How PwC Norway Mastered Activity-Based Working With Joan and Zens

At PwC Norway, office culture forms through coffee conversations, spontaneous collaborations, and the energy that comes from working side by side. This philosophy drives everything they do, from how they design their spaces to the technology they choose to support their teams.

We spoke with Nina Ottesen, who manages facility operations across multiple PwC Norway offices, about their journey from traditional closed-door offices to dynamic, activity-based workspaces powered by Joan Desk booking solution in partnership with Zens desk management system.

"Culture is built at the office, not at your home," Ottesen explains. "When you are in the office, you can take a coffee with a colleague. The business we are creating often happens when we meet at the office, talk to each other, and discover how we can help one another."

Breaking down doors to build up teams

Over a decade ago, PwC Norway made a strategic decision that fundamentally changed how we work, and how we build culture. The firm moved away from traditional cell offices and introduced activity-based working.

Previously, the workplace was characterized by closed doors, personal offices, and shelves filled with paper documents. Everyone had their own space, and worked mostly alone, except during scheduled meetings.

"We used to have offices with large bookshelves and lots of paper books," says Nina Ottesen. "The door was closed, and collaboration didn’t happen the way it does now. But we need to work together differently."

The shift to activity-based working is not just about physical layout, it’s about creating a work culture that promotes collaboration, flexibility, and knowledge sharing. Instead of fixed desks, employees choose their workspace based on the task at hand. Some tasks require focus and quiet, while others call for creative teamwork or client interaction.

"Together, we solve important challenges and create value for our clients," says Nina Ottesen. "Those who work with clients operate in teams, and we reserve areas where these teams can work closely together."

Learning through trial and evolution

PwC Norway's Bergen office had successfully implemented desk booking technology and found a rhythm that worked. But when they expanded their activity-based working concept to another location in Oslo, they discovered something important: what works in one place doesn't automatically work everywhere else.

The transition from cell offices to open concept workspaces with no reserved tables represented a fundamental shift. Instead of walking into their personal office each morning, employees needed to book shared workspace as needed. This required both new technology and new behaviors.

Despite having a technically functional booking system, adoption wasn’t as sucessfull.

"People did not follow the booking system. They would come to the office, put the jacket on the chair, and they put their bag on the desk, and then they would just sit there. The system did not work," Ottesen explains.

Finding the perfect partnership

The connection to Joan came through their partnership with Zens, who understood both the technical requirements and the cultural needs of PwC Norway's workspace transformation.

Together, Joan Desk booking software and Zens desk management technology with occupancy sensor create a frictionless experience across 4 buildings, 16 floors and 1100 desks.

The simplicity becomes most apparent at the desk itself, where Joan and Zens work together in two different ways:

1. Book in advance: Employees reserve a specific desk using the Joan Desk, then sit at their reserved desk. The Zens Smart PuK Visual automatically detects their presence through sensors and checks them in, switching the LED light to red. 
2. Walk-up availability: Employees can walk up to any desk showing a green light and simply sit down. The Zens sensor automatically detects their presence, creates a reservation in Joan, and switches the light to red.

The Zens Smart PuK Visual is also a wireless charger offering added convenience when it charges their smartphone, mouse, headset, speakers or any Qi-certified device. No longer cable or battery stress. This dual approach accommodates both planners and those who prefer spontaneous workspace selection, while ensuring accurate real-time occupancy tracking across the office.

"The most important change is that you do not need to do anything," Ottesen explains. "You just sit down, and the table is automatically booked. You do not need your card, or anything else."

This automatic functionality eliminates every friction point that can prevent system adoption. No forgotten cards. No dead phone batteries. No complex reservation processes. Just the natural act of sitting down to work.

Unexpected environmental wins

The Joan and Zens integration also delivers unexpected sustainability benefits through intelligent cleaning optimization.

The sensor data shows which desks remain unused, and the Zens PuK displays a blue light specifically for cleaning staff for desks that have been occupied during the day. Zens PuKs that are not showing a blue LED-light indicate spaces that do not need attention. This eliminates unnecessary cleaning of unoccupied workstations.

"When there are desks that are not used, cleaners do not need to clean them," Ottesen explains. "They do not clean already clean desks where no one has been sitting."

This sensor-driven approach reduces both resource waste and staff workload while maintaining high workplace standards.

Creating spaces where business thrives

PwC Norway's partnership with Zens and Joan created something more valuable than an efficient desk booking system. They built a foundation that supports their culture-first approach to workplace design.

The system works because it enhances their existing collaborative culture rather than trying to create an entirely new way of working. Technology has become invisible, which means it's doing exactly what technology should do, which is enabling people to focus on what matters most.

For PwC Norway, that means building relationships, serving clients, and creating the kind of workplace culture that attracts and retains talented people who choose to be there.

Ready to see how Joan and Zens can support your organization's unique culture and collaboration needs? Let's talk.