michael bleasby
Michael Bleasby leads our client side division, placing talented Facilities Management professionals into some of the UK's exciting brands and organisations. He has a particular interest in workspace design.
Workspace design is high on the agenda of businesses everywhere, as executives continue to grapple with hybrid work arrangements.
In this post, I take a look at some of the hot topics in workplace design that facilities managers need to know about:
- Workplace strategy
- Employee wellbeing
- Inclusivity
- Sustainability
- Air quality
- Agile spaces
- The use of data
- The post-pandemic washroom
- Smart maintenance.
what is workplace design?
Workplace design is the process of creating a physical environment that supports employee productivity, happiness, and well-being. It is about more than just making a space look nice; it is about creating a space that is functional, comfortable, and conducive to work.
A well-designed workplace can help to improve employee morale, increase productivity, and reduce absenteeism. It can also help to attract and retain top talent.
Some of the key factors to consider when designing a workplace include:
- The needs of the employees
- The type of work that is done
- The company culture
- The budget
A workplace design that is tailored to the specific needs of the employees and the company will be more effective than a one-size-fits-all approach.
1. Workplace strategy
Smart businesses are producing workplace strategies to bring working spaces into harmony with employee wellbeing. Employers are keen to strike the right balance between flexibility and attractive work environments.
72% of organisations expect a reduction in their real estate footprint. This means that strategies need to be backed up by data on how employees are using their workspace. Where do your staff sit and where they congregate? What are the under-used areas? Why are certain spaces popular than others?
With the global talent shortage, the stakes could hardly be higher. Successful businesses are planning attractive workplace designs to recruit and retain the top talent.
workspace design for a hybrid working world
2. Employee wellbeing
Employee wellbeing is at the heart of new workplace design innovations.
At the most basic level, this means health and safety – with air quality a high priority in the post-covid workplace.
The next level of workplace wellbeing is comfort. As workers compare office life with home-working, expectations of comfort are higher than ever.
Employers need to work hard to make their spaces welcoming, comfortable and enticing.
Wellbeing amenities are becoming more popular. Meditation spaces, daycare, and improved recreational spaces – both indoors and outdoors – have all become more common.
And up at the top level of wellbeing design are the new lifestyle features of modern workspaces. Your organisation should consider looking to the hospitality and retail sectors for inspiration. We’re starting to see a transition away from corporate environments towards workspaces that take their influences from homes, hotels, cafes and restaurants.
3. Inclusivity
The modern workspace should actively promote diversity, with a welcoming and inclusive feel. It should meet the needs of everyone – and should definitely include neurodiverse spaces – unlike the impersonal spaces of the past. In 2023, employees are looking for a place where they can belong – this is becoming central to the brand experience.
That feeling of belonging is linked to a 56% increase in job performance, a 50% drop in turnover risk and a 75% reduction in sick days.
Neurodivergent employees may have got used to being able to find quiet spaces at home during the working day.
Providing retreat spaces in the workplaces is another workspace design trend.
It’s particularly important for certain groups who really need dedicated spaces they can retreat or escape to while they’re at work.
At present, even women, who represent 42% of the UK workforce, find that their needs are under-represented in the workplace.
Traditionally, of course, the big decisions about urban development have been made by men. But taking women’s needs into account at the design stage will ensure that issues like queues for ladies loos and baby changing facilities are addressed before they become a problem.
4. sustainability
Companies in every sector now realise that sustainable workplaces aren’t an optional extra. The built environment is responsible for 25% of the total UK carbon footprint. And 19% of the UK’s carbon footprint is caused by operational emissions from the energy needed to heat, cool and power our buildings. We all have a role to play in reaching the government target of net zero by 2050.
Today’s employees are deeply aware of sustainability goals. I know from my recruitment work that more job candidates are looking at environmental responsibility when considering their next employer.
Sustainability is a high priority for any workspace design project.
Sustainability affects everything from building materials to energy usage, and from pollution prevention to waste reduction and recycling.
A net zero energy building is one that produces as much energy as it consumes on a yearly basis. This can feel like an overwhelming challenge, but even small adjustments can make a difference to the carbon footprint and energy efficiency of a workspace.
The good news is that sustainable workspaces can still be stylish. Sustainable designs simply make use of long lasting natural materials and align with the circular economy.
Facilities managers play a key role in implementing sustainable practices to reduce wastage and lower usage of resources such as electricity, gas and water. You can also help the business make huge cost savings on their utility bills and overall operating costs.
5. Air quality
Poor air quality is the cause of 36,000 deaths a year in the UK. It also has a negative impact on the health of the 12.7 million people who live with long-standing respiratory conditions and 7.4 million people living with heart and circulatory diseases.
From air filtration systems that remove bacteria, viruses, and microorganisms from the air, to germ-repellent furniture coating, facilities managers need to be on top of innovations that keep people healthy and safe.
6. Agile spaces
Flexible and hybrid working arrangements mean that workspaces need to be more agile to accommodate varying requirements.
It can be hard to know how to address this at a time when these arrangements are still in flux. But the reality is that many workers are reluctant to give up their improved work life balance and flexibility. 63% of full-time employees already work flexibly. And in the US, organisations going back to a fully on-site arrangement risk losing up to 39% of their workforce.
Flexible and hybrid working isn’t going away any time soon.
But we need to remember that lockdown wasn’t a completely positive experience. Many people felt lonely and struggled to collaborate and communicate remotely. And a real downside to lockdown was the lack of access junior professionals had to senior leaders in the business.
Many employees are attracted to the social benefits of the office environment.
All of this points to the need for variety and flexibility. To attract talented individuals and retain their star employees, businesses need versatile and well-rounded layouts that can flex with changes in numbers and needs.
Facilities managers can make a real difference here, with their deep understanding of building usage. They’re well equipped to advise and even decide which spaces could be used for collaborative spaces, for example, and to source the flexible fixtures and furniture needed.
7. The use of data
Facilities managers – along with everyone else involved in workspace design – need up-to-date and reliable data to support decision-making.
You can back up your personal insights into workspace usage with tracking technologies. Occupancy levels, building usage, equipment productivity and maintenance can all be monitored to optimise design and unlock savings and efficiencies.
washroom innovations transforming the workplace
8. The post-pandemic washroom
The pandemic made us all more aware of hygiene, so it’s no surprise that the washroom is now a focus in workplace design innovations. Keeping washrooms clean and hygienic throughout the day has always been a tough challenge for facilities management teams. But technology brings smarter ways of managing the washroom by flexing rotas in line with usage, for example.
Here are some of the key features of the post-pandemic washroom:
- Touch-free – Introducing touch-free elements will help stop the spread of germs and bacteria at source, with sensors for flushing, taps and soap dispensers.
- Air filtration – Improving air filtration does more than keep unpleasant smells at bay. It can also remove bacteria and pathogens from the office air supply.
- Antibacterial handles – Washroom door handles are among the most touched areas in any building, so antibacterial handles play an important role in keeping employees healthy.
9. smart maintenance
Changes in washroom management are just part of a wider trend towards smart building maintenance. Here are some of the ways you can apply this trend:
- Using sensors throughout the building to understand usage – Benefits include improved availability of meeting rooms, and evidence-based real estate planning.
- Automating cleaning schedules based on usage patterns – This makes sure that high-use touchpoints are cleaned more frequently.
- Automated monitoring – Assets such as air conditioning units and AV equipment can be monitored to fix issues before they affect productivity.
- Understanding space use – There’s a range of technology, including artificial intelligence, to help optimise office space allocation, schedules and maintenance needs.
Workplace design is changing all the time
The workplace has changed dramatically, and facilities management teams need to be prepared to adapt. By keeping their eye on the top trends, facilities management teams can play a key role in innovating and improving the workplace.