Navigating the Transition to an Open Plan Office

There has been a worldwide shift in sentiment toward the conventional workplace that has contributed to the widespread adoption of open plan office floors. However, not everyone is on board with the open floor concept. Open floor plans may seem like a good idea, but they can have a negative impact on productivity, efficiency, and morale if they aren’t implemented with caution. A new trend in office design is appearing, even though it’s evident that the open floor plan is here to stay for the foreseeable future. It’s been dubbed “open plan office 2.0″ since it takes the original open layout one step further by catering to a wider variety of workers’ preferences and demands. Open plan 2.0 incorporates input from staff members, enables spaces to be tailored to business goals, and makes the office more adaptable to the workplace of the future. Because of the magnitude of the changes that such a transition may bring to an organization and its workforce, adequate preparation is essential. It will change your business forever, and that transformation won’t happen immediately. To help you prepare for and cope with the change, we present the following…

Identifying the Open Space 2.0 Concept

Changing to a more modern style of open floor plan office layout isn’t about superficial aesthetics or fads. It needs to be based on input from employees and how they typically go about their jobs. At its core, open plan office 2.0 seeks to provide a range of workspaces to accommodate your staff’s needs and the varying nature of their daily work. It is possible to create distinct workspaces within a single open floor design. You could, for instance, present:

• Facilities conducive to informal gatherings and teamwork;
• Dedicated phone booths and quiet cubicles for focused work;
• Places to sit and drink coffee in a “breakout” style that encourages mingling, conversation, and team building;
• Many different kinds of readily available conference rooms.

Such a room requires meticulous planning and execution of the design. It might be difficult to fit everything that needs to be in a place into that space, as well as to clearly designate and supply each region. However, it is possible to create a productive workplace with careful planning, careful selection of office equipment, and ample participation from employees.

Consultation with Workers

Employee input is essential at the beginning of the change process. By getting kids involved so soon, you can help ease their anxiety about the change and make the process more enjoyable. To learn what features your new workplace must have, you also need input from employees. A simple survey can provide a wealth of information on what is and isn’t working in the current setting. What employees want, what makes them happy and productive, and, most importantly, how they really work can all be gleaned from this data. You can spot patterns and begin to get an idea of your future workplace. Personal space, the need for privacy and quiet, productivity, and comfort (including light levels and temperature control) are all important considerations at this point.

Constant Participation

Maintaining employee interest in the redesign project is crucial as you enter the design phase and begin to formulate and actualize a vision for the new workplace. It’s a good idea to form a committee consisting of employees from different departments and levels, as well as employees of different ages, ethnicities, and job titles, and to have frequent meetings to provide updates and get comments on the project’s progress. The information gleaned from these meetings can be used to better integrate the desires of employees with organizational objectives. If your employees, who are the lifeblood of your business, aren’t on board with your endeavor, there’s no use in pursuing it.

Steps in the Design Process

You can begin working with a designer once you have a clear list of your goals and must-haves, as well as a vision for the space. You can present a thorough project brief that is supported by actual employee input and data rather than just the opinions of upper management. At this point, you will learn about the extensive options and adaptability of office furniture. The furniture decisions you make today don’t have to be ideal right away because of the flexibility of modular solutions. Avoid becoming paralyzed by all the options; instead, zero in on the task at hand and the requirements of your staff. Providing opportunities for customization is also a wonderful method to pique the interest of staff at this point. Why not let your staff pick from a variety of colors, designs, and layouts? As long as you don’t overwhelm the working committee (the cross-section of employees), they can take ownership of some of these decisions and get a true feel of how the space will come together. It will generate enthusiasm for the workplace, making the transition less of a shock (and more of a positive experience).

Following the Metamorphosis

There is still plenty to do after the renovation crew has left and the makeover has been completed. There will be some growing pains and a period of adjustment. Even after the move is complete, it’s vital that you keep in touch with your staff to ensure they are happy with their new office. You may ask your staff the same questions they answered at the beginning of the project, or something quite similar. Is it better suited to their requirements after the redesign? Where do we need to make changes, and are there any parts of the system that are either underutilized or performing very well? All of these things could be uncovered with a survey of this sort, allowing you to keep improving the workplace in tandem with your staff, designer, and office furniture provider.