Redefining the Office
The traditional office is quickly becoming a relic, thanks primarily to the lasting impact of COVID-19. Remote and hybrid work models have become the norm, leaving many desks and even whole offices vacant as employees do their jobs from home or come in only a few days a week. In fact, Forbes reports that office space usage is at only 50 percent of prepandemic levels.
This transition has prompted some businesses to rethink the role of the office, either changing up their current workplaces or seeking alternative options altogether. By exploring innovative solutions, you may be able to reduce your operating costs while also enhancing your team’s productivity.
Space updates
Rather than serving as a traditional one-size-fits-all area, work environments are being reimagined with forward-thinking designs that prioritize productivity, flexibility, collaboration, and purpose. Here are two approaches that may be worth considering.
Flexibility
Instead of a place to work at daily, make your office a hub where employees can go when they are seeking an environment conducive to specific endeavors. For instance, you can furnish it with modular furniture such as desks, sectionals, and partitions that can be moved and reconfigured to serve multiple purposes, allowing the space to be adapted to suit different needs. This approach lets employees create individual workstations for focused, independent tasks or transform the layout into collaborative zones for brainstorming sessions, team meetings, and client presentations. Regarding the former, you can also enhance productivity by providing what’s called office pods—enclosed spaces that absorb sound and limit visual distractions for tasks that require heightened concentration.
Another trend you can tap into is adding homey touches to create a more inviting atmosphere. This could involve bringing in cozy couches with colored throw pillows for added personality and comfort and placing large rugs in the seating areas to infuse them with extra warmth. And don’t overlook the value of biophilic design—introducing greenery like potted plants or vertical walls into shared spaces has been shown to improve both mood and productivity. Such strategies can bridge the gap between the comfort of home and the functionality of the office, making your organization’s environment more appealing and effective.
Shared workspaces
If you’re looking to optimize your business areas while potentially reducing your overhead costs, consider implementing hot desking, a flexible arrangement where employees aren’t assigned to a specific desk or cubicle but can instead reserve an available spot when they wish. This solution eliminates the need for dedicated workstations for every employee, allowing you to make better use of your square footage or even downsize to a smaller, more cost-effective location without compromising productivity. The key to desk sharing, though, is to implement an automated booking system so your staff can easily secure a desk or meeting room in advance, minimizing scheduling conflicts and ensuring that everyone has access to the resources they need.
Coworking spaces
Once mostly used by freelancers and consultants, coworking spaces can be a viable resource for your company. Since they’re owned by a third party, they offer the use of a working environment without requiring a long-term lease or the commitment of acquiring additional square footage. They typically provide desk, office, and meeting room options as well as high-speed Wi-Fi, communal kitchens, maintenance, and security, all within a convenient and collaborative setting. Many such places allow you to rent spaces by the hour or day with no commitment, or you can purchase a monthly or annual membership to suit your ongoing needs.
Whether you’re a start-up looking to avoid unnecessary expenses or an established business seeking ways to reduce overhead costs, utilizing a coworking space can give you access to a fully equipped work environment for a more budget-friendly price. Do you have employees who want to avoid a long commute but are unable to work at home full-time due to distractions? Offer to pay for a monthly membership they can share as needed. Or take it case by case, renting conference or meeting rooms for important gatherings. Employees simply need to bring their work laptops, and they’ll be ready to integrate seamlessly into a professional, productive workspace.
At-home perks
Regardless of the above solutions, perhaps the most important step to take is ensuring that your remote and hybrid employees have the equipment and support they need to capably work outside your office space. Primarily, this means sending them the hardware essential to doing their jobs, including a laptop and, optionally, a separate, larger computer screen and an external mouse and keyboard.
In addition, you’ll have to provide secure access to your online information-sharing and messaging applications so they can communicate with the rest of the team. You may also want to offer them stipends to acquire any furnishings or equipment they require, such as a desk, or cover phone and internet costs.
The evolving nature of employment will continue to reshape office usage, blurring the boundaries of where and how work happens and creating new opportunities for both employers and employees to thrive in this flexible, interconnected world. But by embracing the expanding range of possibilities available, you can confidently adapt to these changes.
TAKE ACTION:
Assess your company’s and employees’ needs to determine if a nontraditional workplace model could benefit your organization.