Workplace Design and Strategy
May 5th, 2017


13 Workplace Analytics Every IT Leader Should Track

It’s been around for years already, but the open office design concept continues to gain traction, steadily growing in popularity throughout Corporate America. In fact, more than 70% of employees in the United States now work in an open office environment.

Though the benefits of this concept can be felt throughout a company, this layout is especially attracting attention within specific departments, like marketing and sales, where an open environment allows a team to bounce ideas off one another and more efficiently share information.

And now, beyond teams and departments, even senior staff and executives endorse the open office strategy as they watch it increase communication and make a team more cohesive, as well as provide them, as leaders, with a better, clearer picture of what’s going on within their company.

This trend enables communication, teamwork, and approachability, and it will continue to cultivate its place in the business world. In short, just like rock and roll, it’s here to stay.

However, one doesn’t have to look too far to find criticisms of the open office layout. And the two glaring hurdles that must be cleared before every department within a company is on board with the open office concept can be summed up in two words: distractions and privacy.

The bottom line is that an open office environment increases distractions and decreases privacy. And according to some scientific research, that affects employees' job satisfaction, which in turn affects employee productivity. And this is the antithesis of the entire open office mission.

The benefits of the open office concept are evident, so rather than dismissing the open office plan entirely, our recommendation is to focus on a solution to better mitigate distractions and secure employee privacy, thus enabling all employees to thrive in this environment.

Company Dynamics and Company Culture

A recent discussion with our friend, Rick Robinson, a member of the legal department at a medium-sized software company that has adopted this modern open office approach, showcased a unique and effective way his company balances the need for an open, collaborative environment with the need for privacy and a more subdued atmosphere. The answer is found in what his company has termed “breakout rooms.”

For a high-level perspective, Rick painted a picture of what his company looks like. His company includes about 800 employees locally, in their seven-floor building, plus another 200 in another location. The environment is aggressively open, with not even the CEO in an exclusive office. Teams sit together, with departments set apart by only a few feet. Rick stands by this layout, declaring that the open office strategy has been a tremendous benefit to the company. He also admits that this layout, alone, doesn’t accommodate every need.

“For our legal team, as well as our accounting and finance departments, we were running into issues where the open office layout was actually counter-productive,” admitted Rick. “For exactly the reasons you’d expect – privacy and the sometimes desperate need to be able to focus.”

This inspired the birth of the breakout room. Breakout rooms are bookable rooms, available to all employees who need a moment, an hour, or an afternoon for a private phone call, a “closed-door” meeting, or a quiet environment for focused and uninterrupted work time. Some rooms are designed specifically to serve individual employees, on a first-come, first-served basis; other breakout rooms are for groups of two or more and require scheduling the rooms beforehand, reserving them for specific times and events.

Eliminating Distractions

“While it’s nice to be right there with your team and for departments to be able to chat face to face about certain things, I personally do a lot of reading and writing,” said Rick. “Our office has a fun, open atmosphere, but sometimes it gets loud, making it hard to ask questions and talk with someone on my team, even though they’re right next to me. And when I need to read a contract it’s really difficult to focus unless I go into one of the meeting rooms and remove myself from everyone else in order to find some quiet and be able to concentrate.”

Rick isn’t alone in his observation. More than 10,000 workers across 14 countries were recently surveyed, and key findings showed that office workers are losing 86 minutes a day due to distractions. If solutions aren’t provided to lessen these distractions, many employees will find themselves unmotivated, unproductive, and overly stressed.

It’s no surprise that having an open office layout can allow noise levels to rapidly escalate. That’s why one of the greatest benefits to breakout rooms is that they allow for focus and concentration. While distractions may have the negative effect of less productivity from employees, a breakout room creates a more dynamic space where people have the freedom to enjoy peace and quiet or chat to their colleagues in specially designed zones. These rooms not only mitigate distractions, but are effective in helping boost the mood or morale of your employees.

The Necessity of Privacy

When it comes to job satisfaction and job performance, research shows that privacy influences everything. And whether it’s environmental privacy or psychological, the question is not whether we need privacy in our office spaces, but how to configure the space so that workers can move to the right type of environment for whatever task they happen to be working on.

Rick commented that he regularly deals with confidential matters (employees, vendors, business partners, etc.) and he needs to be separated from others who might be listening. To complete his work assignments, he needs to talk in confidence, and for such moments, the open layout doesn’t cater to him or his legal team. Breakout rooms enable him and his legal colleagues to work on private matters discreetly and productively, getting the day-to-day things done without the preoccupation of an unintentional audience overhearing his more discreet conversations.

In addition to privacy needs in the workplace, nobody is immune to their personal life carrying over into the work environment, and there will always be occasions when employees need privacy to care for personal matters as well. Rick acknowledges, “Every employee needs privacy at one point or another, whether for work or personal matters. The breakout rooms are a necessity in these moments, making the experience of privacy appropriately personal.”

Empowered for Productivity

Simply allowing more personal control over the physical workspace (e.g. open office or breakout rooms) and providing easy access to meeting places encourages group cohesiveness and job satisfaction. And knowing there are private, quiet rooms available, where you won’t get kicked out when you’re focused, promotes a strong psychological sense of privacy and control, and can keep employees from worrying about a workplace environment where they are abruptly shoved out of a space or invaded by sudden, interruptive discussions. Knowing they can focus and complete tasks that require concentration streamlines productivity.

A powerful component to instilling control over the physical workspace is having an immediate, yet comprehensive view of what rooms and equipment are available. Facilitating the coordinating and scheduling of these rooms empowers employees, and gives greater control to each individual for securing the area that will meet their needs by allowing them to decide the environment that best meets their task. Software programs such as Teem’s Flightboard, provide real-time statuses for the meeting rooms on your floor, building or campus – either by list or a dynamic Maps mode – and allows your entire team to see what rooms and capabilities are available. Additionally, with Teem’s Mobile App, you can find and book the ideal meeting room from wherever you are.

This kind of dynamic functionality provides access for all employees and promotes the cohesive nature that the open office philosophy embodies.

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