Four women, many volunteers, a house for refugees

It is exactly 687,85 kilometres linear distance between Warsaw and Kiev. When the war broke out one year ago, it happened not only in the midst of Europe. War, hardship, flight and death got frighteningly close to neighbouring Poland and other adjacent countries. We must help: this is the first impulse for many. Amongst them four Siemens employees who at first become privately involved: Marta Benedyczak helps with the city of Warsaw’s support programme for Ukrainian refugees to find their way in the new country. Gracjana Jakubowska-Szarek and Iwona Waszczykowska collect and buy food, clothes as well as medicines which they pack up and send to Ukraine by train. Agnieszka Kiepiela-Prus gets also active: ?When you went to a train station, you could see hundreds of refugees arriving every day. They wanted to have a shower, a bed and something warm to eat."?She became a volunteer, like so many others. In Poland and in the whole of Europe.?

These four Siemens employees from Communications, Real Estate, Legal as well as EHS and their teams then managed to put together a refugee shelter for 160 people in the centre of Warsaw in ONLY three and a half months. In record time! The Building - 2,600 square meters of office and warehouse space in the Siemens national headquarters in Warsaw. They work hand in hand, at weekends, during holidays, literally night and day. They have to be fast. The company backs them up completely, logistically and financially. Siemens gathers funds worldwide for the Ukrainian people who are coming to Poland and to other nearby countries. Siemens employees also contribute towards Siemens Caring Hands e.V.?while Siemens itself doubles the amount that is raised by the fund. The protagonists and their supporters share one vision: their action is borne by their willingness to help, their sense of responsibility, their collegiality and their professionalism.?

Looking for the right space

It is the beginning of March. Marta, internal communications manager at Siemens, receives an inquiry by the city of Warsaw. Could Siemens house some refugees? Akadiusz Niemirka, the property manager, calls Marta’s attention to an empty Siemens building. She jumps at the chance. The city council signals immediate interest. The managing board of Siemens gives the go-ahead and it’s on. Now it is necessary to find the right team. To remodel an office building into housing for families is uncharted territory for everybody. There is no blueprint, no notes to compare. Financing must be assured, the building altered, safety directives clarified, furniture and everyday things organized as well as the whole process comprehensibly conveyed to Siemens employees and the city. Wow! And it is also urgent!??

?It has been one of the most challenging projects of my life“?

Agnieszka is Head of Finance Real Estate. She and her team look after the company's real estate portfolio. Therefore she became responsible for setting up the whole process and negotiating the necessary contracts to transform an office space into accommodation. Together with Gracjana from the Legal Department she arranged the lending and donation agreements, while actively supporting Siemens Caring Hands e.V. regarding ?their arrangements with the city of Warsaw. "When it all started, I thought we would be able to implement everything in an easy and fast fashion. But in the end it turned out to be one of the most challenging projects of my life so far. We all wanted to accomplish a common goal - to support the refugees - but none of us had any relevant experience. As Corporate Real Estate we usually focus on managing office locations and not operating guest houses.“

From office building to living accommodation

First of all, the building has to be converted and renovated in a manner that the families which mainly consist of women with their children, can feel at home. ?We arranged the fully furnished rooms in such a way that families would have their own living area and needn’t share their space with others. Of course we know that their real home is in Ukraine, but we did our best to create a space for them to feel at least better and safe. We also created special bits for children, like a playing area inside and a playground outside, we prepared rooms for studying, for working from home as well as kitchens." Agnieszka’s tasks included drawing up agreements with the location manager as well as the city of Warsaw (the future operator of the refugee housing project) regarding the necessary changes and coordinating the purchase of furniture and other equipment. Endless hours for her and Gracjana of arranging the lending and donation agreements, while actively supporting Siemens Caring Hands e.V. regarding their arrangements with the city of Warsaw.

In March 2022 the refugee housing project started, in May the building was already completely converted and renovated!??

From beds to electric irons - furnishings and equipments for 160 people?

While the team in the background is still dealing with the project’s structure, the logistics, the role of the stakeholders and other topics, the space itself has already been rebuilt and fully equipped. Iwona from and her EHS team as well as many volunteers see to the furnishings and other necessities.

Apart from a few pieces of office furniture, the whole building is originally completely empty. Everything has to be organised. Beds, bedding, tables, chairs, kitchen furniture, toys, towels and everyday objects like irons or blow-dryers - Iwona has to picture all requirements necessary.

?I could start a hotel now“, Iwona says laughingly. But initially it was difficult to stay on top of things. ?We got help with assembling the furniture but otherwise we tried largely to do it all ourselves.“?

Doing justice to legal requirements

The completion of the premises is also bound to legal and safety related guidelines. It is Gracjana's responsibility as General Counsel and Head of Legal Department at Siemens Poland to observe and implement these guidelines.

?It was incredible to change this space from an office and warehouse into a housing accommodation. We had to consider all kinds of fire and architectural regulations as well as building and construction laws.“

Gracjana did not only take care of the legal regulations accompanying the transformation but also of the agreements between the parties involved. One stakeholder is Siemens Caring Hands e.V. It collects donations from its employees as well as Siemens itself to support the Ukrainian refugees.

From the start internal communication is of the essence?

While the building was gradually transformed, Marta focused on the communication side of things.

“It was important to communicate in a way that our employees were kept engaged.”

She informed her colleagues about the progress of the housing project, of other Ukrainian related initiatives as well as the overall situation, explaining what volunteering work looks like and how to participate.

Just before the opening of the new home for the refugees, Marta invites employees to help with the final preparations such as assembling furniture or unpacking boxes full of toys that arrived from other Siemens groups.

It is Monday 11th July, 2022. Today is the day everybody has worked towards. Siemens hands over the newly opened livings quarters for refugees to the city of Warsaw. It is a special day for all involved. Since this day the city operates the house and takes care of the 160 people living there.

According to the city council the Siemens housing complex has the highest quality they can provide for refugees. Of course everybody is aware that the refugees would much rather be back in their home country Ukraine. ?They are all here because of the war. It hasn’t been their choice. But they are here and they are safe and that is what counts.“ The ?11th July is also Agnieszka’s birthday – one she will certainly always remember.

Written by Arlett Daberkow and Gerda-Marie Adenau