BEHAVIOURS & POLICIES

Why workplace design must be supported by the right behaviours and policies.

Many employees become set in their ways based on the environments they are used to. For modern workplace design to be successful, it must support and encourage positive behavioural change.

Focus Working

Open-plan offices can lead to frequent interruptions. Even minor disruptions can cost up to 20 minutes of lost productivity due to the time it takes to regain concentration.

To support focused work, employees should have access to semi-private spaces where they can work without interruption. These areas provide clear behavioural cues, signalling the need for privacy and quiet.

While open-plan environments naturally encourage communication, employees should remain mindful of noise levels. Conversations should not take place in corridors or around desks where they may disrupt others.

Encouraging this behavioural shift helps move conversations into designated collaboration spaces, where noise can be better managed.

Meetings

Effective meeting management is essential. Meetings should start and finish on time, and spaces should be left as they were found.

Simple tools such as booking systems, visible clocks, and in-room reminders can help reinforce good meeting habits and ensure spaces are used efficiently.

Managers

To move away from a culture of presenteeism, managers need to trust their teams.

Allowing employees to work in ways that suit them best often leads to higher-quality outputs and improved productivity. Whether someone chooses to work at a desk, in a breakout space, or in a collaboration area, this should not be perceived as reduced productivity.

There is little value in investing in flexible workspaces if employees feel discouraged from using them. Leadership must actively support and model these behaviours.

Eating

To encourage interaction and wellbeing, eating at desks should be discouraged where possible.

Breakout and kitchen areas should be designed to cater to different personalities and needs. This includes quiet spaces for individuals who prefer time alone, as well as social areas where teams can gather, eat, and connect.

Wellbeing

A healthy workforce is typically a happier and more productive one.

Encouraging employees to take proper breaks, step away from their desks, engage in walking or standing meetings, and spend time outdoors can all contribute to improved wellbeing.

Reducing constant reliance on technology and promoting balance throughout the day supports both mental and physical health.

Homeworking

While not essential for every business, homeworking policies can offer significant benefits to both employees and employers.

However, not all employees have the same home environment. Some may thrive with dedicated workspaces and access to outdoor areas, while others may face challenges such as limited space, shared living arrangements, or childcare responsibilities.

It is important to consider these differences when developing a homeworking policy. Understanding individual circumstances can help create a fair and effective approach.

Today, many employees expect some level of flexibility in where they work. Offering this can improve retention, attract top talent, and contribute to a more engaged and satisfied workforce.