Tips to Design an Organised Office Space & Increase Productivity

Have you noticed your employees seem a little down or not as productive as they used to be? There are some things you can do to improve their well-being and increase productivity at the same time! 

In this article, we’ll take a look at tips to help reorganise your office space and get a more positive environment set up. Creating a better environment can do a world of wonders!

Get Rid of Old Equipment & Files

Take a look around your office space. Do you notice any clutter or dust? Does the office include equipment that’s broken or no longer used? Next, take a look at your employees’ workstations. Are your employees using old chairs, broken desks, and more? If so, then it’s time for a change. 

The first thing to do is to get rid of everything that’s broken, outdated, or no longer used. This may mean older printers, monitors, computers, and more that are languishing on desks or tables. They’re not good for anything, so why keep them around just gathering dust? It’s not responsible to throw equipment in the bin though. Instead, look for reputable recyclers in your area who deal with office equipment and electronics. 

Once all the broken, old things are thrown out, it’s time to take care of clutter. The clutter may be files that need to be stored, papers on desks, and more. All clutter needs to be gone through. Here, again, throw out anything that’s no longer needed. All papers that are needed should be digitised and correctly stored in a filing cabinet. Decluttering also needs to include employees’ desks and workspaces. 

It can be overwhelming to start on everything all at once. So, first, start in one area. Choose the area and work on it until it’s done. Then move on to the next area of the office, and so on, until everything has been thrown away, put away, and cleaned. 

Create Defined Work Zones

While the open-plan office has been very popular, it’s not achieving the type of gains everyone expected. Instead, employees do better in an office that has defined spaces. For instance, you can create an area where teams are able to collaborate. Then create smaller areas where employees who work alone and/or need a quiet space to focus. 

Optimise the Office Layout 

Having the right floor plan is also necessary when redoing your work environment. Try to develop a layout that provides fast, easy access to all parts of the office. 

As you consider the layout, you may also want to think about the traffic flow in the office. For instance, it’s not a good idea to have a busy high traffic area near spaces where people need quiet to focus. That simply doesn’t make good use of the space. Instead, come up with a logical office layout that makes the most of the space you have. 

Equipment Placement

As well as optimising your office space, consider where office equipment should be placed. For instance, who needs to use the printer more often? These employees should be placed closer to the machine. 

The same should be done for office supplies. Supplies need to be organised and kept within easy access. For instance, keep copy paper close to the copy machine. File folders should be stored near the filing cabinets, and so on. 

The goal is to make everything easier and faster for your employees when it comes to accessing office equipment and supplies. 

Create Movement Opportunities

Now you’ve figured out the best placement for the office equipment & supplies; it’s time to get employees to move. This means placing equipment & supplies just a little distance away. The goal here is to help employees get up and move throughout the day, rather than sitting in one place for too long. 

For instance, walking to the water cooler or coffee machine is a great way to get a break. It gives the mind a chance to relax a little bit. Another example is the time it takes to head to the bathroom. A few minutes of walking is really good for the body and the mind. It’s just enough movement, too. 

Create an Organised File System

Back to files – it’s very easy for files to become disorderly. Files can also easily get lost in the melee of paperwork. So, you may want to review your filing system and see if it can be improved. 

If you have a filing room or section, then it may be necessary to reorganise the space. It’s also a good idea to check for things that have been misfiled. 

Another option is to go through the files and shred paperwork that’s not important or no longer needed. 

This is a process that takes some time to organised and finish, but results will be well worth the effort. If you’re able to, you might want to consider going fully digital and removing this challenge completely.

Improve Office Lighting

Studies have shown that natural light is a great way to improve employee wellbeing and productivity. Working in a dark, gloomy office makes it difficult to focus or even see. So, consider allowing more natural light into the office. 

If it’s not possible to let in more natural light, then consider a smart lighting system. These can be set in sync with natural daylight hours outside. The light even mimics the colour of the light through the day. Daylight is bluish-white and turns to a light orange colour in the afternoon. 

Control Noise Levels

Too much noise can have a negative effect on employees. Not only does it lower their productivity, but excess noise also makes it more stressful. What’s more, employee job satisfaction can be lower as a result as well. 

For these reasons, consider controlling noise levels in the office. For instance, loud machines can be moved away from employees or placed in a separate room. It may also be helpful to allow employees to wear noise-cancelling headphones to work. 

Summing It Up

Creating an organised office with optimised space is a great way to improve your work environment. Not only will employees feel better, but their productivity will also increase. 

If you find the job too overwhelming, it may be time to consider hiring a professional office designer, or moving into a serviced office where all of the above is handled for you. The important thing is to do what’s necessary to make your office a better workplace for employees.