The open plan office has been around for more than a century. Rather than dividing buildings in to small offices and corridors the open plan concept led to spacious spaces. Companies had the freedom to use furniture to configure office space to suit its purpose. Staff that maybe only met each other at the water cooler or break room were able to interact while carrying out their work. This led to better communication and collaboration.
Just as the open plan concept revolutionised office spaces decades before, the impact of the global pandemic, technology and research in to what drives focus and efficiency is set to re-evaluate the humble office space once again.
Creativity and collaboration
Understanding the environmental factors that lead to creativity is a core consideration when designing office space. These might include white noise and access to collaborative working. However, just as creative thought is unique to the individual, individual circumstances that facilitate creativity may be different for every person. Therefore, creative office spaces need to be flexible to accommodate different needs.
This might mean an area to walk about, discuss ideas over coffee or focus away from the noise to develop ideas in peace. Maybe white noise without the physical proximity works for some, while others immediately want to share their ideas with those around them.
Physical design doesn’t need to address all the needs of the individual, technology is evolving to present opportunities as never before. However, taking account of the mix of spaces needed is a great start.
Focus and concentration
There is plenty of research to evidence the importance of white noise for focused work. However, for many concentration requires complete silence. Having individual work spaces which filter out the noise of a bigger office space is an important consideration when designing open plan spaces.
Ideally, office design should take account of the different learning styles if they want to optimise performance. For instance, auditory and kinaesthetic learners might want to read aloud or voice their thoughts to themselves while working. Space away from others might allow a person to focus without disturbing the concentration of those around them.
Technology
The evolution of technology, from AI to hardware design, offers a growing list of options for the office spaces of the future. Silent or noisy environments might be achieved with headphones and visual stimuli might be manipulated with visors. AI driven software can support focused and collaborative working. It can be used to monitor performance and implement automation to relieve employees of repetitive and monotonous work. With the use of AI the working environment and tasks can be reshaped to better fit the employee. Ultimately leading to improved performance and productivity.
Mental and physical wellbeing
Furniture should be designed to support good posture and work place environment. I prefer working at a bench seat on a high stool for instance. The position of the bench and height of the stool are important to ensure good posture. Flexible seating options are a key consideration for good physical and mental health.
Other considerations include the kind and intensity of lighting, proximity to natural sunlight and artificial alternatives when window space is at a minimum. Room temperature is always a subject of contention in an open plan office space. The option to manage temperature at each desk or work environment, along the same lines as within a car, might help relieve the tension. The sense of control over your own environment does wonders for a person’s mental and physical well-being.
The kind of noise is important but so is the level. Overly noisy environments can be overwhelming for some people. Having the option to work in an open or closed space should be driven by individual preferences and not job title, wherever possible. Decoration and wall and floor coverings should be neutral. Different colours and patterns can trigger emotional responses in some.
Designing ventilation systems to avoid the spread of viruses will have an obvious impact on physical and mental health and should be factored in to any future open plan office design.
Protocols
For any new office design to work you’ll need protocols. Rules which govern use of the spaces will ensure all employees can benefit. The main concern is to avoid the different spaces in the office being used in an unintended way. For instance, work spaces should not be hogged by any employee. There should be no personalisation of the space that marks the territory for specific employees.
If you include in your design separate, small office spaces designed for individuals this will be particularly important. Such offices have historically been associated with status. Implementing a booking system with a maximum number of slots for each member or staff per week might be a possible approach to managing such spaces.
And finally…
The future is coming. Artificial intelligence is in its infancy. However, the impact it will have on the kind of work we do and the way we do it will be huge. Adapting the workplace to take advantage of the opportunities in the future is not just about addressing employee needs. It’s about recognising how you facilitate your team so they are able to be their best selves. Creativity, intelligence, efficiency and productivity are tough nuts to crack. By paying attention to the environment that facilitates performance you are building the foundations.
While technology can be used to monitor and track employees to improve the work environment its important that the method doesn’t create the problem. Information gained through the use of technology should not be used to punish but understand employee behaviour. If the focus is on castigation and not adaptation then productivity and performance will suffer. You need employees to buy in to any changes for them to work, which comes from building trust.