In design, our business IS change.

We transform a space for any number of reasons: it’s ugly, it’s inefficient, or it’s too small.  Sometimes we need to modify a space because there is a change in organizational structure or process at a company.  We need to alter the office to make sense.  To most designers, change is necessary, expected, exciting, and the logical next step.   But many people fear change.  What can you do to make a workplace shift happen with as little resistance as possible?

Inclusive Decision Making

Many people view change as losing control of a situation.  If you involve employees in the planning of your transition they will regain what they have perceived they are losing.  You will have to make the big decisions (you don’t want to put them under too much pressure), but you should allow specific decisions to be made by your employees.  Often times in an office upgrade, we are asked to present two different design options so that employees can vote on which scheme they like better or voice their opinion about certain design aspects they prefer.  A little bit of control can go a long way to satisfy your employees.

Communication

Another reason people fear change is because it is the uncertainty of the future.   Talk your employees through this experience.  What can they expect to see?  How does this pertain to them?  How will daily activities be impacted?  Why is this change necessary?  If there is open communication, there is less confusion, less stress, and less fear.

Some of the first people you should talk to are those in the human resources department.  These professionals have a better understanding of what employees like and dislike and they can better gauge how a change will affect the workplace.  By consulting HR, designers can use this information in proposing an appropriate plan.  “Change” is a good thing when it gives the employee an ergonomic chair to reduce back pain or when it addresses his or her concern about acoustical privacy, workplace temperature, etc.

The more dramatic the change or the quicker it needs to happen, the more important the tactics of inclusive decision making and communication are.  These factors are a vital part of design that we consider with every project.  We thrive on change and we’re ready to help guide you through your workplace evolution.

Is your office space in need of an evaluation?

Generations in the Workforce

Today’s workforce has more generations working together than ever before.  Generation Y is beginning to enter the workforce.  These young professionals have never known a world without a computer and most have known and used cell phones and the internet since they were preteens.  The Baby Boomer generation is still present in the workforce.  These individuals have witnessed great changes in technology and therefore, changes in the workplace.  And then there is Generation X and the others that fall in between.  Having this wide range of age groups in the offices requires companies to be mindful of how each generation can work efficiently and happily.  Of course, people are different – each having their own quirks and habits, but generational differences can have a lot to do with how people work.

Younger Generation Work Styles

Some factors you may notice about how Generation Y works is that they don’t necessarily need their own personal space.  They are used to working wherever they can find WiFi.  Younger generations seem to always be “plugged in” to some sort of electronic devise and believe themselves to be excellent multi-taskers.  They are also used to working with others (after many years of group projects in school) and this means they want easy access to their co-workers in order to bounce ideas off of each other and to socialize while at work.

Younger generations can be restless and are more willing to take risks to find a job that will make them happy.  Therefore it is important to design an office that will not only attract young professionals, but retain them:

• Give them flexibility, with multiple areas where they can work.
• Make sure office technology is up to date (or at least don’t let it hold back efficient employees).
• Create informal meeting areas to foster good relationships among employees.

Older Generation Work Styles

Older generations in the workforce usually prefer privacy and need more personal space.  They tend to focus on one task at a time and are less likely to blur the line between work and socializing.  However, Baby Boomers do not underestimate the power of a phone call over an impersonal email in order to develop a healthy professional relationship.  Also, many of these employees will rely on “real” paper documents more than their younger counterparts.

Although these older generations are less likely to complain or leave the security of a job because they don’t like the office environment, that does not mean you should ignore their needs:

• Allow areas for personal space and for focused “ heads down” work.  You should consider acoustical privacy as well as visual privacy.
• Provide adequate storage for paper files and don’t completely get rid of older technology, such as the fax machine.
• Implement change gradually and with their input.

Take some time to study the way your employees work.  Whether or not their work styles are related to their differences in generation, your employees’ work styles need to be supported in a way that promotes productivity, efficiency, and a happy workplace.

Is your office space in need of an evaluation?

You’re considering updating your office, but you’re not sure that’s where you want to spend your money.  Will it be worth the investment?  The answer is “yes!”

Customer Confidence

When you upgrade your office space, you will increase customer confidence.  A new space doesn’t just give the impression that your company is doing well enough to afford it; it will assure your clients that the care and consideration you took in designing your office will be the same matter in which you treat them.  Customers won’t hesitate to refer your company to others.

Employee Satisfaction

A well-designed office creates the right environment for your employees.  When a space supports employees’ needs, they are going to be more efficient, happier, and are more likely to stay with the company.  Some of these needs are important basics, such as ergonomic chairs and workplaces that integrate current technology.  Other design features, like break areas or even the color scheme of a space will affect an employee’s mood and can determine how long you will be able to retain good employees.  It will also play a factor in the kind of potential new hires you are able to attract.

Building’s Efficiency

An upgrade will have you working most efficiently – saving money.  A look at existing lighting, electrical, and mechanical systems can make sure everything is running correctly.  Advances in the engineering of this kind of equipment can greatly reduce energy consumption and, in turn, your energy bill.

Customer confidence, employee satisfaction, and the efficency of building all play a role in the success of a company.  Take some time and money to invest in your office and you will certainly see the benefits.

Is your office space in need of an evaluation?

Some people are afraid of color, but it is one of the easiest ways to dramatically change a space.  A fresh coat of paint or a newly upholstered sofa in your waiting area could be the simple fix that you need.  When working on a change for your color palette, consulting an interior design professional is beneficial.  Why? Well… an interior designer can visualize the change and will guide you through the process by asking the right questions:

How do you want people to feel when they enter your space?

Are you trying to create calm in a healing environment or energy in a space geared toward innovation?  Different color palettes will reflect different moods.

Check out the 2012 ColorMix Forecast from Sherwin Williams

What kind of work are you doing in the space?

Do you need a neutral backdrop for the room where you want your next new product to take center stage?  Bold hues may distract from your greatest idea.

Are your color choices in line with the brand you want to portray?

You want to make sure if you are adding additional colors to your building, they are complimenting your brand and not confusing the customer.  For example, Verizon would be unwise to use colors reminiscent of AT&T’s blue, T-Mobile’s pink, or Sprint’s yellow in their interiors.

Will adding color make your space more functional?

Color is a great tool.  It can distinguish areas of the workplace (Read our previous blog post Color in Office Design.)  In warehouses and manufacturing settings, color can make identifying locations easier or designate safe traffic areas.

Besides asking these questions, Cadtek Design Studio will also assure that you are taking into account lighting in your space, and that the appropriate materials and correct amount of materials are being specified.  If you want to get started, begin by thinking about what you are inspired by (nature, a certain piece of artwork, etc.).  There are also cool blogs out there that are just about color palettes but be cautious, you might just fall in love with color!

Please leave your comments.  What’s your favorite color palette?  Where do you find inspiration?

Is your office space in need of an evaluation?

Whether it has caused you to lose focus or to have a difficult time understanding someone on the phone, a noisy workplace is a distraction.  It will alter your work environment, may hinder productivity, and can be just plain annoying.  So how do you deal with a noisy workplace?

Identify the Cause of the Noise

A noisy workplace may be caused by a few factors, each requiring different solutions:

• People (i.e. conversations, coughing, music)
• Building (i.e. HVAC systems)
• Office (i.e. copiers, printers, telephones)
• External (i.e. nearby traffic, trains, etc.)

Find a Solution

Depending on the cause of the noise, some of these solutions may or may not be relevant.  However, it is important to be aware that while it is improbable to have a silent workplace, it is possible to reduce noise.

Instate Rules: If you are in the position to make or propose rules or “best practices,” suggest that personal phones are set to vibrate, ear buds are required when listening to music, or perhaps there are designated quite times during the workday.

Fix It: Maybe that annoying sound isn’t coming from your cube neighbor, but a dying fluorescent light or a loose part in the HVAC system.  Have building maintenance address these problems.

Create Acoustical Privacy: In areas where many people are gathered for conversation, like a conference room or training room, provide acoustical treatments.  Acoustical panels (fabric wrapped panels mounted to the wall) have sound-attenuating properties.  Acoustical panels and acoustical ceiling tiles significantly reduce sound transfer and especially should be considered when a conference room is adjacent to a private office or open workstations.

Remember – Location, Location, Location: If the previous solutions are not an option, maybe some new space planning can help.  If you move the loud equipment or relocate personnel, noise may no longer be an issue.

These solutions will make your office a quieter space.  Believe it or not, some offices argue that their space is too quiet.  In that case, a company should consider creating white noise with fans or soft music to mask every day, unavoidable office din, such as the shuffling of papers or clicking of keyboard keys.  Also, don’t forget to allot for areas where creating noise is allowed.  Collaboration areas welcome productive group brainstorming and, break rooms, personal conversations.  The use of “phone booths” for personal phone calls is becoming more popular in office spaces.  By following these suggestions, we hope you will achieve that perfect office hum.

Is your office space in need of an evaluation?

No matter what your profession, inspiration and motivation are what increase morale and drive innovation at the office.  When you or your employees are feeling stuck in a rut, here are a few questions to ask yourself about your workplace.

Are you promoting your brand?

Use branding, artwork, and product displays to promote your company’s mission statement.  If you’re working in healthcare, you could use positive patient stories to encourage your employees.  By providing employees with a constant visual cue as to why they are at the office, they will be reminded of the importance of their job.

Is healthy competition encouraged?

Competition is a great motivator.  It boosts our desire to be creative and efficient – the driving forces of innovation.  Do you allow access to past products or competitor’s solutions?  Maybe you work in the technological field; you can breed healthy competition with a small library of products and reference files to push employees to create something better.

Do you acknowledge success?

Depending on your type of work, you may want to designate an area of the office to recognize the “Employee of the Month,” have a visible leader board for tops salespeople, or allow a display area for a groundbreaking new product.  When employees have something tangible or visible to work towards, they will strive for success.

Is information easily accessible and can it be shared?

Do you provide trade-related magazines for employees?  Are there areas for collaboration?  Inspiration and motivation can come simply from seeing a picture or reading an article.  If you provide break-out areas that allow your employees to get away from their desks, pick up a magazine, interact, record their thoughts on a whiteboard, or share ideas on a screen, you are providing opportunities to brainstorm.

Do you encourage training and educational courses?

Staying current in your field through education will enhance your knowledge, and inevitably, your interest in your profession.  Increase these learning opportunities by furnishing the office with training rooms and conference rooms as well as AV technology capable of supporting webinars and video conferencing.

Your space can have a direct impact on your ability to create, learn, interact, and work efficiently.  Through informed design choices, you can assure that your space will nurture inspiration and motivation in the office.

Is your office space in need of an evaluation?

So you want to go paperless?

This concept of “going paperless” is a growing trend as technology becomes more advanced, more accessible, and more mobile.  Reducing your use of paper is key for anyone practicing the virtue of “going green.” Common tips are: stop printing documents unnecessarily, recycle the paper you do use, and to scan and create PDFs or JPEG’S of hardcopy documents.

Eliminating the use of paper in the office is nearly impossible.  Redlining drawings is easier when you have a hardcopy in front of you and we know we could never give up Post-it notes, even when if there is an app for that.  Instead of only discouraging the use of paper, promote alternatives.

Power Pod from Coalesse

1)   Encourage the use of technology.

If you support mobile devises by providing wireless internet access, USB hubs and multiple places to plug-in, people may start relying on their mobile devices instead of their planners and datebooks.

2)   Provide efficient filing.

When you have central filing locations and filing processes and retention schedules in order, fewer multiples of the same documents will be printed and saved.

3)   Offer collaboration spaces.

Collaborative spaces give people a place to share information.  Provide whiteboards and screens and delegate a note-taker (or better yet, a typist) and you have eliminated the need for hand-outs and flipchart discussions.

Continue to reduce paper use, but remember that if you are going to take away something people are in the habit of using, you must provide them with an alternative.  Think creatively.

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Construction was completed to reconfigure the space according to our plans. New furniture, doors, flooring and paint were specified, ordered and installed to complete the transformation of this existing office, while the client continued to conduct business in this same space. We coordinated all the work from demo to completion in phases so that the client did not lose any valuable business operating time.

Before Images:

After Images:

As the images below show, Cadtek Design Studio participated in all aspects of the new office build out: assisting with the planning, programming of space and furniture layouts, rendering of CAD drawings, selection and procurement of furnishings and finishes.

New Empty Space

Programmed Layouts, Materials and Finishes

Workstation – Before                             Workstation – After

New Private Office and Conference Area

Located “downtown” in a midwestern village where many of the stores and businesses have nostalgic Main Street-style facades, floor space was already in short supply for this dance studio. Installation of a new showcase display window by the building’s owner provided more natural light and aesthetic appeal from the street – but made the studio’s office staff feel like goldfish in a bowl.

The Solution

Cadtek Design Studio proposed some simple yet highly effective changes that transformed the space and offered multiple benefits. From the exterior, installation of sheer draperies provided a theatrical backdrop to a striking montage of photos and dance-related memorabilia.

Inside, the sheer window treatment still allowed for the passage of natural light (supplemented by attractive ceiling fixtures) but afforded privacy and minimized distraction in the office space, which was confined to an existing and slightly elevated platform.

With a complete redesign of that workspace, including installation of custom-designed and size-appropriate workstations, efficiency and space utilization were maximized. Light-colored finishes brightened and gave the area a fresh, new look, and wall mounted cabinets provided room for additional storage.

As simple as they were the design changes made a dramatic difference to the space, both visually and functionally, and enhanced the client’s working environment.

Before Images

After Images: