Many workplaces have fallen foul to inefficient office/workspace design that leaves staff feeling alienated and unsure of their newer surroundings.

Although your office layout could be improved - such as situating staff who work together regularly close to each other - workers tend to like old familiar patterns and often build friendships with those sitting nearby. In terms of getting tasks done, it makes sense to create teams within workplaces that can easily communicate with each other face-to-face, but consulting workers and putting a decisive plan in place is necessary to get them on-board and working efficiently.

Older workers, or those who have jobs in corporate environments will likely have experience of hierarchical systems where managers stay firmly in their offices and colleagues are seated according to their seniority within the organisations concerned. In the early days of offices this kind of layout usually made sense as equipment was often mechanical - such as typewriters - so messages could not be passed so easily between staff and those running them were grouped together.

Today's workspaces are very different, in that employers know the importance of giving staff the opportunity to develop high morale and a feeling of autonomy. This has led to the breaking down of barriers, in a managerial and physical sense, and the open plan office has thrived.

Creature comforts

It goes without saying that workspaces have to be comfortable and healthy in order to help colleagues work at their optimum. Light is important and lack of it has been linked with Vitamin D deficiencies and seasonal affective disorder. Try and make the best use of natural light, many new buildings are designed to let in as much as possible, but you may not have the option to locate to different offices.

Remember also that light can also cause problems, especially if it extremely bright and falls directly on workers or sensitive equipment. Install blinds if necessary, as these help guard against excessive sunlight and offer privacy, if necessary. During colder weather ensure that boilers are properly maintained and working well as they may fail to produce heat if mechanisms malfunction. Office workers can spend many hours at their desks and this can result in repetitive strain injuries, or worsen existing medical problems.

Get all the necessary ergonomic equipment and provide tutorials on correct posture so health issues are avoided as much as possible. Open plan office designs are popular because staff can freely communicate with one another, which can create a more cohesive feeling among teams. It might be a good idea to make sure there are some private rooms available if you have the space. These can be used for meetings, private calls, or even hired out to generate some extra cash.

Practicalities

Staff don't just work when they come to the office. They need to eat, take breaks and some workplaces are encouraging naps and entertainment during the working day. Whether you supply space for similar activities depends on the image your company wants to portray and the atmosphere you want to foster.

At the very least it's a good idea to set-up different 'stations' within the workspace. These could include designated areas to make drinks, eat and chat while on breaks. As well as providing these spaces so staff can unwind, you can also set up recycling stations to encourage them to dispose of company waste as per your green policies.

The process

As mentioned previously staff generally like to see familiar faces each day and usually welcome routines, even if they prove inefficient as compared with new systems regarding your workplace. To head off concerns, consult them as to the new layout of their workspaces and get ready for feedback. If the plans are met with lots of criticism despite informing workers about the benefits to changing systems then you may like to launch a pilot seating project or make the changes 'probationary'.