The physical work environment is receiving increasing attention, and employees’ expectations for the office have significantly risen. In recent years, almost all major companies have moved to a new modern office, but mistakes are still being made in planning the work environment.
1. Workstations Are Planned with Backs to the Aisles
The activity on computer screens should remain visible only to the employees, and many find it very uncomfortable if their backs are not covered or secure. This issue is especially prevalent in open offices, where workstations should be planned to minimize movement and other disturbances behind employees. If this isn’t possible, the back should be covered with screens, curtains, or room-dividing cabinet systems.
2. The Era of Drawer Boxes is Over
The use of paper in businesses has significantly decreased, and workstations are no longer used exclusively by individuals, making the space-consuming and half-empty drawer boxes under desks unnecessary. Soon, there won’t be enough room in drawer boxes to store laptop bags or other larger items, leading to the accumulation of unnecessary papers. Vertical storage units are much more suitable for modern offices as they also create separation between workstations. Additionally, storage cabinets for personal items, which are separate from the workspace, are becoming increasingly common and help save space.
3. The Electrical Setup of the Workplace is Poorly Thought Out
Electric standing desks are already common in many companies, allowing employees to work in various positions throughout the day – both sitting and standing. However, the planning of the workplace’s electrical setup is often not well thought out. First, attention should be paid to where the power supply comes from and whether there is enough power to connect all the desks to the power grid. When planning multiple desks next to each other, designated power outlets should be used to create a daisy chain connection with a spiral power cable that has separate power input and output sockets. This ensures a safe power connection for daisy chain setups. Under no circumstances should daisy chaining be done with household extension cords. Step is intended for devices that are permanently connected to the power grid, and the power socket is fixed to a cable tray under the desk, where all the cables can be hidden. Additionally, it would be useful to have at least one power socket and a USB A&C charger for smart devices duplicated on the desk surface.
FOTO: PETINOV SERGEY MIHILOVICH | SHUTTERSTOCK
4. Choosing a work chair based solely on pictures is not advisable.
The work chair is one of the most crucial components of the workplace, influencing both employee productivity and health. While many chairs may appear attractive in photos, uncomfortable seats and poor ergonomics can make long workdays unpleasant. Therefore, it’s always worth consulting with a specialist when selecting a work chair and trying out different options to find the most suitable solution for employees.
5. When refreshing or relocating offices, it’s not always necessary to replace all the furniture.
When moving offices, there’s no need to purchase an entirely new set of furniture. Instead, careful consideration and advice should be sought on how to refresh existing furniture to save costs and align with the company’s environmental goals. For example, desk frames can serve companies successfully for years, so often, simply replacing outdated desktops can suffice to refresh the overall appearance. Additionally, it’s possible to successfully replace cabinet doors or, in some cases, upholstery fabrics.
6. In open-plan layouts, it’s important to divide space and consider noise reduction.
In open offices, noise levels can become very high. Therefore, it’s essential to consider and explore ways to divide the space with readily available solutions to reduce noise. Suitable solutions include various desk, ceiling, or wall screens, built-in meeting rooms covered with acoustic panels, high-backed sofas, or soundproof booths. Additionally, it’s worth considering multifunctional room dividers to create different work zones with simple means.
FOTO: PETINOV SERGEY MIHILOVICH | SHUTTERSTOCK
7. With small desks, monitors often occupy the majority of the workspace.
This is a very common mistake where the monitor disproportionately takes up a large portion of the employee’s desk space. A simple solution to optimize space is to use a monitor stand, which can save up to a third of the desk surface.
8. Workspace lighting is poorly thought out.
Poor lighting in the workspace affects employees’ health, concentration, and overall well-being. For example, when working on a computer, eyes tire more quickly in dimly lit rooms and may start to ache. Well-thought-out lighting is important to keep people fresher while performing work duties and to maintain eye health. Therefore, it’s always sensible to plan workstations near windows, ensure that overhead lights have suitable brightness, or invest in additional desk lamps.
9. The office is not divided into zones.
Employees increasingly value offices that support various ways of working, places to retreat, and areas to interact with colleagues. Therefore, it’s worth carefully considering the layout, including areas for receiving visitors, solving the dining area, relaxation area, and workspace.
10. Meeting room presentation technology solutions are not well thought out.
In many offices, HDMI connections are still used to share images on screens today, but newer devices and phones are increasingly transitioning to USB-C connections. There are several good solutions on the market to minimize cable clutter on meeting room tables and quickly switch the display of a computer screen, such as Ochno and Evocon.
