“When implementing the new Smart Working concept, Aegon intended to reuse as much as possible.”
Aegon
Offices transformed into hubs where meeting, collaborating, learning, and inspiring one another are key. The 'Smart Working' concept was implemented at Aegon's offices in The Hague and Leeuwarden. Looking to the future, circularity was a core value for Aegon. The renovation approach was therefore to reuse as much as possible. In the completely renovated four-story office in The Hague, Anje Meijer (Facility Manager and Line Manager Regie) and Eelke Faber (Zwartwoud Project Manager) discuss this extensive project.
Project Management
Product development
Production
Turn-key realization
Even before we started the project, we were tasked with creating an annual plan with such a level of detail that we knew exactly what we were doing on the floor almost every hour.
Anje: A lot has happened in recent years. The coronavirus made many companies think. We used to be in the office every day, but the pandemic taught us that we could actually do our work very well from home. From there, we developed the Smart Working concept. We wanted to reduce CO2 emissions by reducing real estate usage and commuting, while also improving work-life balance and being a good employer. We noticed that our employees were happy to be able to better organize their work-life balance. But if you want to use your office differently, you also need to organize it differently. We held online sessions with our employees to identify their needs: when you return to the office, how do you envision that, and what do you need?
This resulted in a design that involved a lot of customization and reuse. We then asked a number of parties for their views on this and how they envisioned the project. One of those parties was Zwartwoud.
Eelke: We submitted a bid, drew up a plan, and involved various parties. We expected to provide added value in services and project management. We soon realized that we would have to work together closely. In addition to the custom furniture that had to be produced, a lot of custom work had to be realized on-site. Spaces were given different functions. The real challenge lay in the scale of the project.
Anje: So Zwartwoud won the tender, and quite frankly, I found that super exciting. Over the past few years, I was used to working with two specific parties. I know exactly what to expect from them, which is nice in such an ambitious process. But we liked Zwartwoud's qualities. We think it's great that you do so much with sustainability, and you really thought along with us. We eventually got to know each other quickly, and it was a great collaboration.
Eelke: It was exciting for us, too! This project was characterized by a lot of repetitive work. For example, the number of panels that had to be reupholstered: a total of 3.7 kilometers of fabric. That was a bit daunting at the beginning of the project.
Even before we started the project, we were tasked with creating an annual plan detailed enough that we knew exactly what we were doing on the floor almost every hour.
We worked in half-story phases, with the rest of the space remaining in use. This brought more peace of mind to the project, including for the other parties involved. It was also great to be able to evaluate our progress after each phase.
Annie: The main reason Zwartwoud won the tender was sustainability. But regarding the process itself, we are just very happy with such a great team. Everything was perfectly organized, and that overall approach ensured we achieved everything within the planned timeframe.
Eelke: Project management was extremely important here. We communicated well, held weekly construction meetings, and managed to optimize the workflow throughout the year. We had intensive sessions, and I think that’s what distinguishes Aegon as a client: you contributed ideas, were open to our suggestions, and made me feel like I could have a real conversation. That is how you build a unique relationship.
For this new Smart Working concept, we worked on-site for a total of 38 weeks. The office remained open for employees, so a tight schedule was essential.
For the partition walls, 100% of the profiles were reused, along with 70% of the doors and 90% of the glass. A total of 3.7 kilometers of furniture panels were reupholstered.
We think it's great that you do a lot with sustainability, and you've really thought along with us. We eventually got to know each other quickly and there was a great collaboration.
I think the collaboration was the key to our success.
In terms of circularity, we faced a number of challenges during the project. You inspect, double-check, and make plans, but then you run into surprises—like screwed-on fronts mixed with glued-on ones. You are essentially dismantling someone else's work. You start based on what you know, and gradually you discover these things. That was unique about this project. The same went for the walls: the profiles turned out to be a special type created specifically for this building. We called all over the place to find out what they were. In the end, we managed to solve it sustainably by harvesting materials from Aegon's old building. That was quite a task, though—I’ve never seen such complicated Excel files before.
Annie: That was also one of the reasons I found it exciting. If we had continued with the party that originally built it, we might have expected them to know these things. Instead, we only discovered them as the project progressed. But hey, it certainly wasn't boring! Something happened every time, often adding to the costs. Then we would sit down together to see how we could make things more efficient. You responded to that perfectly, and we ended up at 100%.
Eelke: For our circular vision, that’s actually fantastic: being forced to look at efficiency—what can we reuse, or is this actually necessary? The first R of the 10 R's is, of course, 'refuse': don't do it. If you don't need to change something, don't. And that definitely didn't affect the quality. I actually think it's a very nice bonus.
Annie: Agreed. Some things became more efficient, but it doesn't change the look of it for me. For example, you also came up with the mobile duo desks instead of the fixed ones.
Eelke: Yes, that was originally a custom request that didn't fit the budget. So we thought: how can we turn that into a series? That characterizes the rest of the project, too. We were able to go through that product development process with you to achieve a great result.
Annie: We must not forget the logistics! Especially when it comes to reupholstery. Each individual panel of those 3.7 kilometers in total had to be transported to be reupholstered off-site. It had to return just in time, otherwise it would have created a domino effect for other parties. That logistical process was so important, and you really organized it properly.
Eelke: Everything had a label. It was in an Excel file so large that I couldn't even open it by the end of the year. It was necessary, because everything looks the same, but can vary by quite a few millimeters.
Annie: I think the collaboration was the key to our success.
Thanks to that collaboration, you can be proud that you delivered such a complex process on schedule. Every party involved left the building with a smile. That’s what you do it for.
Eelke: Everyone I talk to about the project—BuroBas, Heijmans, and all the other parties—looks back on it with a smile. Like: that was a fun project, and we did a beautiful job together.
Annie: For me, you are now one of the three parties I work with!
Burobas designed the interior of the new office. Keizer Design provided the reupholstery for all the furniture. Heijmans, UTS Abbink, Projectstoffering Leiden, Desque, Donker Group, HH Global, and Vecos also participated.
Get in touch with [name visible on live site]
We'd love to tell you more about how we work. Schedule an appointment with us right away or leave your details. We will contact you as soon as possible.
