Transforming workspaces boosts staff productivity

Interior designer Ceri Rocca of The Style House provides strategic advice on how to create a suitable working environment for optimum staff efficiency and wellbeing.

The way that business premises are fitted out is crucial, as making employees comfortable in a working environment could be the difference between retaining and losing key personnel.

Each fit-out project is dependent on budget, the number of employees, the use of space, the company's personality and what activities it carries out on a daily basis.

Organisations should look to create a blank canvas in which they can stamp their brand.

If the business is a creative agency, for example, the interior has to reflect an unconventional and inspiring workplace.

Seeking help from an experienced professional is necessary to save on company time and resources.

The space must allow optimum staff productivity, so the execution needs to be carefully thought out.

It is also essential to plan out the workspace before moving any existing office equipment or purchasing new furniture.

The project needs to be managed and buying decisions should be taken care of by the professional to ensure that the best deals are found with suppliers and that the move is as quick and smooth as possible for minimal disruption.

According to Rocca, staff wellbeing is a high priority and applies right down to the ideal chair for each individual.

Directors should involve employees in the first instance to find out exactly what would make them comfortable, including who would prefer being near a window or an air-conditioning unit (although air conditioning should be used sparingly for better health) and whether staff are interested in any flexible working rules in the current economic climate.

However, interaction between staff and departments should be encouraged where possible via canteens and common rooms, depending on the size of the company.

It is important to have a separate room as a communal area for employees to rest during breaks.

Even an area that incorporates a magazine library in a corner of the room is possible so that others will not be disrupted.

The location of key members of staff and management should be thought out dependent on the nature of the business.

Again, if it is creative, more integration will be needed, but it is still important to have some personal offices for break-out.

Fold-away divided screens or pop-up blinds could be useful for when employees need some quiet time, but they need to be consulted on this first so that everyone can come to a mutual agreement.

During the initial planning stage, the location of the fixtures and fittings, including the workstations, needs to be established in order to plan the layout of the services, such as the electrics, light sources and power points that need to be considered within the design.

Once this is done, flooring can be laid and the necessary power sources integrated.

Hardwood floor has lots of sound resonance, so hardwearing carpet tiles with a subtle pattern to hide marks are more suitable; they can be changed when stains occur, so extras need to be ordered as spares.

It is worth considering cutting patterns within the floor tiles to define paths in certain areas of the building, such as the reception.

The next step is paint and Rocca suggests a soft antique or off-white wall as a base, as beige is rather uninspiring and bold colours should be left for accents and accessories.

Yellow is claimed to be brainstorming colour, so yellow accents should be implemented if possible.

Rooms can also be defined with colour - the relaxation rooms need to be more domestic, for example.

Workstations, seating and light fittings can then be installed, followed by electronic equipment and wireless connectivity.

Lighting should be as natural as possible, so opting for natural daylight SAD tubes instead of fluorescent is a good tip.

Printers, photocopiers and stationery should be at the end of a room or in a separate area so that staff are encouraged to move about.

If they are in the middle of a room, they will clutter up the place and make noise.

Walk-in stationery cupboards work well.

Plenty of storage should be available to keep clutter and paper at bay.

This is difficult to combat in a work environment, so it is worthwhile having a clear-desk policy.

There is no real rule for desk arrangements, but no one should face the wall.

Rocca does not recommend hot-desking, as employees tend to gravitate towards their favourite space and friendship groups.

Accent colours and decorative elements can be added at the final stage through accessories, casual seating and plants and this is where brand colours can be subtly implemented into the scheme.

Large artworks, awards and creative work can be hung on walls to promote interactivity with guests.

The entrance and reception area should have a seating area with reading materials, including literature on the company, a drinks machine, a water cooler and a receptionist.

Televisions are distracting, so it is not recommended to install one of these.

It needs to hit a happy medium of a clean and clear look without being clinical.

On another corporate note, boardrooms need to be memorable, not understated.

Overall, staff productivity and creativity can be increased with a relaxing 'time-out' space and specific activity pods that give employees access to move around freely.

Natural lighting, moderate temperatures and a clutter-free environment also play a role in staff concentration and wellbeing.

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