Hybrid work, new safety requirements and shelter regulations are changing the rules for designing public sector offices. At the same time, the pool of buildings capable of accommodating all these requirements is shrinking rapidly. As a result, public institutions must plan relocations two or three years in advance, according to Marcin Kowal, Associate Director in the Office Department of Newmark Polska, an advisor specialising in office space for the public sector.
Public institutions are striving to combine cost efficiency with office elegance and accessibility. On the one hand, they tend to opt for prime locations when searching for modern, citizen-friendly spaces in premium-quality buildings, but on the other hand, they steer clear of imposing office towers associated with the financial sector. In 2025 alone, public sector institutions leased nearly 150,000 sqm in Poland’s key office markets, marking an almost 25% year-on-year increase. It was another consecutive year of growing demand from public institutions for modern office buildings offering efficient spatial layouts, user-friendly service counters and convenient locations.
“Changes taking place in government work environments are no longer incidental. Data confirm the growing role of the public sector in the commercial real estate market. This shift has materialised and now requires a workplace strategy calibrated in a way similar to that adopted in the post-COVID office market. Office location and fit-out decisions must be driven by data, as well as proven processes and tools. Dialogue with stakeholders is key – one that takes into account government strategies, operational and cost efficiency, the expectations of the public and employees, as well as demand and supply dynamics,” says Edyta Mika, Director, Workplace Strategy Change Management, Newmark Polska.
Private offices are a luxury that comes at a cost
The final rent level is influenced – apart from location – by the layout of office space. Public bodies largely operate in the cellular office model, which – according to Marcin Kowal – can be up to several tens of per cent more expensive than open-plan layouts. Additional walls, doors, installations and access control systems all increase total fit-out costs.
“This is why public institutions are increasingly opting for intermediate solutions: private offices for three to four or up to ten people provide secure access to office resources and isolated workspaces while helping limit costs. In theory, shared private offices could also be implemented, but this would require a shift in the organisational culture of public bodies,” explains the Associate Director at Newmark Polska.
Special legal and functional requirements also come into play. “Public institutions must design offices with service delivery in mind, meet stringent occupational health and safety (OHS) standards, ensure full architectural accessibility and provide appropriate service desks for citizens. Additionally, requirements arising from the Polish Act on Ensuring Accessibility for People with Special Needs have increased significantly in recent years. This is relevant not only to visitors but also to employees, as the bylaws of many institutions mandate the employment of people with disabilities,” says Kowal.
Shelters in office buildings: New regulations are reshaping tenant requirements
With new regulations now in force, including the Shelter Act, effective since the beginning of the year, some public administration offices – especially those performing key state functions – are increasingly being seen or classified as part of critical infrastructure. These regulations mandate the provision of shelters with a specified level of resistance or temporary emergency shelters for people present in public buildings. Although the regulation of 4 November 2025, constituting an implementing act, sets out detailed technical requirements for protective structures and the conditions for their use and location, many aspects – particularly those related to the adaptation of existing public administration buildings – have yet to be fully specified in practice and in project designs.
“If state institutions are required to lease buildings that provide shelters, the supply of such buildings is likely to be limited – at least initially. The key question is whether older office buildings can be adapted to meet the new requirements or whether new developments, with shelters incorporated at the design stage, will be the main viable option,” says Marcin Kowal. According to the expert, requirements may vary depending on the institution, but they will invariably result in higher fit-out and installation costs and a reduced pool of buildings meeting the required criteria.
Hybrid in public offices: Up to 30 per cent of staff work on a rotational basis
Hybrid work in state institutions is no longer an experiment. It has become an integral part of resource management, influencing space leasing standards. The hybrid model is less common in public institutions than in commercial companies – the share of in-office work remains higher and some institutions continue to serve citizens face-to-face – but rotational working patterns are now well established. Between 20 and 30 per cent of staff work under this model, which necessitates hot-desking and shared workspaces.
“Offices are increasingly no longer designed as workspaces for mandatory five-day workweeks for all employees. Instead, space is planned for hot-desking based on actual in-office attendance,” explains Monika Szawernowska, Workplace Specialist at Abundo Space. “This approach helps reduce the number of fixed desks and better align space with actual needs, and thereby optimise office leasing and operating costs. Downsizing office space by 15–30 per cent can generate millions in annual savings, though this should not be the sole driver of change.” This is particularly important because, after a period of the meteoric rise in remote and hybrid working, many public institutions are now recognising the need to rebuild teamwork and organisational culture and enhance internal communication.
“That’s why offices are designed to include collaborative areas, meeting rooms, informal spaces and solutions that improve acoustics and ergonomics. We place great importance on the quality of lighting, greenery and the overall user experience,” explains Monika Szawernowska, adding that fit-out quality in public institutions increasingly matches that typical of the private sector. Not only does the office serve an administrative function, but it also helps shape the institution’s public image, supports employer branding and enhances its prestige. “A mature approach to fit-outs in the hybrid model balances cost optimisation, formal and information security and the comfort of both employees and the public,” she adds.
Expensive fit-outs and long leases: Public administration must plan offices for 7–10 years
Rising office fit-out costs, driven by both cellular layouts and security solutions, are making long-term leases the market standard in this sector. Additionally, public institutions have limited possibilities to invest in third-party fixed assets, which they may carry out only in specific cases and in compliance with public finance regulations. In practice, this means that office fit-outs – from partition walls to installations – must be funded by the building owner.
“With landlords expecting the high costs of office construction and fit-outs to be recovered through rent, leases are typically made for seven to ten years. The rule is simple: the more expensive the fit-out, the longer the lease should be,” notes Marcin Kowal. Public institutions are also increasingly opting for fully furnished turn-key offices with videoconferencing systems and additional maintenance services. This enables them to relocate and start operations quickly, but it also drives up costs for landlords.
A new office standard for public administration: Security and ESG raise the bar
Rising regulatory requirements, growing security concerns and evolving work patterns are making public sector office design increasingly complex. Increasing ESG reporting requirements are driving a stronger focus on energy efficiency standards, as well as on solutions for data protection and access zoning within buildings.
“A public administration office must combine the flexibility of hybrid working with formal security requirements and accessibility for citizens. This process is far more complex than in the private sector, meaning many institutions must carefully select an office that meets all requirements. The scarcity of suitable buildings is likely to force institutions to begin their search well in advance. This is where an advisor with public sector experience plays a key role – a seasoned expert can select the best buildings, identify risks and advise on achieving reasonable rental levels,” concludes Marcin Kowal.
Economic and demographic factors are also accelerating change in the public sector. “The shrinking talent pool – over which public administration competes with the private sector – and an ageing workforce are driving the need for automation and for creating attractive work environments in terms of design, technology and wellbeing to support hybrid work, innovation, integration, communication and neurodiversity. Digital natives using government services expect speed and technological accessibility, which state institutions must take into account in their planning, while preventing technological and spatial exclusion. Successful change implementation hinges on the openness and operational readiness of the entire team and their preparation for a new work culture and environment,” adds Edyta Mika.
In the photo, from left to right:
Edyta Mika, Director, Workplace Strategy Change Management, Newmark Polska,
Marcin Kowal, Associate Director in the Office Department of Newmark Polska,
Monika Szawernowska, Workplace Specialist at Abundo Space.
