Employee productivity – could your workspace be better?

The physical environment where people work has a profound impact on their ability to focus, collaborate, and perform at their best.

Understanding the critical role that the workspace plays in boosting employee productivity and overall organisational success, so here are some of our top tips!

The impact of the office layout

The most effective office layout depends on factors such as company culture, work activities, employee preferences, and industry standards. Many modern workplaces are adopting flexible or hybrid layouts that combine elements of open plan, cubicles, and private offices to strike a balance between collaboration and individual focus, catering to the diverse needs of employees and optimizing productivity. There are pros and cons to every style.

An open plan layout can facilitate communication and collaboration among employees, promoting teamwork and idea sharing, and as all employees are visible and accessible, it can encourage a sense of transparency and equality.

However, open plan layouts can be noisy, distracting, and the lack of privacy may make sensitive conversations difficult and hinder deep focus work.

A cubicle layout can provide a degree of privacy and personal space for employees, reducing distractions and increasing focus. It allows for the personalisation of each individual workspace, which can enhance employee comfort and satisfaction.

On the downside, a cubicle layout can feel isolating, inhibiting communication and collaboration among team members. If there’s limited natural light and views in some cubicle configurations, it may negatively impact employee well-being and morale.

A private office layout provides maximum privacy and autonomy for individual employees, allowing them to control their environment and work uninterrupted. Suitable for tasks that require intense concentration, confidentiality, or frequent phone calls or meetings, but limits visibility and accessibility, potentially impeding communication and decision-making processes. It also requires more floor space per employee compared to open plan or cubicle layouts, leading to higher real estate costs.

A hybrid layout, combining open plan, cubicles, and private offices, brings the best of all worlds, offering the flexibility to accommodate different work styles and preferences within the same office space. It allows for a balance between collaboration and privacy, and supports agile working practices, letting employees choose the most suitable environment for the task in hand.

However, it requires careful planning and design to ensure seamless integration and flow between different workspace configurations and may increase complexity in facilities management and office logistics, such as scheduling and allocation of resources.

Ergonomics: Comfort is key

One of the most significant factors influencing productivity is ergonomics: poor design in the workplace can lead to a host of issues that hinder employee performance. Badly designed workspaces can lead to physical issues with backs, necks, shoulders and wrists, and uncomfortable seating that lacks proper lumbar, back, and arm support can cause compression of the spine and nerve impingement. If workers can’t get comfortable, they’re hardly going to be able to focus on work!

Consider adjustable sit-stand desks, which allow employees to alternate between seated and standing positions, and ergonomic chairs with ample lumbar support, padded arm rests, and customisable settings. Positioning monitors at the proper height and distance, coupled with ergonomic keyboards and mouses, will help to eliminate any strenuous reaches or twists.

Environmental factors

The ambient conditions within a workspace can have a profound influence on employee well-being, focus, and overall productivity levels. Environmental factors like temperature, lighting, and noise exposure are crucial elements that require careful management and control.

Temperature: Studies have shown that the ideal office temperature range is between 20-24°C. Deviations from this can cause discomfort, lethargy, and decreased focus.

Temperatures above this range create a warm, stuffy atmosphere that can cause lethargy, fatigue, and decreased concentration, whilst temperatures below the ideal range can lead to further discomfort as the body works to stay warm.

Proper insulation, window treatments, and airflow management is also needed for stable, comfortable temperatures that support productivity.

Lighting: Adequate natural and artificial lighting is crucial for reducing eye strain and preventing headaches and promoting a pleasant, stimulating environment. Both natural and artificial lighting play crucial roles.

Abundant natural light has been linked to improved mood, energy levels, and sleep patterns – all factors that contribute to enhanced workplace performance. Where natural light is limited, it’s important to consider the design of artificial lighting systems. Proper illumination levels and light distribution prevent areas of excessive brightness or shadowing that can cause glare and visual discomfort; lighting temperature and colour rendering are also essential considerations.

Noise: Excessive noise within the workplace can be a significant source of distraction, frustration, and decreased productivity. Intrusive sounds from equipment, conversations, or external sources can disrupt concentration and impede focused work.

Tailored solutions such as sound-masking techniques, noise-cancelling materials, and designated quiet zones should be considered to mitigate distracting noises. Quiet rooms, phone booths, and focus pods can give employees dedicated, enclosed areas for private conversations or heads-down work when they need to escape from ambient noise.

Bringing the outside in

Biophilic design is based on the idea that humans have an innate connection to nature and thrive when surrounded by natural elements. Incorporating biophilic design principles into the workplace can have numerous benefits for employees: reducing stress, improving cognitive function and enhancing creativity.

But how can you practically create green spaces in a building? Installing vertical gardens or living green walls in office lobbies, meeting rooms, or common areas can provide employees with a visually appealing and biophilic-rich environment. Living walls not only improve air quality but also create a calming and rejuvenating atmosphere. If you can’t create living walls, then introduce some indoor plants: it’s one of the simplest and most effective ways to enhance biophilic design in the workplace. Work with interior landscaping professionals to select and maintain suitable species that thrive indoors.

Using natural materials such as wood, stone, and bamboo in office furniture, flooring, and decor can bring warmth and texture to the workspace, and maximising access to natural light and incorporating views of outdoor green spaces or landscapes can significantly enhance employee well-being and productivity.

Here at Almeda, we know how important the design of your workplace is to make sure your business performs at its highest level. If you think we can help you, get in touch!

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