Setting up a new office: the design dos and don’ts

When it comes to setting up a new office, the stakes are high. Get it wrong and you could lower employee morale, hinder productivity and damage the reputation of your business. Get it right and you can maximise efficiency, improve workplace satisfaction and promote your brand. With that in mind, it’s crucial to put plenty of thought into your office design. Everything from the ambience to the layout plays an important role in creating the perfect environment for you and your workforce. If you are setting up a new office but don’t know where to start, help is at hand. Here are the dos and don’ts of workplace design.   Don't cut corners with low quality furniture   It can be tempting for cash-strapped, start-up businesses to save money by buying cheap, substandard furniture. However, cutting corners and opting for low-quality desks and chairs can cost you more in the long run. Not only will you need to replace your furnishings more regularly due to continual wear and tear, but poorly made furniture can also reflect badly on your business. While it may cost you more initially, investing in high-quality fittings and furnishings from the outset can help to project a sense of success and leave a good first impression on potential clients and customers, increasing your chances of building long lasting business relationships.   Do invest in ergonomic furniture   While you no doubt want your furniture to look the part, be careful not to opt for style over substance. Uncomfortable furniture can be distracting for workers and cause a range of health problems, leading to increased absenteeism. Bear in mind that most office workers spend the majority of their day sat at their workstations, so it is important to make sure they are as comfortable as possible if you want to get the most from them. As well as adjustable task chairs, you may want to consider investing in spacious desks, ergonomic mouse mats and keyboards and foot rests to enhance comfort levels. By opting for ergonomically designed furniture, you should find that you have a healthier, happier and generally more productive workforce - as well as far fewer sick days.   Don’t forget practical considerations   All too often, companies make the mistake of overlooking practical considerations when designing their office layout. To create an efficient, functional workplace, you will need to take into account space, storage requirements, IT infrastructure and communication between departments. You should also consider positioning desks so that they benefit from as much natural light as possible and ensure that communal equipment such as printers and filing cabinets will be easily accessible. Think carefully about how people will use the space on a day to day basis and how work activities will be performed. It is also worth thinking about the future of your business. For example, if your company plans on expanding in the next few years, the layout will need to be flexible to accommodate your changing needs.   Do consider the need for privacy   Noise level is another important consideration. Open plan offices are a great space saving option and they can help to improve collaboration and foster camaraderie among colleagues. However, shared work spaces can also mean loud noises and constant disruptions, which can lead to increased stress levels and have a negative effect on concentration and performance. The solution? A workplace that accommodates for both individual and collaborative work. A flexible work environment that includes both private and open plan spaces will enable workers to have a choice in how and where they work, which can help to boost performance. Office screens and room dividers offer a simple and cost effective way to create quiet, private areas.   Don’t forget to ask your employees for their input   The layout, decor and furnishings you choose for your office can have a significant impact on worker morale and performance. To highlight this, a study conducted by the American Society of Interior Designers found that employees named their workplace as one of the most important factors that determined whether they would remain in or quit their job. With that in mind, it only makes sense to ask your employees for their advice and opinions on how they want the office to look. Allowing your staff to help with the design of their workspace will make them feel more comfortable with their surroundings, which can in turn inspire creativity, innovation and productivity.   Do align the design with your brand image   Whether you are a start up agency or an established firm, how you utilise your office space can speak volumes about your goals, values and company culture. When designing your space, think about what you want your office to say about your business. Think beyond logos and branded business cards - everything within the workplace, from the colour scheme to the furniture, should be representative of your company’s identity. By aligning your office design with your brand image, you can help to instill a sense of unity and belonging within the business and communicate your marketing message to potential clients and customers every time they walk through the door.   Don’t forget recreational areas   And finally, don’t forget to incorporate recreational areas where workers can relax and recharge their batteries. Rather than distracting employees from their work, having social spaces helps to build bonds between co workers and can actually aid creativity and increase productivity in the long run. Whether it is a games room or a comfy lounge area, giving your staff the chance to temporarily escape their desks and work demands with a change of scenery can work wonders for morale and actually make them more efficient in their jobs.   There’s no denying that creating the ideal office space can be challenging and there is no ‘one size fits all’ solution that will work for every company. However, with a little bit of forward thinking and careful planning, you should be able to create a workplace that encourages productivity, reinforces your brand image and helps to ensure the success of your business.