Akamai Singapore, Designed by Space Matrix

Simple workplace interior design steps for future-proofing your workplace

We spend a considerable part of our professional lives at our office. With technology playing more of a role in offices and business, the need for an office that is future-proofed to accommodate this gradual but sure change is mandatory. Studies have proven that workplace interior design and layouts can boost productivity.

With a shift from the traditional office space being witnessed worldwide, there is little surprise that companies across the world are now analysing how workplace interior design can impact the motivation level and productivity of their employees. By future-proofing their offices, they are working on a policy of “spend now and save later” to factor in future shifts in work methodologies.

The rise of fluid, flexible and adaptive workspaces

The growth of the open-plan office seemed prudent. It was cost-effective and kept employees together, separated only by cubicles instead of thick walls and was assumed to keep employees happier. However, this thinking turned out to be flawed eventually as the design turned out to actually curb productivity and happiness.

Research from the University of California, Irvine, revealed that employees in cubicles receive 29% more interruptions than those in private offices. Also, employees who are frequently interrupted report 9% higher rates of exhaustion. So finding the right office design is extremely crucial for a business to be productive.

With the pace at which technology is developing, as well as enhancing the mobility and the flexibility in the way we work – it is only natural that the next step in workspace evolution is a smarter, flexible space that is adaptable and efficient.

Evolving workspaces

As modern technology makes remote working a possibility, workspace design needs to keep up with technological advancements as well as changing mindsets. The following factors, among others, have fuelled the need for flexible workspaces:

The changing nature of work. The integration of modern technology in workplaces means work can be done from anywhere – be it an office space, your home or even a hotel room. There is also greater understanding amongst businesses that the lump sum of work can be broken down into actions – some that are better carried out collaboratively, some in isolation, while for many others, the location is unimportant.

The changing dynamics of the workforce. As Gen Y gradually dominates the workspace and Gen Z beginning to make its entry into the workforce – the thin line between home and the office has blurred. Today, more workers are increasingly demanding flexible hours and locations as well as open spaces for collaborative work and brainstorming.

Alternate work models. According to a study, by 2020, one in three Americans will be hired to work online, from any location they want. It is clear then that flexible workspaces, that facilitate employees to work when and where they find most productive, will become the standard.

Attracting top talent. With the younger generation cherishing flexibility and companies looking to reduce costs, flexible work policies, apart from a flexible workspace, can help businesses target talented young professionals who don’t want to be stuck in a conventional 9 to 5 work environment. According to a Forbes article, 58% of human resource professionals cite flexibility as the most effective way to attract new talent.

Global giants find productivity solutions in office design. Data, research and experiments point out that face-to-face interactions are an important activity in an office – with chance encounters between employees supposed to improve performance. A few examples include Facebook planning to move its employees into a single room, Yahoo promoting cafeteria discussions by revoking mobile privileges and Samsung creating large open public spaces in its new building to foster communication, creativity and innovation.

What has prompted this change?

In 2003, the telecommunication giant, Telenor, introduced ‘hot desking’ (no assigned seats) and transformative spaces that could be restructured quickly for different purposes, leading to improved communication between employees and enhanced decision making, according to their CEO, Jon Fredrik Baksaas.

Thus, spaces can be designed to achieve specific outcomes. Be it moveable desks, unassigned workstations or focus rooms. Ongoing research shows the link between flexible and collaborative workspaces, happy employees and profitable companies.

The rise of co-working spaces

As companies worldwide adopt flexible workspaces designed to increase chance encounters between employees, the fact remains that a lot of work today is not done inside the office, but outside. Especially with the younger generation choosing to work outside the confines of the office building, co-working spaces have become popular hubs where individuals from different fields work together, yet independently, side-by-side.

The popularity of co-working spaces can be pinned to the fact that wireless technology has made it easier for teams to communicate, transfer files and data and chat online. However, it cannot replace face-to-face interactions with other knowledge workers, known to stimulate creativity and innovation, that is possible in co-working spaces allowing small teams to work together.

Future-proofing your workspace

Studies have proven that having spaces for relaxation, lesser clutter and better technology will improve employee productivity. Future proofing an office to meet the demands of employees will aid in better results and boost motivation.

So how can you future-proof your workspace?

The answer would differ from one organisation to the next – except one common factor, the need for flexibility.

Steps to future-proof your workspace:

Employing technology and remote connectivity methods: Remote workers need to be able to connect back to the head office seamlessly. However, remote working is a challenge in many spaces that cannot integrate necessary IT infrastructure without a mish-mash of wires.

Thus, flexible solutions to deliver the basics of power and online access are required to enable video conferencing tools, interactive displays and sharing documents.

While it may not be easy to integrate technology in the architecture, you can use simple solutions to add technology to space. For example, Connectrac’s floor-mounted wire system allows for easier wiring that delivers data and power cabling without the need for traditional methods like core drilling or power trenching.

Another example is that of ChargeSpot. They offer infrastructure that can be placed below table surfaces and charge laptops and mobiles in an easier manner.

Make decisions based on data: Studying and deciding if employees find the office environment supports collaboration, innovation and teamwork has become possible today. Office spaces must be built on data for better space planning.

For example, by using IoT sensors to detect the interaction between persons and locations, space planners can gather invaluable data to make better space allocations. By creating work policies and systems based on the type of work, it is also possible to attract more talent, considering a large number of employees find flexible workspaces better to work in.

Adaptability: A workspace must be fluid with movable elements that can help future-proof it. For any business, future-proofing the workplace leads to cost savings and better space efficiency. By taking into consideration how the workplace will evolve as well as the preferences of future employees, you can build a space that is multifunctional and adaptable to various working styles, quickly and cost-effectively.

For example, modular designs or movable walls (offered by companies like Haworth) in the office allow spaces to be multifunctional, also adding fluidity and dynamism in the design. Companies like DIRTT provide modular and custom designs that can match the need of any office space.

Engineered to use floor space efficiently: An efficient workspace is engineered to remove wasted square-footage and designed to accommodate your targeted business goals. Some quick solutions include outsourcing space, corporate warehousing and creating adaptive spaces that can be quickly restructured. For example, the kitchen area can be designed to be used as a conference room when required.

The definition of a workspace has evolved in line with advancing technology and the changing dynamics of the workforce. Thus, the smart office of the future can no longer be restricted to dreary-grey cubicles, fixed desks and meeting rooms.

With mobile technology playing more of a role in the way we work, there will be a reality where offices have moving spaces and unassigned desks. Collaborative work done on-the-go will ensure that offices too, will evolve in the way they are set up.