How to expand an office in 11 days? IT agency case study
SoftVibe agency from Katowice was backed into a corner when their team grew by 9 people in a single month. Their old module at Chorzowska was getting tight, and the new developers were supposed to start work in less than two weeks. We show how, thanks to Epirusworld's flexibility, we managed to expand their space without stress or changing the address.
Problem: 14 people on 114 meters is 7 too many
SoftVibe has been renting an office from us since March 2022. It's a stable company that started with a small room and then systematically picked up more meters at Epirusworld. In July 2024, they signed a contract with a large client from the logistics sector. This meant the need to quickly hire additional specialists. On Monday morning, the company president, Mr. Dariusz, appeared in my office with a specific question: do we have anything free right next door because his people were starting to argue over access to the coffee machine and free desks.
The situation was tense because the atmosphere in the office translates directly into code quality. When 14 people have to work on a 114 m2 area designed for a maximum of 10 employees, comfort drops drastically. Noise, lack of space for 1-on-1 meetings, and a perpetually occupied conference room are a straight path to team burnout. Dariusz knew that if he didn't find a solution in 11 days, new employees would feel ignored on their first day of work at 150 Chorzowska.
We weren't looking for luxury, just 9 extra desks and stable power in 11 days.
Solution: Neighboring 47 m2 module and rapid adaptation
We were incredibly lucky because an adjacent module with an area of 47 m2 had become available just three days earlier. Normally, the process of renting, refreshing, and handing over keys takes about a month. Here, however, time was key. Instead of playing around with long procedures, we went straight to specifics. By 2:15 PM on Tuesday, we already had a quote ready for 3,850 PLN for refreshing the walls, replacing three damaged carpet tiles, and installing extra outlets in the technical floor.
The biggest technical challenge was connecting both offices so that the team felt unity rather than a division into 'old' and 'new'. We decided to dismantle part of the partition wall, which is possible in our Epirusworld construction system. Thanks to this, we avoided heavy construction work and tons of rubble. We utilized night work hours, from 6:00 PM to 10:45 PM, so the renovation team wouldn't disturb SoftVibe developers in their daily duties. This was possible because we have our own technical team on-site.
Cables, power, and a stable 22.4 degrees Celsius
In the IT industry, power and internet are the foundation. SoftVibe needed 18 new network points and a separate circuit for high-power workstations. Our technician, Mr. Andrzej, prepared the installation on Wednesday evening. We used existing sub-floor trays, which allowed all cables to be hidden. Thanks to this, the office looks aesthetic and no one trips over wires going to the server room. It's a detail, but with 23 people on one surface, safety of movement is crucial.
Additionally, we had to calibrate the air conditioning system. In the new module, we set a constant temperature of 22.4 degrees Celsius, according to the team's preferences. At Epirusworld, every module has independent control, so expanding the office didn't affect the comfort of people working in the old part. On Thursday morning, the office was already ready for furniture to be brought in. Dariusz ordered 9 desks measuring 160x80 cm, which fit perfectly into the new space, still leaving room for a small coffee annex for the new crew.
Effect: Monday start without a minute of delay
On Friday afternoon, exactly 11 days from the first talk, Dariusz received the keys to the expanded office. The total cost of adaptation was 11,200 PLN net. The company avoided the costs of moving to another building, which they estimated at about 24,500 PLN, not counting losses resulting from work downtime. Most importantly, the address remained the same – Chorzowska 150 – so there was no need to change data in the National Court Register, on business cards, or in Google Maps. For SoftVibe's clients, the change was unnoticeable until they saw new faces in online meetings.
On Monday morning, the new employees simply came to the office, got their Wi-Fi passwords, and sat at ready workstations. Because everything was on-site – from parking to the restaurant on the ground floor – the onboarding process for new people went exceptionally smoothly. SoftVibe still operates with us, and Mr. Dariusz claims that these 11 days were his best-invested time this quarter. If your business has also suddenly accelerated, don't look for a new office on the other end of Katowice. First, ask us about free meters behind the wall.
We saved over 13,000 PLN on move logistics alone by staying at Epirusworld.
