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Designing your office is more than just picking out paint and carpeting. A few
small investments of time and money can foster a more productive workspace.
Designing a comfortable office environment is about more than aesthetics;
careful attention to design can give a boost to employee happiness. In the
current economy, the focus is often on leasing office space based on price,
with less attention paid to design, layout and amenities.
Smart business leaders, however, think beyond the existing layout and furniture
options when moving into a new office or refurbishing a space. That fresh coat
of paint and new carpet your landlord gave you when you signed the lease is
great, but there are other small investments of time and money that can
transform your office into a more productive workspace.
How to Create a Productive Office Environment: Heating and Lighting
Temperature is the most common office complaint among workers, but there are a
number of ways to get ahead of such issues.
When considering office space, a key question should be how the HVAC (heating,
ventilation, air conditioning) system works and how the management company
responds to complaints.
the temperature of their office?
year?
If you don t like the answers you get to those questions, you may want to
consider different office space.
Once you are in the office, appoint a staff member to act as the liaison with
the management company on temperature issues. Make sure that reasonable staff
complaints are reported to the management company promptly and that any issues
(drafty windows, vents blowing excess cold air, an office that is consistently
warmer than the rest of the space) are delivered in writing. In most cases, the
landlord has lease obligations to ensure working HVAC.
While temperature is hard to individualize, light can be much easier to
address. The process begins when identifying and designing office space.
light; at a minimum, create common or public spaces that have access to natural
light.
lighting. Research and employ new lighting options.
make working easier on the eyes. An accountant working with spreadsheets all
day likely needs more light than a senior executive who spends the majority of
her time on conference calls or managing staff.
Dig Deeper: How to Get a Good Deal on a Lease
How to Create a Productive Office Environment: Open vs. Closed Space
Your office space doesn t have to adhere to the old standard of a ring of
executive offices around the perimeter, a cluster of cubicle spaces in the
middle and a staid lunch area occupied only at mid-day. Such office
configurations limit collaboration and have been shown to slow response times
in bringing products to market or responding nimbly to client needs.
The trend today is to support collaboration, in all its forms: mentoring,
problem solving, routine communication and information sharing. To do so,
create more open spaces in the office, from workspaces with low panels that
make it easier to communicate to all-day cafes where employees not only eat,
but meet to work.
But what happens when someone in a large open office environment needs to
concentrate on a big project or lead a conference call? Open spaces only work
when employees have access to areas where they can focus on a specific task.
One solution is hoteling, offices that can be reserved or used at will when
needed. These offices can be small, but should be highly functional. They
should be equipped with good lighting, phone systems and technology necessary
to complete critical tasks.
Dig Deeper: The Real Consequences of Office Clutter
How to Create a Productive Office Environment: Flexibility
Though fixed office space is the norm, flexible spaces are the most productive.
To create flexible office spaces, you need workspace of a common size with
interchangeable components that can be customized to a user s need. For
example: a graphic designer may need multiple large computer screens, while a
senior manager may need a space that can accommodate interactions with team
members. Offices of the same size with flexible functionality are not tied to a
corporate hierarchy, which means less frustration and office movement when
employees change positions. Universal spaces also support hoteling for
employees who aren t frequently on site (sales staff, virtual employees,
part-timers, et al).
The same holds true for open spaces: adaptability is important. Conference
rooms can do more than host scheduled meetings, they can be used for
spontaneous brainstorming, an employee who needs a quiet space to review
research or a place to view videos of a competitor s viral marketing campaign.
When equipped with Wi-Fi, lunchrooms and common areas can also be productive
work and meeting spaces.
Over a long lease period, flexible office design also allows you to modify your
space as your company and staff evolves.
How to Create a Productive Office Environment: Sustainability
For several years now, offices have benefited from improved paint, carpets and
ventilation systems that limit the gases present in an office space and improve
the overall internal environment. Now, sustainability has evolved to include
systems that limit energy consumption, include more natural light, expand
recycling programs and support the use of renewable and local materials. These
are aspects of office design that both improve comfort and create a source of
pride for employees.
Dig Deeper: 9 Ways to Cut Energy Costs
How to Create a Productive Office Environment: Ergonomic Design
A large amount of research has been done about the impact of office chairs,
desk height, keyboard trays and appropriate phone usage on employee comfort and
health. Companies should take advantage of the research and give thought to
furniture design and how it fits the needs of employees and their work habits.
Working with a consultant specializing in ergonomic design will reduce days
away from work and hours of productivity lost to discomfort. At a minimum,
survey your employees to assess what they need to be more comfortable as they
go about their daily tasks and make sure that employees know how to adjust
their furniture.
Dig Deeper: Office Chairs for Every Budget
How to Create a Productive Office Environment: Technology
It goes without saying that the office should be wired to support Wi-Fi to
maximize the flexibility of the space. The positioning of your office no longer
needs to be dictated by where the network connection and outlets are located.
Of equal importance is making sure your office technology supports employees
who work from home either occasionally or regularly. Making it possible to
access files anytime and anywhere, as well as using video conferencing and
other collaborative meeting technologies, is part of the flexible office design
process.
How to Create a Productive Office Environment: Style Supports Function
In the best of all worlds, an office space will reflect your business s
personality and culture. Wall colors, art, amenities and comfortable gathering
spaces can all enhance your brand as well as productivity. Your office
personality can often be tweaked easily over time, allowing your space to
evolve as the company does, without major new investments. After all, most of
us spend more time at work than nearly any place else these days it should be
a comfortable and inspiring environment.
Lois Goodell is principal and the director of interior design at CBT
Architects.