Optimizing your workspace requires thorough attention to detail and an understanding of the fundamentals of effective office design. These best practices aren’t in the manual for running a business, but they’re a crucial component of successful organizations. Leaning on professional insight can ensure you don’t waste resources on the wrong things and refocus on the elements that make a comfortable, adaptable, and productive workplace.
Key Steps of Office Space Optimization
Office space optimization can be highly technical, and it works best when it’s data-driven. This allows you and your designers to take information about how your space currently functions and make informed choices to improve it. The typical office space optimization project will include the following steps:
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Office Space Optimization |
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Step |
Purpose |
| 1. Measure space usage |
Understanding how your space currently functions can help you identify underutilized spaces and new opportunities. |
| 2. Talk to your employees |
Your employees have the most direct interaction with their workspace. Survey them to assess their priorities and learn what the space needs to better suit their needs. |
| 3. Review pain points |
Based on your employee survey responses, make note of any recurring themes you need to address in the office redesign process. |
| 4. Define your goals |
Decide the most important functions of your space and what you’d like to do better in the future. |
| 5. Bring in an interior designer or architect for major changes |
Interior designers and architects have a working knowledge of the mathematics of office spaces. They’ll take your measurements and priorities and blend them into a cohesive plan. |
| 6. Finalize furniture selections |
Once you have a rough idea of how you plan to use your office, you can begin furnishing the space with items that support your optimization strategies. |
Strategies for Optimizing Your Office Space
Strategically optimizing your office space will yield an exponential return on investment. The best office redesign projects combine elements of the following strategies to create a modern workspace that adapts to your employees and their daily priorities.
Consider Hot Desking and Other Flexible Workstations
If you require full-time office attendance, you may skip this step, but it’s important to consider the future of hybrid work and how its flexibility may improve long-term productivity.
If you have already adopted hybrid work, you’ll likely need some kind of flexible workstations in your office. Hot desking is a desk-sharing system that allows employees to reserve a workspace without occupying that station full time. Desk sharing reduces the demand for desks, giving you more collaborative spaces and encouraging employee interactions.
Flexible workstations mean employees don’t have to feel stuck at one desk all the time. Last minute meeting or small collaboration session come up? With flexible workstations, employees can gather quickly and easily without sacrificing the comfort of a desk and chair.
Product highlight: Herman Miller’s best-selling Mini Motia Sit-to-Stand Desk has a small enough footprint to support versatile workspaces without monopolizing them. Its one-touch electronic lift function allows users to raise and lower it as needed, reducing disruptions while improving comfort.
Balance Private and Common Spaces
On average, employees lose 23 minutes of productivity each time they’re interrupted, according to studies from the University of California, Irvine. Still, not all vocations require deep focus. Some thrive on collaboration. Chances are your workforce has multiple departments with dueling needs. Even individual employees have different work preferences. Optimized workplaces feature a balanced mix of common spaces and private options, promoting thoughtful opportunities for connection while supporting employees who need heads-down time.
Product highlights: PurOptima’s aesthetically pleasing glass walls can add visual intrigue to your office and create separate collaboration spaces that don’t interfere with others. Similarly, meeting pods create noise-controlled spaces that don’t require you to fully furnish a private office.
Choose Ergonomic Seating Options
Uncomfortable seating can be a big distraction. Curating the right seating options can further support your office culture. An optimized workplace should feature varied seating options, such as plush couches and contoured office chairs. Take an inventory of the types of spaces you intend to incorporate in your overall design, then put yourself in the shoes of those using those spaces every day to pick the best furniture.
Product highlight: Knoll’s Generation Chair is available in several color options and has long been a favorite in corporate offices.
Prioritize Storage
Sharing desks and switching between remote and in-office work requires creative storage solutions to reduce the stress of frequent transitions. With the right products, forgetting a pen or notebook at home doesn’t have to mean the end of a productive workday anymore. Installing lockers and stocking well-organized cabinets with the supplies your workforce needs can mitigate the transitions in flexible working environments by adding an element of consistency.
Product highlight: The MillerKnoll family of brands features a long list of workstations designed to provide ample storage without competing for too much space. Many of these workstations fulfill multiple functions by operating as low walls, creating informal cubicles and additional focus opportunities.
Use Space Management Software
Eyeballing a space only works so far; for a truly optimized office space, business owners should rely on software to measure its functionality. Work optimization tools, like desk reservation apps, AI-powered sensors, and intuitive sanitation systems, can reduce operating costs by as much as 30% without detracting from your office’s culture. Incorporating these tools provides constant insight into your office space usage, allowing you to adjust and make improvements without any guesswork.
Check-In With Your Employees
Your employees’ satisfaction is frequently derived from their work environment. Make a concerted effort to send regular surveys requesting feedback about the current office environment and then implement practical solutions that make them feel heard. Optimizing your workspace is a dynamic and fluid process that often requires several iterations to achieve your desired effect. Checking in with your employees becomes doubly important as your business goals evolve. Scaling the workforce with new hires? Check in. Changing hybrid work environments? Check in.
Be receptive to your employees’ concerns while also making room to solicit positive feedback about what’s working well.
What Are The Benefits of Office Space Optimization?
Office space optimization offers numerous benefits. We’ve broken down the core benefits below.
- Reduced costs for unused space. Optimizing your office space removes underutilized spaces, creating room for additional resources and common areas. Throughout the optimization process, you may find that downsizing your office is the best option, in which case, you can reduce overhead costs by moving into a more economical space.
- Adaptability. Optimized workspaces are multi-functional, allowing them to grow and change with you as your needs evolve.
- Improved attendance. Thoughtfully designed workspaces make employees feel focused and at home while enjoying work-life balance. Creating a comfortable office with all the resources your employees need to do their jobs well will make them more likely to spend time in the office.
- Modern and updated spaces. Optimized workspaces will feel innovative, attracting employees and supporting their overall satisfaction.
Optimize Your Office Space With Benhar Office Interiors
We’ve designed our furniture procurement services to support office space optimization. Our innovative measurement tools and AI-supported 3D renderings allow you to walk through your office before we send out a final furniture purchase order. And, our status as a Platinum-Certified MillerKnoll Dealer is a testament to our commitment to unlocking your office’s maximum potential.
We are proud to offer a personalized shopping experience to ensure your furniture fully reflects your vision, budget, and priorities. Curious about our services? Contact us today to learn more.