How do you design a workspace that involves everyone?

Depending on the size of the organization, you can form reference groups, representing a cross section of different types of teams in the organization, (e.g.sales / marketing). Look to design workspace on 3 levels, asking for input on : 1. What the office can ‘do’ for the company - whether thats physically marketing the brand, being a social hub, attracting new employees, or supporting client interactions. 2. How the workplace can support company culture - connecting on a global level whilst resonating locally, ask what spaces inspire them. 3. How the workplace can support the ways of working in terms of collaborative / focus or specialist spaces. Ask the reference groups for input and keep them involved throughout the process.

It’s important to remember that users‘ needs continually change. Changing headcount, office attendance rates, work styles etc. Creating a workplace environment, based on a one-time analysis and expecting it to be fit-for-purpose for 10 years is no longer viable. Instead you can continually adapt your office spaces to the inevitably changing requirements with micro improvements. Even better, by connecting to your users and co-reviewing the modifications you make, you can learn what’s working and what’s not. And you can scale those learnings across your portfolio, systematically evolving your frameworks and the working environment for everyone.

The need and pain points will continuously change. Capturing feedback is not a one time event. You need to keep asking users and make sure you can change based on the results.

Projects should include in the beginning stages with stakholders, reprensentative of each deparment and the design team in the organisation to attend a workshop, for the design team to understand the work process/flow and , how client actually want to do this process. Understanding he challenges and asking staff for potential suggestions in the solution. A reverse brief is then accumulates by the designers Yo be sign off by the stakeholders of the client company. Upon sign off, a Occupation/stacking plan concept can be establish follow by a design concept for sign off

Understanding how a team operates and how each team interacts is critical to designing a productive workplace. It is vital to spend adequate time in the planning stages to ensure the end result is thoughtful and engaging.

Involving your team is perhaps the most overlooked key to unlocking workforce potential. Change processes, involving hundreds of workshops adorned with post-its and flip charts, often result in uncertainty. The data-sifting process is confusing and time-intensive. Current methods yield poor outcomes, eroding trust and impacting the work environment. Team involvement is crucial, if not the only way to foster positive workplaces effectively, but clear, effective methods are needed for actionable steps. You wouldn't play tennis with a teaspoon and expecting positive results. To effectively involve your team and chart a crystal-clear roadmap to success, adopting strategies that genuinely work is essential.

The stakeholders that make up your team need to be onboard and aligned with the proposed design and its intent. Involving them early on in small ways can pay off big in the end. Achieving buy-in from stakeholders is an essential part of any design project.

In this phase, collaborative design helps a lot, as team members feel empowered to shape their future workspace. Avoid being too technical in your conversations with stakeholders, they may get frustrated if there are things they don't understand. Adapt the design process to be inclusive of non-technical individuals by using design tools with friendly interfaces for presenting and iterating concept designs.

How anyone undertakes a workspace design project without consulting with the team is baffling and is a contradiction in investment. Businesses will get value from their investment if the design is appropriately consultative. This can be done in varying ways through surveys, workshops, interviews and studies. Engaging an external consultant is key in ensuring that contributions are not curtailed by fear or upsetting the organisation.

Involving your team is the place to start. Who are they, what do they need, what works and does not work for them? How can you use this information to create a workplace that is future-proof and ensure that you attract and retain the employees your business needs to thrive? You might not be able to deliver on all the ideas, but it will give you a better insight into your team and create better, long-term results. Your team will be more enthusiastic and engaged with the changes if they have been part of the decision-making process.

Activity based working is one of the best practices. Optimizing a space is also taking care of technical metrics like Air quality, Natural lighting, Acoustics, Temperature control and humidity.

The right zoning is fundamental in workplace design. Zoning optimizes space for various tasks, facilitating focus, collaboration, socialization and relaxation. Activity-based working is a cornerstone of employee well-being and productivity, as it offers a diverse range of spaces tailored to different work activities. From quiet areas for focused tasks to collaborative zones for brainstorming, it accommodates diverse work needs. This variety promotes physical comfort and encourages mental agility, reducing monotony and stress. By providing the right mix of spaces, it supports a healthy work-life balance, ultimately fostering a more productive and content workforce.

There are a multitude of ways in which people are most productive. Some people need quiet space 100% of the time while others prefer to work in an energetic environment; not to mention spaces for collaboration and teamwork. The requisite work space can vary by task or individual. Utilizing the many types of spaces available as a designer is a key way to ensure all types of people and activities have a suitable space for their needs.

Understanding your biases as a designer is the first step towards creating truly inclusive workspaces that cater to a diverse range of needs and perspectives. It ensures that your creations reflect the diverse experiences and requirements of all users, fostering a sense of belonging and equity in the workplace. Embracing this self-awareness leads to more accommodating and harmonious environments.

Utilizing sensor analytics for occupancy data provides invaluable insights into workplace design. It enables a better understanding of space utilization patterns, helping to optimize layouts for efficiency. This data-driven approach enhances resource allocation, reduces energy costs, and tailors the workspace to the actual needs of employees, resulting in a more productive and adaptable work environment.

Your designer or design team should remain in touch with you after the project has completed. Ensure you continue to discuss anything that is not working or that you would like to add. Your existing design team will be far more efficient and effective at actioning your needs.

One of the most valuable offers you can make to your team is the freedom to choose where, when and how they work. While optimizing an existing office can help those who enjoy office experiences in various ways, recognizing that everyone has different needs and desires may inspire you not to implement a one-size-fits-all policy and offer your team a menu of options to choose from.

Is it actually possible to design a workspace that involves everyone? Even if everyone is "involved" in the designed workspace, this could be an alarming indication that there is a diversity issue in the organization. Because, in an effort to please the most, the few might elegantly depart, thus creating the false narrative that "everyone", meaning everyone remaining, is involved in a workspace that was designed specifically for them. Instead, a multiple-and-flexible-workspaces approach could be designed so that absolutely everyone feels involved in the workspace of their choice. Then, and only then, the workspace becomes a truly diverse and inclusive workplace, by design.