How can we create inviting and functional workspaces for the hybrid work environment

Introduction

In a post-COVID world, the office environment has significantly changed to accommodate hybrid work models. My recent visit to WSA OFFICE PROJECT (www.wsa.ch), a Swiss office and workspace designer, highlighted the innovative solutions available to meet these new demands. From how we layout our offices to the furniture in our meeting rooms, here's what I learned and how these insights can improve your work environments and meeting spaces.

The Return to the Office: Insights and Trends

A comprehensive study by Steelcase involving 68,925 participants across 11 countries revealed a significant desire among business leaders for employees to return to the office three or more days a week. The argument is frequently that physical presence is better for collaboration and increases efficiency. An underlying reason is that office space costs need to be justified. If you ask employees why they go to the office, it stems from the need for friendships, networking and learning, and access to leadership, which are challenging to replicate in a remote setting. These needs of employees can be seen by who's coming to the office: Gen Z employees spend 77% of their work time in the office compared to Boomers at 57%. Younger people need and want more connection and guidance; older people have it. According to Professor Scott Galloway , being present in the office increases?the chance of promotion and supports career progress.

To encourage this return, offices must be more than just workspaces; they must foster well-being and collaborative work. The survey indicated that we spend approximately 47% of our time working with others, often in meetings. The nearly 50/50 split in how we spend our time highlights the importance of creating an environment that fosters collaboration while allowing for quiet, reflective individual work.

Office Design Elements

Acoustics and Privacy:

The top concern for employees is acoustics, followed by privacy, lighting, and air quality. Effective office design should minimize noise interference in meeting spaces and ensure that office noise, such as telephone calls and conversations in the café or learning labs, does not disrupt meetings. One proposed layout involves a gradient from quiet areas to noisier zones, catering to different work needs.

Meeting Room Designs:

The physical space of meeting rooms significantly impacts their effectiveness. Well-ventilated, well-lit, clean meeting rooms enhance productivity (More here). WSA's innovative designs include:

1. Solutions for One-on-Ones: Steelcase's new module, Project Ghost, is ideal for virtual one-on-ones. It fosters a sense of proximity and improves eye contact, making virtual interactions feel more natural.
2. Hybrid Meeting Rooms: For hybrid meetings, investing in new table designs, such as arc-shaped or funnel-shaped tables, can enhance inclusivity by allowing cameras to capture in-room participants better. For a better understanding, see Steelcase's Ocular.
3. Table and Chair Configurations: High tables and stools can shorten meetings and encourage dynamic participation, while chairs on wheels offer flexibility for quick rearrangements.
4. Purposeful Meeting Spaces: There are many types of meetings, from creative ideation meetings to formal board meetings and everything in between. When designing a space, think of the type of meeting you want to hold and design it for that. If the space should hold all types of meetings, you'll need to invest in modular furniture that allows the space to be purposefully arranged. As Priya Parker writes in The Art of Gathering, "You should…seek a setting that embodies the reason for your convening. When a place embodies an idea, it brings a person’s body and whole being into the experience, not only their minds."

Creating Inviting Spaces:

To attract more employees back to the office, we must create inviting and functional spaces which involve physical design and foster a culture that supports hybrid work. As more employees return, physical and hybrid meetings will increase. Therefore, investing in adaptable meeting spaces is crucial.

Hybrid Meetings: Beyond Technology

Hybrid meetings, in the context of this article, refer to meetings that involve both in-person and remote participants. They are a crucial component of the hybrid work model and require a different approach than traditional in-person or fully remote meetings. While technological advancements are essential for hybrid meetings, they alone cannot solve the hybrid puzzle. Effective hybrid meetings require a shift in how we lead meetings, with leaders playing a crucial role. Leaders need training to manage hybrid meetings inclusively and to use co-leaders to help ensure all remote and in-office participants are engaged, empowering them to drive successful hybrid meetings. Learn more about Sherpany's offerings for hybrid meetings here.

Conclusion

Creating a workspace that meets the demands of the hybrid work environment involves thoughtful design and a focus on employee needs, placing their comfort and productivity at the forefront. Generally, a company invests 10 times as much in employees' wages than in the space and tools for them to do their work. When we give our employees the right tools and spaces to do their work, they're more engaged, happier and, ultimately, more productive.

By addressing concerns such as acoustics, privacy, and lighting and designing versatile meeting rooms, we can make the office where employees want to be. Investing in technology and leadership training will be essential to successful and inclusive hybrid meetings as hybrid work evolves, demonstrating our commitment to their success and well-being.

Let's embrace these changes and create work environments that foster collaboration, innovation, and well-being.

Become a Better Meeting Leader by Joining a Webinar or Attending a Workshop:

If you want to enhance your meeting management skills further, consider joining one of my free webinars this year. These interactive sessions, designed for small groups, cover various aspects of the journey to excellent meetings. Learn more and register here. If you want to bring meeting management to your team, see the workshops and online training options we offer at Sherpany.