Improving Workplace Wellness With Better Office Layout

Flex offices, clean desks, desk sharing and new open offices are just some of the changes in workplace layout. But how do the intended users—employees–experience these changes, and how do they affect workplace wellness and work itself? Scientific data on these questions are still scanty, but there are nonetheless a few aspects we can explore. 

Fixed offices: a source of frustration

Open spaces with fixed offices seem to result in lower user satisfaction. This is understandable. People are assigned offices with no consideration of what they will be doing in them. If you have to concentrate to write a note or make a phone call, you must do it from the same workstation. This can be, and in many instances, is a source of frustration (Bergström, Miller & Horneij 2015). 

Decisional latitude: source of satisfaction

Flex offices (unassigned) are more satisfying in terms of working environment quality than fixed offices. While this may seem surprising, there are good reasons. Matching workstations with the work to be performed is one way to adapt the working environment to the job. Also, as we have long known, decisional latitude is a source of satisfaction. So, together with design, lighting, and soundproofing (other important factors as we will see later), freedom to choose work stations and layout variety are essential levers when considering a new workplace layout (Kim, Candido, Thomas & de Dear 2016). 

Prevent the "space struggle"

Freedom to choose one’s workstation is not enough. In addition to offering this latitude, a sufficient number of workstations must be provided (individual and group) to prevent constant searching for a room or cubicle. In other words, don't let the new workstation setup result in “space struggle,” a phenomenon that has replaced the “class struggle" in some work places! (Adapted from Kim & al. 2016). 

Don’t forget about ergonomics and user-friendliness

Assigned or unassigned offices are not the main issue when it comes to health! Comfort of office furniture (ergonomics) and collective break spaces have the most impact in this respect (Kim et al. 2016). This result clearly indicates the importance of careful furniture selection and a convivial work environment ( Kim et al. 2016). 

A question of personality

The layout of work premises affects people differently depending on their personality. For instance, people who are very aware of what is going on around them may be more easily distracted. And you won’t be surprised to learn that individuals who tend to be very conscientious experienced a drop in satisfaction level in open and flexible office spaces (Seddigh, Berntson, Platts & Westerlund 2016). 

Spaces are still gendered

It seems that work spaces are gendered! Women are less likely than men to experience conflict in an open office environment. And, what about cohabitation? For men, sitting next to a subordinate results in a higher level of dissatisfaction than it does for women. It would appear, then, that in 2017, our work spaces are still gendered! (Danielsson, Bodin, Wulff & Theorell 2015).

The main lesson to draw from these early scientific studies: Conducting a successful change of this nature is not just a question of square footage, design, fixed or flexible workstation: it is essential to take into account what work people are actually doing and offer them both decisional latitude and adequate space. 

As for men, we have to be a little less “territorial”!

In conclusion, it is not enough to tear down the walls to free up your employees’ energy and performance. You must work together to construct these new work spaces. 

Jean-Pierre Brun is a professor at Laval University (Canada) and partner-consultant with Cabinet Empreinte Humaine, Paris. 

This article was written with the help of Catherine Couturier, a student at HEC-Montréal