The productivity of office employees depends to a great extent on the planning and layout of the office. Some employees need a closed area for better concentration and very detailed work while others prefer teamwork in open space. A short time ago it became fashionable to think that open planning is the one-fits-all solution for the modern business office. Today however it is becoming clear that there is no universal standard solution and offices have to be designed to match the requirements of employees.
Specialists point to three main office layouts frequently used in commercial real estate: the corridor-office layout, open space and a mixed system which incorporates the advantages of both styles.
Corridors of Power
A corridor-office layout is commonly found in state institutions, former research institutes and older premises. “A similar type of layout first appeared several centuries ago but actually became popular under Peter the Great alongside the flourishing of bureaucracy. In the following centuries it became an indistinguishable feature of government organizations along with vertical power structures” says Anna Spektor, a designer at Milan Furniture Salon.
In Soviet times, this type of layout corresponded to the needs of a divided work model – a conveyor-type system was used with each employee working in his own office on a strictly delineated set of tasks. Despite the nature and speed of modern business, specialists can still identify a series of advantages in this type of layout: firstly, the lack of background noise means employees can concentrate more easily. “When the nature of an employee’s work demands the maintaining of strict confidentiality, for example, for lawyers, accountants or psychologists, a closed private office is the only solution,” says Alexander Nemchenko, deputy general director of the office technology and systems company, Astarta Prestige.
A corridor-office layout helps to maintain a clearly structured hierarchy and in a number of organizations who use open space planning you can also find separate offices for senior employees, which attest to their high status within the organization. The disadvantages of corridor-office layouts are many, but the greatest one is that separate albeit overlapping functions cannot work together easily. “The development of a modern business requires high levels of integration and people who can create systemic solutions and solve complex tasks. If an employee is placed in a separate office he or she cannot work as efficiently since the ideas will be created against a background of communication conflicts,” says Igor Yuryev, managing partner at Office Solutions. “If an employee can’t see what his colleagues are doing and how they complete their tasks she can’t work to her full potential.”
The difficulties associated with controlling business processes and employee workloads is another weak point of a corridor-office layout. “Also of relevance is the loss of useful space and restrictions on office layout alterations – it is impossible to increase the number of work stations when the department expands,” comments Sergei Artemiev, director of architectural design at De-Viz. According to specialists, a corridor-office layout is suitable for a closed-style organization. The office-corridor type proper could be applied to certain office premises but in no way to the entire office space.
Modern Office
Office furniture experts confirm that open space planning improves efficiency. Open areas are used in PR agencies, design studios, advertising agencies, publishing and other companies where speed and interaction between employees are vital. “Open space planning reflects a certain corporate style and shows that the company is flexible, dynamic and adheres to the modern trend towards team working,” says Anna Sokolova, general director of Concept. “Many companies who moving to new offices with modern layouts notice remarkable changes in the attitude and work behavior of employees and the level of communication between different departments. A well-conceived architectural design allows clients to make the transition to modern work methods.”
In addition to being simpler, this type of layout also makes good financial sense. “Open space planning allows companies to save significantly on rental rates and renovation,” says Konstantin Godalov, head of the design studio at Felix. “Also it increases the space efficiency of a work station by about 30%.” Another factor is the sense of unity experienced by employees, which is easier to achieve in an open space environment. Hierarchical boundaries and individual statuses are reduced and a joint team mentality is formed as management and subordinates work together. In spite of these impressive advantages, many Russian companies comment that open space planning is not ideal.
According to specialists, Russian workers still prefer large open areas to small isolated offices. But, here once again we need to look at the historical precedent. Not everyone likes the fact that telephone conversations can be overhead by their colleagues or is delighted at the thought that the boss could wander past at any moment. An open space layout means more open communication but that also means more open control. Office users also point to the difficulty of concentrating in an open space area. “According to research, people who work for long periods in an open office can lose the ability to organize themselves and have difficulty concentrating even when alone,” says Mr. Godalov.
In order to promote high productivity in an environment filled with people talking on the telephone, arguing and discussing strategic issues, specialists recommend a well thought-out seating plan. You can’t put accountants and lawyers next to sales. The best solution for an open space layout is the creation of themed zones with the more mobile and communicative people separated from quieter and more sedentary employees. This also rules out conflicts of interest and each employee can work surrounded by like-minded people. If it proves impossible to put different departments far away enough from each other – for example if the office space does not allow it – there are lots of ways to acoustically isolate employees from each other.
Today modern technology has come up with a number of devices for reducing noise levels. “Modern technology now allows us to easily solve acoustics problems. If you don’t want your phone conversation to be overheard by your colleague you can use various technological devices. For example, what is known as an “overhead noisemaker” which is located above the work station and blocks outgoing sound. When it is in use, people can hear noise without making out individual words,” explains Anna Sokolova. Noise reduction can also be achieved by using special acoustic panels.”
Open plan offices are more suitable for dynamic fast-growing companies requiring collective input. “Open space in its purest form can currently be found only in a few Western companies, for example, Hewlett Packard Russia,” reports Evgenia Safronova, head of advertising at M-Design.
The best of both worlds
When an office is separated into large work areas and some enclosed areas this is known as a “mixed system.” This type of layout is highly regarded. “Mixed systems are a good compromise for companies who don’t want their employees to be hidden away in offices but also don’t want the work of some departments to be on everyone’s view. Today many clients select an open space working area, a VIP area, a negotiations area and several separate offices located along a corridor,” says Ms. Spektor.
“A mixed system can combine the virtues of the other systems when it is properly developed on an individual basis taking into account the business processes and internal and external activities of the company,” comments Mr. Artemyev. The main design tool for office space is office partitions, which are not only an excellent means of marking off individual work stations but can also constitute an attractive design element. In addition to partitions there are also permanent and folding screens. When properly used, storage features like cabinets and pedestals can also act as office dividers.
“Partitions allow for easy communication with colleagues combined with separateness when necessary,” said Mr. Nemchenko. The key advantage of a mixed system is that it allows you to factor in the individual requirements of employees. The uniform standardization of work areas can result in lowered productivity. “When choosing a model for specific work stations you need to take into account employees’ duties. For example a finance specialist needs to concentrate, which can be aided by a separate office, while a sales manager is happy with an open office environment,” says Mr. Godalov. “A key issue is an employee’s psychological make-up. Introverts can feel under constant pressure if they are in plan view throughout the working day. Anxious employees, on the other hand, don’t like permanent monitoring and extroverts can go to the other extreme and spend too much time talking.”
“In a modern office you can create specific areas for different types of activities using modern technologies. If your need confidentiality then you should include a separate meeting room, which could also function as a room for making confidential phone calls,” says Mr. Yuryev. “If an employee is constantly involved in financial matters and concluding high-level deals, then he needs a separate office; but if his work requires joint creativity, then this is best achieved in an open space environment.”
According to market specialists, demand looks set to grow for mixed office layouts. Also, it should be borne in mind that employee productivity also depends on the interior, furniture, office accessories and technological equipment.