stress caused by noise, a noise level of 55 decibels should not be exceeded in the office. This is roughly equivalent to the volume of a normal conversation. In a small office space, the guideline value is 35 decibels, in an open-plan office 45 decibels. By way of comparison, a standard laser printer generates a noise level of around 50 decibels. Modern workplaces must therefore create spaces that enable interaction, but at the same time support focussed work. Concepts such as quiet areas, headphone policies and noise-reducing measures are used here.


Modern work is no longer limited to a fixed workplace. Mobile systems for time recording, laptops and the provision of work equipment for the home office are an integral part of modern workplace design. Positive side effect: with this company policy you will Attractive for skilled workers from all over the world. Because: Even the Work Trend Index 2021 from Microsoft shows that hybrid working is increasingly becoming the focus of workplace design.

Interior design

Companies such as Apple and Microsoft rely on customised office spaces to promote employee satisfaction and strengthen identification with the company. These range from telephone boxes and café spaces to modern canteens with live cooking. It doesn't have to be quite that big for you - a beautifully designed tea/coffee kitchen can also inspire dialogue among your employees.

Software equipment

In addition to equipment-related components, such as common rooms, ergonomic seating, etc., the software equipment also determines how efficiently your team can work. For German companies, at least since the BAG ruling from September 2022 the obligation to record working hours accurately. Support your team with the introduction of an established software solution such as ZEP for digitalised time recording. Why digital? Because manual timesheets or confusing Excel lists are error-prone, time-consuming and no longer up to date.

Project time recording with ZEP - an upswing in working time management

In the era of digital transformation, the Project time recording with ZEP has initiated a change in how companies manage their employees' working and project times. Our tool goes far beyond conventional time recording and brings numerous benefits for companies and employees alike. By using ZEP, you not only support your employees in the precise and project-based recording of their working times, but also make a significant contribution to improved workplace organisation.

Efficiency increase

By tracking the time spent by your employees on various projects, you gain detailed insights into the efficiency of your company. This helps to identify bottlenecks at an early stage, optimise processes and increase productivity.

Resource management

Accurate time recording enables better resource management. With the ZEP Resource planning add-on module you can, for example, track how much time is spent on certain tasks or projects. This gives you a solid basis for planning and allocating resources such as employees, budget and time more effectively.

Accounting & budgeting

In service industries in particular, accurate time recording is essential in order to invoice customers correctly and adhere to project budgets. With the Additional invoicing module Equip your accounting department with the best possible equipment for transparent invoicing and detailed reporting.

Improved project planning

Records of past projects can help you considerably when planning future projects. Your project managers will provide you with Additional module planned hours be very grateful. Why? Well, it allows you to use the time spent on similar tasks in the past as a guideline for future project planning.

Legal & statutory requirements

In some industries, accurate time recording and reporting (e.g. in the form of project timesheets) are a legal requirement. Especially when it comes to working hours, overtime or compliance requirements. With the Overtime, Absences & Holidays add-on module you can always keep an eye on all the attendances and absences of your staff and - thanks to the personal overtime account for each employee - you can see at any time how much time each team member has spent on a project. This module also helps you to take holidays and absences into account in resource management and project planning.

Implementing ZEP as part of workplace design therefore not only promotes accurate time tracking, but also enables you to make data-based optimisations that can lead to a more effective and satisfied workforce. Companies that use ZEP for project management as part of an optimised workplace design position themselves as pioneers in the modern working world and create a basis for sustainable increases in productivity. Do you want to bring your employees' workplace up to date digitally as well as analogue? ZEP can help you Test 30 days without obligation and free of charge. Our support team will be happy to assist you.

Tanja Hartmann CEP

Tanja Hartmann

Content Marketing Manager at provantis IT Solutions

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