Wide open spaces done the right way
Almost every organization today is putting some level of effort into what kind of workspace works best for millennials. Plenty of buzzwords are bandied about: collaboration, open concept, engagement and feedback to name a few.
Employment search engine company Indeed is one firm that has the inside track on creating the ideal millennial workspace, given that almost 90 per cent of its work population is under the age of 32.
They put all their knowledge to the test at its new Toronto offices at Yonge and Bloor, where designers combined the best of the company’s global template with the local needs of its workers. Canadian managing director Jodi Kasten says she’s worked extensively for tech companies in the past, but this all-millennial focus is something new.
For Indeed, she says, it’s all about the engagement, from video screens streaming motivational nuggets and the height-adjustable desks, to the “distractions” areas and dedicated rooms for quiet conversations when the need arises.
But few organizations have the luxury to work with a blank slate when designing the perfect open concept office for millennials — or anyone else that populates the space for that matter. What suits a search engine firm with a flat management style may be far different from a financial services organization with multiple departments and established hierarchies.
While motivating millennials is a prime factor in today’s office planning, open concept is also more efficient, more creative and less expensive, says Bruce Mayhew, executive coach and corporate trainer. “The beauty of open concept design going into workspaces now is that it’s good for all employers and all generations.”
However, it’s not as simple as leasing a huge warehouse space, throwing in some collaborative workspaces and strategically placing sofas for ad hoc meetings.
Marcia Mayhew (no relation), president and CEO of Mayhew, an office interior design consultancy, says you can’t just take people out of a private office and go to an open plan without a second thought. Rather, you have to sit down and try to understand the value and the culture of the company, as well as the budget and the schedule. “It’s not space to be managed but space to be leveraged to attract employees.”
When transitioning (or creating) an open concept workspace, here are some things to consider:
Put the right leadership in place to go with it. “If you have not given people clear goals and an understanding of how they are to work in their space, everything can go very bad,” Mr. Mayhew says.
Don’t assume open concept will automatically change your world, he adds. “You have to plan how to transition groups, and make sure onboarding is right. People need to know how to work themselves into the space, and what their work will look like.”
Involve employees in the design process. If they feel like the transition to open concept is imposed on them they might have a difficult time with it. Ask how it will feel to them and how they would like to use it.
Set some ground rules. For example, if you are setting up quiet spaces, tell employees what they are for and how to use and respect them. The same can applied to meeting rooms and café spaces.
Be mindful of individual needs. Some people are introverted, others are very social. “Make sure you have a balance between private spaces (meditation rooms, phone booth, small meeting spaces) and open spaces,” Ms. Mayhew advises.
Don’t assume everyone can function in an open plan. For example, an HR or finance team working with a lot of confidential information may need higher panels between desks or a different orientation to protect information on computer screens.
Plan your teams accordingly. How will teams within the space work together? Which teams should be adjacent?
Always give people the spaces they need to do their job. “If you have two people assigned to one desk, and everyone has to come in, make sure there are other seating/plug-and-play areas for them,” Ms. Mayhew says.
Offer people compensation for giving up their private spaces, she adds. “It’s a huge change to move from a large 6 X 8 workstation to a 48-inch bench. What other amenities are you giving them instead?” That could be more collaboration space, a lounge to work in or an on-site café.
Create a change management program with a team dedicated to helping people adapt to their new space. Ms. Mayhew recommends the Government of Canada’s Workplace 2.0 document that provides guidelines on change management and getting people ready for the transition.