Don't underestimate how office design impacts productivity; whether you work at home or in the office, here's how to set up your work environment for success.

Whether you work at home or in an office, the importance of how office design affects productivity cannot be underestimated.

Small and medium-sized businesses have struggled with productivity for years, despite the efforts of senior leaders and HR teams, as well as investment in new technologies such as HR software. In fact, UK productivity grew by just 0.5% per year between 2008 and 2020, compared with around 2.3% per year between 1974 and 2008.

But how does productivity relate to office design? Finding the right office layout for a diverse workforce – and diverse roles – has always been challenging. This has become even more challenging with the rise of remote and hybrid work, which, in many cases, means offices are understaffed – and employees are left trying to figure out how to be productive while working from home. Consequently, unproductive employees are unfortunately the norm for many organizations; a 2022 study found that only 12% of workers contribute 'fully' to their tasks for more than six hours a day.

So, how can workplace design help you feel happier? And what is the relationship between office layout and employee productivity? Here are 10 things you need to know.

How office design affects productivity:

10 things you need to know

1. Working in an open-plan office will likely decrease your productivity.
A 2019 survey of UK workers by Savills UK found that 37% of people working in open-plan offices believed their workplace design reduced their productivity levels.

One of the main contributing factors may be high noise levels, which make it difficult for employees to concentrate and communicate with their coworkers—leading to unproductive employees and low morale. In your office environment, consider creating a variety of workspaces—such as informal meeting areas and quiet corners for deep work—which can make a big difference to productivity.

If you work from home or remotely, the same principle applies; if you can use a dedicated space for work, you'll likely be more productive than if you work in a shared space with your housemates or family.

If a private space (at home or in the office) isn't an option, think about how you can create privacy and opportunities to get into the flow of work; headphones, music, and earplugs are effective ways to block out noise and reduce distractions.

2. Working in an open office can also be bad for your health.
In a 2021 meta-analysis of other papers, researchers found that working in open-plan offices was associated with negative outcomes for many measures related to employee satisfaction, productivity, health, and social relationships. Overall health measures tended to decline, and stress levels tended to increase, among people who worked in open-plan offices. "Environmental characteristics of particular concern include noise and distractions, poor privacy, lighting and glare, and poorer temperature control," the researchers said.

3. Your office design may be causing, rather than reducing, the volume of digital noise.
It may seem counterintuitive, but a 2018 research study found that open-plan offices led to a significant decrease in face-to-face interactions among employees (around 70%), and an increase in electronic interactions like email and instant messaging (IM). The use of IM apps—like Slack and Microsoft Teams—has continued to increase in the years since this study was published, so it's safe to assume the problem is now even more acute. And, keep in mind that, in hybrid organizations, in-office workers are more likely to need to collaborate with teammates and colleagues working remotely, and the impact of digital distractions is further amplified. Context switching is costly; refocusing on a task after a distraction, like an IM or email, can take up to 23 minutes, according to a study by the University of California, Irvine.

4. An office environment that is naturally unhealthy will cause productivity problems.
Office design can have a significant impact on people's health and well-being beyond simple ergonomics, which in turn affects their productivity (for better or worse). For example:

Poor ventilation and heating/air conditioning systems can cause discomfort and health problems. In a 2003 study by the World Green Building Council, increasing the volume of fresh air in office spaces resulted in an 11% increase in productivity levels.

Inadequate lighting can cause eye strain, fatigue, stress, and headaches. Try to utilize natural light as much as possible, and use an adjustable lighting system if possible.
Offices are naturally sedentary; equipping your office with amenities like bike parking and restrooms will encourage people to walk, run, and cycle more. The benefits of exercise on work and productivity are well-researched: increased activity levels have been linked to a greater ability to plan, remember information, and make decisions, as well as to increased alertness, greater energy, and reduced levels of stress and anger.

5. A clean desk can help – but not for everyone
For many employees, a disorganized and chaotic workspace makes it more difficult and time-consuming to complete their to-do lists. Others may prefer a more cluttered environment; a 2017 study by the University of Minnesota showed that "creative geniuses" prefer cluttered and busy workspaces. It's also worth remembering that neurodivergent employees (such as those with ADHD)—who may process information differently than "neurotypicals"—may need to process information and documents visually to stay productive.

6. Good ergonomics will help you feel more comfortable, reduce injuries, and help productivity.
The goal of ergonomic practices is to improve the conditions under which daily activities are carried out in the workplace, which helps minimize potential associated health risks and reduces stress and fatigue.

Poor desk layout can affect workers' hands, wrists, joints, and backs, which, if left untreated, can lead to injuries and absenteeism from work.

Ergonomic considerations for different types of workplaces vary widely. For roles that typically use a desk, consider:

Use a laptop or screen stand to position your monitor correctly, so you can sit in the best possible position.

Use a footrest if your feet cannot rest comfortably on the floor naturally.

Use a rest for your keyboard and mouse to ensure your hands, wrists and forearms don't get strained

7. The 'right' office design will result in higher productivity
The aforementioned 2019 Savills UK study also found that 65% of workers believe that if their office design reflected their ideal workplace, their productivity levels would increase. Of course, it's impossible to design a single workplace layout that suits every individual's needs, but when was the last time your organization asked employees what they wanted from their office? Or, if you're an organization that implements a hybrid or remote work system, have you asked employees if their home office layout is hindering them from doing their work, and offered solutions (or even funding) to address the issue? Savills UK found that only a third (34%) of people are asked their opinions about their workplace by their boss – so perhaps it's time to invite your employees to share their views on how office design could be changed to improve their productivity. Remember, employee autonomy is a crucial factor in engagement, job satisfaction, and, of course, productivity.

If you don't provide the right office environment for your employees to thrive, they could be at risk of job turnover: a 2019 study by Dell found that nearly three-quarters (73%) of office workers in the UK would consider leaving their organisation if their workplace environment didn't inspire them to fulfil their role.

8. Don't choose magnolia color: the right choice of paint color can improve performance.
Different paint colors are thought to inspire different moods; whether you want your employees to relax and enjoy some downtime, or shift into focus mode, choosing the right color for each part of your office workspace is believed to play a key role. Here's a handy guide to choosing the right color for the job:

• Yellow – encourages optimism, creativity, enthusiasm, and mental clarity
• Red – stimulating, can motivate if used sparingly
• White – simplicity, balance, harmony and productivity
• Blue – calm, tranquility, focus
• Green – renewal, stress reduction, concentration
• Lavender – improves focus, communication, and mental clarity

9. Designing an office with a specific purpose in mind will help productivity.
Many employers have historically viewed the office as the place to maximize employee productivity. However, according to a 2022 Owl Labs report, 62% of workers feel more productive working remotely than in the office (11% feel less productive working remotely).

Workers also reported feeling most productive in the office when their work is focused on specific types of tasks, such as meeting new people (59%), managing others (51%), and holding team meetings (51%). Workers were split on the best location for brainstorming and innovation, according to the report, with 39% preferring an office in the office, and 37% preferring a home office. So, the next time you call your remote or hybrid team into the office for an important day, think carefully about the space you're providing for them, and what tasks you're asking them to complete while they're there.

10. Adding just one plant can improve your memory.
The benefits of plants in the office are well-documented – they help reduce stress, lower illness rates, purify the air, reduce noise levels, and make the area more inviting. However, one academic study even showed that planting one plant per square meter can improve your memory – thus helping productivity.

The right office design is just one piece of the 'productivity puzzle'
The impact of a well-designed office on employee productivity cannot be overstated; a study by the American Society of Interior Designers found that workers who liked their office environment were 31% more likely to be satisfied with their jobs. And job satisfaction, along with employee engagement, are crucial factors in helping organizations operate as productively as possible.

For quality office furniture with ergonomic functions that can help employee productivity, you can visit Oscar Living, the largest office furniture equipment center in Indonesia.

Source: CIPHR

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