Space utilization planning and furniture selection are only the beginning of what goes into good, successful office planning. Recent trends in the workplace, such as New Work and Hybrid Work, have had a major impact on the layout of today’s workplaces. Therefore, one of the most important concepts is the adaptability not just of individual desks but also of complete office layouts.
The Importance of a Well-Organised Workplace
Professionals should develop a strategic space idea as the foundation for any office layout. Professional office planning is an excellent long-term investment since it increases productivity, morale, and output by improving working conditions for staff.
When designing an office, it’s important to keep in mind the following details:
1. Compactness and utility of space
Space-saving measures like desk-sharing and working from home allow for 20% more workers to be accommodated in the same area.
2. Considering the Ergonomics
Work that is easier on the back and prevents injuries to the neck and shoulders also improves morale and productivity.
3. Encouragement and Health
Competent workers are enticed by more than just competitive compensation. Soft factors, like a well-designed office with a comfortable atmosphere, are more important in the modern workplace. More than that, though, people are more inspired to work when they are in a space that looks nice.
A few questions before you start setting up your workplace
There are a few major choices that must be taken before the office layout and desk assignments can be determined. Some examples of things that need to be determined ahead of time are the intended work culture and atmosphere.
As a result, businesses need to answer the following questions in detail when office planners first meet with them.
- Approximately how much room will be required for the new workplace? Which layout should be prioritized?
- Just how much room does each worker require, exactly?
- What is the ideal ratio of open to enclosed areas, and how much space should be used by individuals and how much by groups?
- Which workers rely on teamwork and which demand individual space?
- How important are new ideas about work and hybrid methods of employment when making plans?
- Which regulations must be followed?
- Which office design is being implemented, and what kind of seating is needed there?
- When designing new offices, it’s important to consider whether or not employees frequently use shared workstations and conference rooms.
- How might more contemporary places for casual, social contact, like a cafeteria or library, look like?
- What else is needed in today’s workplaces to entice prospective employees?
Space Allocation in the Workplace
The first step in office planning is to assess the available physical space. Is it possible to implement the necessary workflow with the current floor design, or would modifications be required? On the other hand, can agile, flexible scheduling be implemented without hitches? Once this is settled, the office can start making preparations.
Use-Based Office Layout Planning
The first step is to create functional zones within the floor layout. In this method, the office designer employs a space program to decide where in the building various functional sections will be located. Functional workstations, as well as a reception area, a central hub, and a quiet area, are planned according to the number of individual workstations. This phase of office planning relies heavily on the orientation of the office workstation structure toward employee workflow. Indeed, workers are more productive when their workspace is customized to their specific needs.
1. Awaiting Area and Reception
The greeting area is the initial point of contact for visitors and clients, thus it should be created to accurately reflect the company’s values. A strategically placed greeting area will have the greatest possible influence on all visitors to the workplace. The effect of a bright, airy space is always upbeat and welcoming. In addition, it needs to be specified if the reception area workstation is intended to be temporary or permanent.
2. Conference Room and Meetings Areas
Setting aside conference rooms for lengthier meetings or internal appointments is crucial for every organization. It is important to determine the intended purpose of the space in advance so that appropriate technical equipment, blackout choices, and multipurpose office furniture or room dividers may be acquired. As an added bonus, “middle zones” are needed for quick get-togethers and casual chats in between longer gatherings.
3. Workplaces
Every workplace revolves around the employees’ desks. Whether the desks are in traditional cubicles, team workspaces, or an open floor plan: Successful workplace layouts are determined by each worker’s unique processes and routines, making use of modern design principles. Working spaces, room dimensions, ceiling heights, and access and egress places must all comply with applicable building codes. Employers are responsible for any consequences that arise from employees’ failure to comply. In order to prevent glare, it is recommended that desks be aligned perpendicular to windows.
4. Executives Room
As a means of flattening organizational structures, many contemporary workplaces have done away with the traditional executive office in favor of incorporating CEO and management teams into the shared open office plan. If a separate office for the boss must be created, there are fewer constraints on the layout of such a space than there are for regular employees’ desks. As a result, the sky’s the limit in terms of design ingenuity.
5. A Place for Inspiration
Workplaces benefit from having designated “creative zones” where employees can go to think outside the box and relax without interfering with others’ day-to-day tasks. The furniture in these imaginative hubs is designed to serve a variety of purposes. Some of the items available are moveable walls, movable tables and chairs, and whiteboard walls.
6. Kitchen and Break Room
Creating pleasant environments is a primary consideration when designing spaces for socializing. During breaks, workers can relax and prepare themselves for the work ahead. Therefore, it is important that break rooms such as libraries, cafes, and kitchens are created as genuine feel-good locations that employees would like to spend time in to socialize and unwind. If it works, nice break rooms will boost morale, innovation, and productivity. Therefore, office planning for these areas should have a consistent color scheme, high-quality lighting, and plants. If a patio or balcony can be accessed, they too should be made as warm and welcoming as the indoor spaces.
Planning For Open-Concept Workplaces
Open-space offices are the updated version of the traditional open-floor layout. Rather than having separate cubicles for quiet work and raucous gatherings, open rooms accommodate both. To mitigate the noise and distractions of an open workplace layout, some creative use of room dividers or acoustic components has been implemented. Whether you opt for an open floor plan or an open workplace, it’s important to give each employee some personal space. Room-in-room arrangements are a practical option for providing more personal space. Personal refuges can take the form of private meetings or telephone booths, as well as designated locations for extended phone and video conferencing.
Space Allocation and Design in the Workplace
Workstation space standards have been voluntary since 2007 however there are recommendations. In a small workplace, for instance, one would allot 8-10 square meters per workstation, but in an open floor plan, one might allot 12-15 square meters.
The regulations for the workplace include guidelines for minimum ceiling heights to guarantee healthy airflow:
- up to 50 sqm: at least 2.50 m
- more than 50 sqm: at least 2.75 m
- more than 100 sqm: at least 3.00 m
- more than 2000 sqm: at least 3.25 m.
Good office planning not only caters to financial metrics but also generates a high feel-good factor that pays dividends in the long run in terms of employee satisfaction and the motivation to put in the extra effort.
Collaborative Office Layout and Desk Assignment
To maximize the efficiency of scarce office space, a popular solution is to have employees share desks. Workplace vacancies have increased as the New Work era has progressed.
Therefore, it makes sense for workers to share desks, as opposed to having their own individual workspaces. Advantages for businesses include spending less on rent and utilities and less on supplies.
To ensure that everyone’s needs are met, it’s important to have everyone on staff contribute to the planning process before implementing shared desks.
Arranging an Office’s Information Technology Infrastructure
Planning the office’s IT infrastructure is an integral part of any successful office design. Because of this, it’s important to plan ahead for the optimal placement of office equipment like printers and photocopiers. They need to be available from every desk in the office. A small retreat room for casual chats should also be connected to the main area, and paper and toner supplies should be kept nearby.
Workplace Wellness and Strategy
The key to a happy and healthy workforce, as well as a productive work environment, is creating a space where everyone can relax and focus on their task without interruption.
Designing for Office Lighting
Not only does pleasant lighting make it easier on the eyes, but it also boosts productivity. Because ceiling spotlights in particular are not so simple to install after the fact, it is important to prepare for adequate basic illumination utilizing ceiling lamps throughout the office’s design phase. For compliance with the law, lighting levels at workstations must be at least 500 lux. The best option is to equip each workstation with a combination of pendant luminaires and desk lamps that are glare-free and, ideally, dimmable. The addition of floor and table lighting makes the office feel more like a cozy living space by creating zones of light at varying heights. The use of cool lights in the office has been shown to improve productivity, hence it is recommended that all available lights be replaced with energy-efficient, long-lasting LED bulbs.
Acoustics
Is there a certain spot in the office where everyone congregates to talk on the phone or have group meetings? An enjoyable working environment can be achieved by focusing on lowering the noise level. Depending on the layout of the office, acoustic hanging partitions or movable wall systems can effectively muffle distracting noises. A useful hint: carpets can help cut down on noise even further.
HVAC: Heating and Air Conditioning
Avoiding headaches is just one benefit of maintaining a comfortable indoor environment, which also affects one’s mood, ability to concentrate, and output. The architect should consider ventilation and heating alternatives for the office from the very beginning of the design process. From a design standpoint, you’ll need to settle on either electrical ventilation, full air conditioning, or natural ventilation through windows. The topic of whether traditional radiators or under-floor heating is preferable during the colder months emerges.
Materials for Covering Floors
Which is better for the office: hard or soft flooring? Consider the flooring’s acoustic effects: While soft carpets are good for reducing noise, hard floors like parquet, stone, or linoleum are easier to maintain and hence healthier. Separate floors could be installed in various workplace settings. However, due to the high foot traffic and weather-related filth, hard flooring that is easy to clean is usually preferred in the entrance area, while cozy carpets look more comfortable and inviting in the common spaces.
Conceptual Design for Office Layout
The key to a well-organized workplace is a unified layout. A well-planned color and furniture scheme is essential to making workers feel at ease, which in turn boosts morale and output.
Style with Color
A well-thought-out color scheme is crucial when designing an office. After all, colors affect us subliminally and can boost our spirits and productivity. In most cases, it is preferable to employ muted tones and matte finishes because of the calming effect they have on the viewer. Adding a splash of color and a personal touch to the rooms is as simple as painting one accent wall or adding a single colorful stripe.
Pleasant Ambiance
The “wow” factor, or “feel good,” is always mentioned as a necessary component of any successful design. Being at ease allows for clearer thoughts and reduced anxiety. Increased motivation originates from happier thoughts. Workers are more likely to stick with a company that cares about the environment of its offices. Choosing functional but also beautiful, homey furniture and using plants and natural materials in workplace layout is the best method to create a genuine feel-good atmosphere. When offices are styled to resemble the comforts of home, both the company and its employees benefit.
Furniture Selection for an Office
Once an office layout has been finalized, it’s time to choose the desks, chairs, and filing cabinets that will be used. Creating a cozy, welcoming space requires giving equal attention to form and function.
Office Chairs
A meeting on an elegant, comfortable swivel chair is the best way to get work done at an office. Having a chair that can be adjusted to the individual user’s height is a need in the modern workplace, as multiple workers often share a single desk. The employees’ back health will improve and they’ll be more motivated.
Office Desks
Nice-looking desks in natural wood tones are perfect for making the office feel cozy. It’s not necessary to use actual wood. Because of this, there are plenty of options available with the same wood finish at a lower price. Desk dimensions are likewise governed by statute. Therefore, it is mandated that each worker have at least 1.28 square meters dedicated to their workspace. Desk depth requirements are another factor that must be considered while designing an office. Advice: Along with standard desks, a contemporary office should provide height-adjustable desks or standing desks.
Office Cabinets
Having a variety of storage options available is crucial for maintaining a serene environment. For this purpose, closed cabinets are preferable since they maintain an air of order and serenity.
Designing the Workplace’s Movement Areas Patterns and Workstation Layouts
Not only do you need high-quality tools, but also some breathing room surrounding your desk. There need to be at least 1.5 square meters of clear room for people to move around behind it. Backspace regions for sitting or standing activities, as well as cabinet space needs, are subject to varying rules. Therefore, it is recommended to get a thorough understanding of the laws and regulations before beginning the planning process for the office.
Office Planning Errors
If you know what to look out for, you can avoid making the most typical office planning mistakes:
- Get your prices down low.
- Lack of a strategic framework in planning (from a professional)
- Employees are in a hurry as they attempt to complete office preparations
Therefore, it is best to bring in a professional to ensure that the workplace layout is well thought out from the beginning. Proper office planning is not something that should be left to amateurs, thus this is money well spent. After all, there are a number of laws that must be followed, and the workplace must be designed such that different types of work may be done side by side without causing any problems, while also serving as a second home for the employees.
