How to design your office space to boost productivity

Whether you're in your office full-time or adopting a hybrid way of working, office layouts have gone way beyond a bare shell filled with desks. As companies look for new ways to make their offices more sustainable and teams more productive, these factors have had a considerable influence when choosing office space.

Here are some of our favourite office space designs and ideas for the ideal productive environment, from furniture to lighting.

How does office space design affect productivity?

As businesses shift towards more inclusive workspaces, it's essential to carefully consider what is incorporated into a custom office space for maximum productivity.

As well as helping people be more comfortable - therefore more productive and efficient - looking after and catering to team members as individuals also contributes to higher morale and greater productivity.

Some companies work towards creating a ‘cool’ office space with plenty of activities on-site, but many are also considering how their workplace can be smarter, inclusive and more sustainable.

A well-designed office space needs to incorporate several elements to support staff productivity, considering colours, free space, light, facilities, furniture comfort, and access to break areas for time spent away from their desks. Looking after your team results in greater happiness at work, leading to a more productive work environment.

Let's take a closer look at what makes a great office space design and how to make the most of your workspace.

What is the best office layout for your employees?

A successful office space design is about creating a comfortable, creative and collaborative work environment that inspires conversation and supports the well-being of staff, leading to increased productivity.

"Every business works in its own unique way, with no one-size-fits-all office space layout. Whether you're considering an open-plan office for collaboration or need dedicated desks for highly-focused work, a serviced office space can work according to your needs. You can also create a personalised workspace that matches your business needs with the ability to truly work your way in one of our custom offices", says Joanne Bushell, MD IWG, South Africa

Which office layout is suitable for your work style? Here are a few layouts to consider:

Cubicle layout

A cubicle workspace layout can be a great alternative to a fully open office, as it provides both privacy and openness. However, a lot has changed since the traditional cubicle layout of the 70s and 80s - having since moved on considerably with a new, modern approach.

Employees get the same amount of space as their colleagues while maintaining boundaries to ensure sound doesn’t carry over between desks - ideal if you have employees taking calls or carrying out virtual meetings at their workspace.

Team pods

Establishing team 'pods' in your office space allows project groups to remain focused and collaborative without distracting nearby colleagues. It's perfect for creative teams, as it encourages communication and lively discussions at individual workstations instead of having to book a meeting room whenever they need face time.

Half-partition walls

Half-partitions provide just enough separation between employees, while the top half remains completely open to let light and ideas flow. No more bouncing from cubicle to cubicle – now employees can stand up for a quick collaboration session with their coworkers right beside them.

However, there are a few things to consider for the most productive work environment. But how do you go about designing an office for maximum productivity?

How to design an office space to boost productivity

Not every office layout is the same, but there are a few golden rules when creating a space that's not only fit for purpose but designed with productivity in mind.

Here are our top tips for designing an office that works for you.

Declutter the space

One of the most effective ways of increasing productivity is a fresh-looking and clear office space. Keeping each desk and the entire office space free from clutter will allow you and your team to focus on the task at hand without distractions.

Nobody wants to have a cluttered desk filled with paperwork and other items. Keep your workspace clear and remove all possible distractions by tucking things away in storage for when you need them. While it's essential to keep your office space free from clutter, be sure to allow your team to personalise their workspace, as it has been shown to decrease stress, help them feel more comfortable at work and enable them to maintain a connection with what's important to them, for an overall more positive work environment.

Ensure that while employees can personalise their desks, you provide ample gadgets and materials so that they can also keep them organised and clean such as organising trays and drawers. This small element of personalisation will not only give you an insight into each team member and make them feel at home since employees spend one-third of their lives at work. However, it's important to remember that a clean desk is vital to staying productive.

Lighting

Lighting is essential for staying focused and feeling inspired in the workplace. Since light is the primary cue influencing circadian rhythms that dictate sleep-wake cycles, a lack of natural light can significantly impact their well-being. Poor lighting can not only result in a gloomy mood and fatigue, but it can also lead to eyestrain, headaches and irritability.

Lighting should be one of your top priorities when designing your office space

Where possible, allow plenty of natural light to flood in. Natural light supports eye health, improves vitamin D levels, and encourages creativity.

Studies have shown that workers exposed to natural light throughout their work day tended to sleep better at night, therefore waking up more refreshed for the next working day.

Colours

In the same way, we respond to colours in brand design, the colour of our surroundings can affect our moods and prompt different reactions.

To create a trendy office space atmosphere designed for productivity and efficiency, you may opt for natural colours like green and blue. But it doesn't have to be about painting the walls necessarily; adding items to the space in the right colour and tone can have the same effect on productivity.

Choosing the right colours for your office space can create an unfriendly and welcoming feel for your team and visiting clients.

Plants

As well as reducing CO2 and bacteria levels, plants do much more to your office environment than add a little greenery to the space. Incorporating plants into your office design can increase productivity by 15% and boost attention span by 20%, with staff feeling happier with improved concentration levels.

Eye-catching varieties like the Zebra Plant, Red-Edge Dracaena, or the Bamboo Palm are great for sprucing up your office space design.

Furniture

When your team spends so much time sitting behind a desk, comfort should be at the forefront of your thoughts when designing your office space. Sitting comfortably with adequate lumbar support prevents people from getting distracted and irritable throughout the day, which can otherwise result in a constant stop-start work day.

So what's the solution? Look for comfortable, adaptable furniture that will keep your team comfortable while working. Consider ergonomic furniture, which provides greater flexibility and support to the body, boosting the health and productivity of your employees.

Think about space

Nobody wants to feel cramped while they're trying to concentrate. An open office space with plenty of room to move freely can significantly benefit your team, contributing to their health and well-being.

With many of us spending most of our day sitting at a desk, having space to move around helps release serotonin, 'the happy hormone', boosting morale. When your team is happy and energised by their surroundings, productivity will increase.

Different office zones

As well as much-needed workspace, when designing your office space layout, it's crucial to consider different spaces you can provide outside of the main work area.

Instead of people eating their lunch at their desks, having access to break rooms or a breakout space can boost their morale by giving them an actual break from their work and screen.

"Whether it's access to a lounge area for a quick coffee break or meeting rooms to separate meaningful discussions from where you work, a change of scenery can make all the difference. While an open-plan office can have several benefits, providing adequate meeting space can ensure meetings go undisturbed without distraction or background noise", says Bushell.

Additionally, your team's layout can significantly impact their productivity. Grouping teams together and creating a relevant seating plan can lead to greater output, with workers being accountable for one another and having easy and quick access to each other for information about tasks and projects.

When your team aren’t absorbed in their work, take a moment to consider how they recharge - could well-being rooms and exercise spaces be the perfect solution to help them recuperate?

Create inclusive spaces

While many offices cater to physical disabilities, employers are now looking to redesign their workspaces for those with cognitive conditions - creating inclusive spaces for neurodiverse workers.

Creating an inclusive work environment is key to recognising the needs of employees and considering how they like to work. From welcoming lighting to using the right colours, there are many ways to create an environment more conducive to those with elements of neurodiversity.

It’s also important to consider the individual needs of your team, such as creating quiet rooms - especially within an open-plan office.

Consider sustainability

Creating a sustainable workplace has many rewards for employers. From furnishings to cleaning products, we take crucial steps to source sustainable outcomes for our office spaces. By reducing our environmental impact, we're helping preserve the planet for future generations.

Furthermore, cutting down on waste and recycling can save businesses money and improve overall employee health - after all, everyone can enjoy working with improved air quality. Furthermore, fostering sustainability encourages productivity - what's better than happier staff and more excellent work output?

Why office space design matters to your employees

The best office space layouts incorporate several elements, bringing people together to work collaboratively in a space they can truly blossom.

The days of dark and drab office spaces have gone, and more companies are investing in office space design to increase productivity, retain employees and reduce workplace stress.

But how does your team benefit from a carefully designed office space?

They are more inspiring than traditional offices

Modern office spaces are moving away from tall cubicle walls and formal partitions, inspiring teams to be more collaborative.

By utilising flexible and dynamic spaces, employees are not confined to their deskspace - with options such as breakout spaces allowing people to feel more comfortable at work. Of course, customising your office with comfortable furniture and aesthetics that inspire you can set the tone for productive and creative output.

The right equipment leads to efficiency.

There are many benefits to equipping your team with the right tools for their work. When your employees have exactly what they need, they can focus on completing each task without distractions.

Here are just a few examples of software and tools your team can benefit from:

Project management software, such as Asana, can help to streamline tasks and save time when managing projects across the whole team. Tools such as Slack promote team communication in the office or working from home.

Video conferencing software, such as Zoom, allows users to schedule meetings quickly and keep their schedules on track.

Additionally, access to whiteboards, flip-charts and presentation equipment can help each workday run smoothly. With access to these tools, you'll undoubtedly notice the difference in their productivity levels.

Comfort increases focus

There's nothing worse than feeling as though you can never quite get settled in your seat. When your team is comfortable - both in their surroundings and at their desk - they'll be more engaged in the work ahead of them. Looking after your team at work will give them greater focus and output. To ensure our office spaces are as comfortable as possible, Regus looks to local, sustainable suppliers for furnishings that both complement their surroundings and help keep individuals working comfortably.

It keeps the brain engaged

When your team has somewhere to break away from their desk, it allows people the time away from their screens and opens up opportunities for them to interact and bond with others.

This space can also be used to build friendships, brainstorm and even have informal meetings when needed, keeping people engaged with different environment options.

It makes employees happier to be at work

When your team feels comfortable, engaged and listened to, they will experience greater happiness at work. This shows your company's consideration for team members and benefits the business with higher productivity levels.

An office space layout that encourages collaboration and open communication and keeps your team comfortable makes for a happier workplace.

Modern and creative office space ideas go beyond creating a 'pretty' workspace. Both companies and their employees want to know how sustainable their new workplace is, with interest in how it is powered or where its furniture is sourced.

"Finding a serviced office space that provides everything you need so you can focus on running your business shouldn't be difficult. With Regus, we make it easy to get set up in no time. You can even customise your office space for a personal touch on everything from furniture to branding, tech and storage options", adds Bushell.

All you need to do is set your budget and do adequate planning. What are you trying to accomplish with your designated office? Once you know this and understand your working styles.

About IWG PLC

Our companies provide that choice and serve the whole world of work: Regus, Spaces, No18, Basepoint, Open Office and Signature. We create personal, financial, and strategic value for businesses of every size. From some of the most exciting companies and well-known organizations on the planet to individuals and the next generation of industry leaders. All of them harness the power of flexible working to increase their productivity, efficiency, agility, and market proximity.

Join us at www.iwgplc.com

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CONTACT DETAILS – SOUTH AFRICA PRESS OFFICE:

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Gidgette Osborne

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