Martin Atkinson presents his top tips for achieving an efficient and positive working space for employees.

As anybody who works within an office setting will know, the design and layout of the workspace has an immediate impact on how we work, positive or negative. If a company overlooks the plan, flow and even the aesthetics of a workspace, the knock-on effects can be felt at every corner of the business, from recruitment through to the bottom line.

By carefully assessing the interactive needs of employees at every level, as well as analysing work flow and even desk occupancy rates, businesses can very quickly learn how to maximise space efficiencies and improve productivity within their existing environment.

With the value and cost of real estate in the UK amongst the highest in the world and still growing, there is even a good return on investment to be made if resources and time are spent wisely planning and implementing a work space strategy.

In addition, creating this perfect fit between the need for space and the resources available will also form a catalyst for human resource dynamics including improved employee motivation, better communication and reduced staff attrition rates.

Getting it right is a science, however to get started there are several steps that a business can take to maintain a good level of efficiency in this area, even on a limited budget:

1. Allocate space by need, not by grade
In the past, the expectation was that senior executives were rewarded with a large desk and cellular or separate office. The challenge is in changing the mindset of those employees who have been working in this traditional office environment for many years, as opposed to the more modern attitudes of newer generations of workers who are more flexible in this respect. An open plan design can positively influence information sharing and remove the ‘them and us’ attitude to management.

2. Employ flexible storage and de-clutter
Poor storage of items including consumables (e.g. stationery) can result in the office feeling crowded and unorganised. Make the most of storage units, perhaps even employ them as makeshift walls to separate areas. Encourage employees to keep their desks tidy and free from clutter in order to define a clear working zone. Instead of having a waste paper bin per desk, introduce one bin per every five desks – not only does this encourage people to get up and interact with others but it makes emptying them a lot quicker!

3. Consider headcount Vs. maximum number of employees in the office at any one time
Companies with larger employee headcounts, mobile workforces or with many people out of the office at the same time can discover space they didn’t know they had. Do you really need 50 desks when occupancy rate is around 40-50% every day? Take into account the hotdesking approach, or even use a central bank of drawers, which can be moved to a desk when an employee is in the office. Adopting a flexible working environment that accommodates for change means capacity can be increased in the same space, creating an illusion of a larger office.

4. Create a ‘breakout’ area
Reducing desk count will free up a surprising amount of extra space, which could possibly be sub-let for extra revenue, or used for other things including an informal breakout area for meetings on the fly when meeting rooms are occupied. Encouraging interaction this way will improve inter-departmental communication and provide a multi-purpose location for other non-work related activity. Installing vending machines will improve productivity by reducing the amount of people leaving the building for lunch and taking extended lunch breaks.

5. Work with the IT department
Evaluate existing power points and peripherals and actual usage and decide whether you can remove unnecessary wires or even centralise print stations to create a more organised infrastructure. This may also aid any green policies the company has to reduce its carbon footprint. Perhaps even buy in new technology that might amalgamate several functions (e.g. a Multifunctional Digital System for scanning, printing and photocopying), improving the business’ perception as a forward-thinking, cutting-edge organisation.

6. Create the perception of space
Even if the actual floor plan is tight, the illusion of space can be created through the use of the right colours, lines and available light. If budget allows, use glass barricades to separate sections, refresh the wall colour and ensure every employee is able to see a window. Natural light and vitamin D are important for concentration levels, ultimately helping to maintain a high level of productivity and motivation.

7. Appoint a ‘space champion’ and use communication
When implementing any new policies or changing the working environment, it is important to keep the workforce involved every step of the way. Consider their needs as well as the financial needs of the company and ensure communication is clear and ongoing. Appointing a space champion to manage this process and involve employees from the board down will ensure a smooth transition, improving the chances of co-operation at every level on an ongoing basis.

Martin Atkinson is managing director of PiMS Workspace