Journal of Human Resource Management

Journal of Human Resource Management

Investigating Employees' Lived Experience Regarding the Transition from a Traditional to an Open Workplace: A Phenomenological Study

Document Type : Original Article

Authors
1 Associate Prof., Department of Business Management, Faculty of Economics, Management and Administrative Sciences, University of Semnan, Semnan, Iran.
2 Ph.D. Candidate, Department of HR Management, Faculty of Economics, Management and Administrative Sciences, University of Semnan, Semnan, Iran.
10.22034/jhrs.2025.529436.2433
Abstract
Background & Purpose: Recently, due to the benefits of open workplace, this type of layout has gained popularity. However, the perceptions and feelings employees experience before and after transition to an open workplace are not well-understood. This research investigates the lived experiences of employees regarding the transition from a traditional to an open workplace and Investigates the lived experiences of employees during the transition from a traditional to open workplace and seeks to answer this question: "What are the employees’ lived experiences during the transition from a traditional to open workplace, and how do they make sense of it?"
Methodology: The research employs an interpretive phenomenological approach. The participants consisted of 14 employees from a mining group, representing various organizational levels, who were selected using a purposive sampling method. Data were collected through in-depth, semi-structured interviews conducted one year after a relocation event. The Dickelman method and Maxqda 24.4.1 software were used to analyze the data.
Findings: After several iterative rounds of reviewing the codes and main and sub-themes, 357 codes were ultimately categorized into 19 common themes as three phases: before the transition—training and cultural preparation, scheduling for the transition, and monitoring employee feedback; during the transition—preparing the new workplace according to plan; and after the transition—ambiguity and job insecurity, motivation and morale, interactions and communications, changes in organizational structure and job nature, adjustments to the new workplace, leisure and rest, focus at work, tensions and conflicts, privacy, adaptation to the new workplace, attachment to the new workplace, geographical conditions, physical conditions, performance and efficiency, and teamwork and collaboration.
Conclusion: The study shows that employee satisfaction decreased after transition and their feelings towards the open workplace are negative and face significant challenges. The most frequently reported issues were related to the physical conditions, focus on work, Interactions and communications, and privacy.
Keywords

Absalan, Z., Gholipour, A. & Moghimi, S. M. (2021). Understanding the employees lived experiences of workspace: A phenomenological research. Iranian journal of management sciences, 16(63), 31-52. (in Persian)
Alberdi, A., Aztiria, A., Basarab, A. & Cook, D. J. (2018). Using smart offices to predict occupational stress. International Journal of Industrial Ergonomics, 67, 13–26. https://doi.org/10.1016/j.ergon.2018.04.005
Appel-Meulenbroek, R., Groenen, P. & Janssen, I. (2011). An end-user's perspective on activity-based office concepts. Journal of Corporate Real Estate, 13(2), 122-135. https://doi.org/10.1108/14630011111136830
Babapour, M., Karlsson, M. & Osvalder, A.L. (2018). Appropriation of an activity-based flexible office in daily work. Nordic Journal of Working Life Studies, 8(S3), 71–94. https://doi.org/10.18291/njwls.v8iS3.105277
Bankins, S., Tomprou, M. & Kim, B. (2020). Workspace transitions: conceptualizing and measuring person–space fit and examining its role in workplace outcomes and social network activity. Journal of Managerial Psychology, 36(4), 344-365. https://doi.org/10.1108/JMP-09-2019-0538
Barth, A. S. & Blazejewski, S. (2023). Agile office work as embodied spatial practice: A spatial perspective on ‘open’ New Work environments. Scandinavian Journal of Management, 39(1), 101258. https://doi.org/10.1016/j.scaman.2022.101258
Belafi, Z., Hong, T. & Reith, A. (2017). Smart building management vs. intuitive human control—lessons learnt from an office building in Hungary. Building Simulation, 10(6), 811-828. https://doi.org/10.1007/s12273-017-0361-4
Bergefurt, L., Van den Boogert, P. F., Appel-Meulenbroek, R. & Kemperman, A. (2024). The interplay of workplace satisfaction, activity support, and productivity support in the hybrid work context. Building and Environment, 261, 1-12. https://doi.org/10.1016/j.buildenv.2024.111729
Blok, M., Groenesteijn, L., Schelvis, R. & Vink, P. (2012). New ways of working: Does flexibility in time and location of work change work behavior and affect business outcomes? Work, 41, 2605-2610. https://doi.org/10.3233/WOR-2012-1028-2605
Brennan, A., Chugh, J. S. & Kline, T. (2002). Traditional versus open office design: A longitudinal field study. Environment and Behavior, 34(3), 279-299 https://doi.org/10.1177/0013916502034003001
Brugmans, L., Appel-Meulenbroek, R., Kemperman, A. & Dimussen, L. (2017). The strategic value of smart work environment applications. The Leader, 28-29.
Buckman, A. H., Mayfield, M. & Beck, S. B. M. (2014). What is a smart building? Smart and Sustainable Built Environment, 3(2), 92-109. https://doi.org/10.1108/SASBE-01-2014-0003
Clements-Croome, D. (2011). Sustainable intelligent buildings for people: A review. Intelligent Building International, 3(2), 67-86.
Danielsson, C. B. & Bodin, L. (2008). Office type in relation to health, well-being, and job satisfaction among employees. Environment and Behavior, 40(5), 636-668. https://doi.org/10.1177/0013916507307459
Danielsson, C. B. & Bodin, L. (2009). Difference in satisfaction with office environment among employees in different office types. Journal of Architectural and Planning Research, 26(3), 241-252.
Danielsson, C. B., Chungkham, H. S., Wulff, C. & Westerlund, H. (2014). Office design's impact on sick leave rates. Ergonomics, 57(2), 139-147. https://doi.org/10.1080/00140139.2013.871064
De Been, I. & Beijer, M. (2014). The influence of office type on satisfaction and perceived productivity support. Journal of Facilities Management, 12(2), 142-157. https://doi.org/10.1108/JFM-02-2013-0011
De Croon, E. M., Sluiter, J. K., Kuijer, P. P. F. M. & Frings-Dresen, M. H. W. (2005). The effect of office concepts on worker health and performance: A systematic review of the literature. Ergonomics, 48(2), 119–134. https://doi.org/10.1080/00140130512331319409
Elsbach, K. D. & Pratt, M. G. (2007). The physical environment in organizations. The Academy of Management Annals, 1(1), 181-224. https://doi.org/10.1080/078559809
Emamgholizadeh, S., Movaghar, M. & goudini, M. (2024). Factors affecting the satisfactory work environment in Mazandaran University. Journal of Research in Human Resources Management, 16(2), 117-156. (in Persian)
Frontczak, M., Schiavon, S., Goins, J., Arens, E., Zhang, H. & Wargocki, P. (2012). Quantitative relationships between occupant satisfaction and satisfaction aspects of indoor environmental quality and building design. Indoor Air, 22(1), 119-131. https://doi.org/10.1111/j.1600-0668.2011.00745.x
Gao, X., Chen, W., Spengler, J. D., Yan, C., Geng, Y. & Zhuang, W. (2025). Larger or smaller? The effects of open-plan office spatial dimensions on human mood, productivity and economic benefit. Building and Environment, 280, 113067. https://doi.org/10.1016/j.buildenv.2025.113067
Ghaffarianhoseini, A., Berardi, U., Alwaer, H., Chang, S. & Halawa, E. (2015). What is an intelligent building? Analysis of recent interpretations from an international perspective. Architectural Science Review, 59(5), 338-357. https://doi.org/10.1080/00038628.2015.1079164
Ghasaban, M., Mirjalili, P. & Yeganeh, M. (2025). Integration of building envelope with open spaces and greenery to enhance thermal and visual comfort and energy efficiency in office buildings. Results in Engineering, 25, 1-15. https://doi.org/10.1016/j.rineng.2024.103660
Haapakangas, A., Hallman, D. M., Mathiassen, S. E. & Jahncke, H. (2019). The effects of moving into an activity-based office on communication, social relations and work demands – a controlled intervention with repeated follow-up. Journal of Environmental Psychology, 66(December), 101341. https://doi.org/10.1016/j.jenvp.2019.101341
Haapakangas, A., Hongisto, V., Varjo, J. & Lahtinen, M. (2018). Benefits of quiet workspaces in open-plan offices—evidence from two office transitions. Journal of Environmental Psychology, 56, 63-75. https://doi.org/10.1016/j.jenvp.2018.03.003
Haynes, B. P. (2008). An evaluation of the impact of the office environment on productivity. Facilities, 26(5/6), 178-195. https://doi.org/10.1108/02632770810864970
Inalhan, G. (2009). Attachments: The unrecognized link between employees and their workplace (in change management projects). Journal of Corporate Real Estate, 11(1), 17-37.
Inalhan, G. & Finch, E. (2004). Place attachment and sense of belonging. Facilities, 22(12), 120-128.
 Kaarlela-Tuomaala, A., Helenius, R., Keskinen, E. & Hongisto, V. (2009). Effects of scoustic environment on work in private office rooms and open-plan offices – Longitudinal study during transition. Ergonomics, 25(11), 1423-1444. https://doi.org/10.1080/00140130903154579
Kim, J. & de Dear, R. (2013). Workspace satisfaction: The privacy-communication trade-off in open-plan offices. Journal of Environmental Psychology, 36, 18-26. https://doi.org/10.1016/j.jenvp.2013.06.007
Kua, H. W. & Lee, S. E. (2002). Demonstration intelligent building a methodology for the promotion of total sustainability in the built environment. Building and Environment, 37(3), 231-240. https://doi.org/10.1016/S0360-1323(01)00002-6
Low, S. M. & Altman, I. (1992). Place attachment. In I. Altman & S. M. Low (Eds.), Place attachment (pp. 1-12). Springer.
Milligan, M. J. (1998). Interactional past and potential: The social construction of place attachment. Symbolic Interaction, 21(1), 1-33. https://doi.org/10.1525/si.1998.21.1.1
Mohamad, F. & Abiddin, N. Z. (2024). Enhancing Employee Well-Being and Productivity in Evolving Work Environments. Academic Journal of Interdisciplinary Studies, 13(3), 289-301. DOI: https://doi.org/10.36941/ajis-2024-0081
Morgan, J. (2017). The employee experience advantage: How to win the war for talent by giving employees the workspaces they want, the tools they need, and a culture they can celebrate. New Jersey, John Wiley & Sons.
Niezabitowska, E. D. & Winnicka-Jasłowska, D. (2011). Evolution of the office building in the course of the 20th century: Towards an intelligent building. Intelligent Buildings International, 3(4), 238-249. https://doi.org/10.1080/17508975.2011.601261
Oldham, G. R. & Brass, D. J. (1979). Employee reactions to an open-plan office: A naturally occurring quasi-experiment. Administrative Science Quarterly, 24(2), 267-284. https://doi.org/10.2307/2392497
Pouwels, A. (2020). Open Plan Offices: The new ways of working the advantages and disadvantages of open office space. Policy Department for Budgetary Affairs, European Parliament.
Scannell, L. & Gifford, R. (2010). Defining place attachment: A tripartite organizing framework. Journal of Environmental Psychology, 30(1), 1-10. https://doi.org/10.1016/j.jenvp.2009.09.006
Scannell, L. & Gifford, R. (2017). Place attachment enhances psychological need satisfaction. Environment and Behavior, 49(4), 359-389. https://doi.org/10.1177/0013916516637648
Shams Ghahfarokhi, M., Ghasemi, M. & Shams Ghahfarokhi, F. (2021). The relationship between physical environment and work stress with job satisfaction. Occupational Medicine,13 (2), 40-51. (in Persian)
Sicotte, H., De Serres, A., Delerue, H. & Ménard, V. (2019). Open creative workspaces impacts for new product development team creativity and effectiveness. Journal of Corporate Real Estate, 21(4), 290–306. https://doi.org/10.1108/JCRE-10-2017-0039
Tuzcuoglu, D., Yang, D., de Vries, B., Sungur, A. & Appel-Meulenbroek, H. A. J. A. (2021). The phases of user experience during transition to a smart office building: A qualitative case study. Journal of Environmental Psychology, 74, Article 101578. https://doi.org/10.1016/j.jenvp.2021.101578
Vischer, J. C. (2007). The effects of the physical environment on job performance: Towards a theoretical model of workspace stress. Stress and Health, 23(3), 175-184. https://doi.org/10.1002/smi.1134
Vischer, J. C. (2008). Towards an environmental psychology of workspace: How people are affected by environments for work. Architectural Science Review, 51(2), 97-108. https://doi.org/10.3763/asre.2008.5114
Wojnar, D. M. & Swanson, K. M. (2007). Phenomenology an exploration. Journal of Holistic Nursing, 25(3), 172-180.
Zhang, Y., Ou, D., Chen, C., Qu, G., Kang, S. & Zhan, M. (2023). Effects of speech intelligibility and work modality on scientific reading productivity in open-plan offices. Building and Environment, 244, 110734. https://doi.org/10.1016/j.buildenv.2023.110734
Volume 15, Issue 3
Spring 2025
Pages 90-114

  • Receive Date 30 April 2025
  • Revise Date 16 June 2025
  • Accept Date 03 September 2025