Open Floor Plans: Optimizing Collaboration While Maintaining Focus
Open office plan environments have been a big trend in America for over a decade. Instead of divided cubicles and private offices, open office plans allow a more flexible design with the intention of more collaboration, community, and freedom among employees in the workplace.
However, an open floor plan presents a unique set of benefits and challenges, especially when it comes to maintaining focus and task management. Let us further define what an open floor plan is, explore the pros and cons of this work environment, and strategies on how to maintain focus and concentration with an open floor plan.
What Is An Open Floor Plan?
An open floor plan is a workspace that has minimal to no physical barriers such as cubicle walls which allows for more free flowing thinking, collaboration, and interaction among employees. Open floor plans started to gain traction in the United States in the early 2000s and were initially seen in tech start-ups. Today, with the rise of remote and hybrid work, the open floor plan is evolving more into unassigned daily hot desks and multi-functional spaces.
Why Are Open Floor Plans Popular?
Open floor plans have been appealing for companies who want to break down barriers and promote a more collaborative work spirit. The idea is that by eliminating partitions and walls, colleagues and teams are able to communicate easier, resulting in more creativity and work efficiency. Furthermore, these spaces are flexible and can be quickly reconfigured for any occasion, whether it is an important board meeting or a company-wide retreat. An open floor plan is also more cost effective and easier to maintain over time.
What Are The Pros And Cons Of An Open Floor Plan?
Open floor plans have many benefits and drawbacks. While they can aid in collaboration, flexibility, and comfort, some employees may find themselves more distracted or lack a sense of privacy without having their own defined work space.
Pros
When the open floor plan was first introduced, it was in response to the limitations of cubicle-reliant workspaces. Early adopters of the open office plan were excited about the benefits this concept provided including:
Collaboration and Communication: By eliminating physical barriers, teams and colleagues may find themselves able to collaborate and communicate among themselves easier. This can lead to stronger teams, more creativity, and increased work output.
Comfort, Aesthetics, and Cost Effectiveness: An open floor plan typically has less furniture and other expensive elements, decreasing the cost per person. Furthermore, an open office layout typically looks more modern, comfortable, and inviting over partition walls and separated offices.
Easier to Communicate With Upper Management: With a more open plan, employees feel less intimidated to walk into their boss or supervisor’s office. This can lead to a stronger team and make supervisors and managers more approachable.
Cons
While an open floor plan has many pros, some features of the layout have their drawbacks.
Less Privacy and Over-Supervision: Working in an open environment means that coworkers are exposed to their peers the entire day. Even the most extroverted individuals need a few moments of privacy every day to recompose themselves. Furthermore, some employees may feel like upper management is watching them at all times, resulting in pressure on an employee.
Increased Distractions: With an open floor plan, employees may find it difficult to focus on tasks. This increased distraction, whether it is team members discussing a project or the constant noise of a nearby coworker typing on a keyboard, can lead to an employee becoming frustrated and less productive.
More Conflicts: Surrounding yourself with your coworkers for eight hours a day, five days a week can frustrate anyone. The stress of constantly being around your coworkers can cause irritability and conflict, resulting in disagreements and a reduction in productivity.
So, What Strategies Can I Implement To Optimize Collaboration While Maintaining Focus?
Whether you currently have an open office floor plan or are considering redesigning your current workplace to have a more open layout, it is important to provide a space for your employees that promotes collaboration and creativity, while also allowing them to maintain focus. Implementing a few strategies can help you strike a healthy balance between the two.
Create Separate Areas Within The Office
Having an open office space does not mean it needs to be completely open. Be sure to designate areas within the workspace where your employees can work quietly with limited to no interruption. Ensure that these areas are away from high-traffic areas such as the entrance or the work kitchen. Consider adding a few soundproof booths for employees who need complete silence for tasks or taking business calls.
In addition to these quiet work areas, be sure to have designated breakout spaces or rooms for team meetings. These designated areas will help to contain noise within a specified area, away from the quiet areas.
Bring In Natural Elements
Ensure that the lighting and design choices within the workspace promote creativity and calmness with minimal distractions. Consider adding plants and other natural elements into your office layout. Use natural lighting when possible to help boost the morale and productivity of your employees by positioning desks near windows or other bright areas of the building.
Incorporate A Flexible Workspace
With more companies adopting a hybrid work schedule, the need for dedicated offices has decreased in favor of hot desks and bookable private rooms. For the days when employees are in the office, allow them to choose their workspace based on their needs for the day. Do they need to collaborate with other team members? Have a space where multiple employees can come together to work on a project. Does the employee need a quiet space to work? Be sure to have desks in quieter areas of the building or allow them to book a private room so they can be heads down for the day.
Pay Attention To The Acoustics
No matter the size of the room, having an open floor plan can lead to an increase in background noise. Invest in acoustic panels, furniture, and other sound masking equipment to dampen noise levels and provide a less distracting work environment. Consider allowing employees to use noise cancelling headphones so they can maintain focus.
Establish Some Ground Rules
Rules can be restricting, but setting some basic ground rules can go a long way in ensuring your workspace is optimized for focus and collaboration. Consider having quiet hours such as the first and last hours of the workday to allow employees to concentrate without interruptions. Implement a system or sign that shows other employees when someone prefers not to be disturbed.
Designing an open office floor plan that encourages collaboration and focus can be difficult, but it is achievable. It is important to maintain a balance that supports community and creativity among teams while also allowing individual employees to concentrate on their daily tasks. By ensuring that you have a thoughtful workspace with the proper gear and setting some basic guidelines for employees to follow, a company can create a work environment where their employees can stay productive and thrive. Whether you want to adapt your current or create a new open office floor plan, the team at Interior Fusion is ready to get started!
