Most companies are accustomed to organizing space in the open space format – i.e. no personal offices, the tables of employees are separated from each other at best by a partition. How does this affect productivity, our well-being, and is there a future for such offices in the context of the coronavirus?
For most companies, an office organized on the principle of open space (open space) has long become the norm. Some are satisfied with everything, others call it a communal apartment and would prefer “cabinet resettlement”. And only the latter were delighted with the transfer to a remote format of work in connection with the pandemic, when they immediately encountered a new reality: now their “open space” was waiting for them at home, where household members work and negotiate, listen to lectures, take exams, do yoga or vocals.
Coach Mark Kukushkin tells what rules office employees live in open space and what are its strengths and weaknesses.
Managers call savings (they are cheaper than individual offices), a more democratic atmosphere and greater efficiency in resolving work issues as the undoubted advantages of open spaces. Experts among the pluses note the absence of borders in the literal and figurative sense. “When you are not separated by walls, it is both physically and psychologically easier for you to approach a colleague,” explains coach Mark Kukushkin. “Barrier-free” works for greater flow and connectedness: a lot of people, actions, interactions.”
However, employees see more disadvantages in such offices than advantages. Chief among them is the lack of privacy. Any conversation, business or personal, is heard by others. There is no personal space, the appearance of the table is strictly regulated. As for efficiency, researchers have nothing to please managers here either: motivation in open spaces is lower, concentration and productivity due to constant noise and stress are also lower.
Danish researchers found that the number of working days we miss due to illness is directly proportional to the number of our office neighbors: open space employees with more than 6 people get sick 62% more than employees from separate offices.
How to optimize work and life in an open space that resembles a hostel?
Rules. In a small close-knit team, where staff turnover is low, people have been working together for a long time, the rules of conduct in the office can be taken after the fact, discussed by everyone together, taking into account the wishes of everyone, and the established traditions can be passed on to “recruits” orally. Another thing is a call center for 200 people, where the “life span” of an employee is 3‒6 months. “Then usually one of the leaders sets the rules and fixes them on paper. It may be written there, for example, that coffee / tea at the workplace is welcome, but a cheese sandwich is already sorry.
Organization of space. In addition to the kitchen, where you can warm up a full meal and eat the same sandwich, it would be nice to equip the open space with silence rooms where you can be alone, concentrate, or, conversely, relieve stress. Another office must have is a separate entertainment area behind the wall, with table hockey or ping-pong. Will this interfere with work? “As practice shows, people do not abuse entertainment, as they have enough things to do.”
Desktop. As for the organization of personal space, if there are no strict rules on the appearance of the table, you can “personalize” it with beautiful postcards, stickers with inspirational quotes, photographs, a calendar, and more. And of course, in any case, do not forget to keep the workplace clean and tidy.
Communication and appeal. Obviously, you shouldn’t yell at a colleague from across the office. Calling co-workers on the phone or Skype/e-mail when you are several tables away from each other is also strange. It is better to approach, ideally with several “accumulated” questions at once, and not run up every now and then with each of them. True, experience shows that this does not always work, and some issues require a really urgent solution. In any case, before contacting a colleague, it is worth asking if he can devote time to you now. This way you will demonstrate that you respect his personal space.
“Reception Hours”. The downside of having no boundaries in the office is the constant over-availability. Are you constantly distracted by questions, wishes, suggestions, requests? Someone in such cases hangs out at the workplace “reception hours” for colleagues. But there is another way out: “The company can draw up a general office schedule, in which, for example, strictly defined hours will be set aside for meetings, other hours will be prioritized for the individual work of employees.”
Phone. It is better to put the phone on vibration or at such a volume that the call does not distract others. It is better to postpone non-urgent personal conversations until lunch, or at least conduct them in the hallway. It is unlikely that colleagues want to know about your plans for the evening. And you probably don’t want them to know.
Soundproofing. Headphones, ear plugs, and other noise protection equipment are, of course, good, but it is better to use them only in emergency cases. “The ethic of office interaction means that you don’t do it regularly, but when you need to concentrate to the utmost.” As for non-industrial noise in open space, say, from coffee machines, one trading company found an effective solution to the problem by offering its employees to arrange shared 15-minute coffee breaks twice a day.
Smells. Eating in the workplace is taboo, not just because of distracting co-workers and crumbs in the keyboard, but also because of the smell. For the same reason, it is better not to abuse perfume (especially since some people are allergic to strong smells of perfume and cosmetics).
The coronavirus pandemic has greatly affected working conditions. Working in open spaces puts the health of employees at risk, so now employers will have to adapt the open spaces we are used to and find new ways to increase the efficiency of the workspace.
We ourselves are largely responsible for our health, therefore, even when restrictions are lifted, it is worth following simple rules that will certainly be relevant in open space: wash your hands more often, do not shake hands with colleagues, regularly ventilate the room and treat work surfaces with a sanitizer, try keep your distance.
But garlic in the workplace is definitely not worth eating.
About the expert: Mark Kukushkin is a senior partner of Best T&D Group and Training Boutique, trainer, consultant, coach.