What are the best practices for creating flexible workspaces?

1 Assess your needs

Before you start designing your flexible workspace, you need to understand your goals, challenges, and requirements. What kind of work do you do? How often do you need to switch tasks, locations, or teams? What are the physical, technical, and social aspects of your work environment? How do you measure your performance and satisfaction? By answering these questions, you can identify the types of spaces, furniture, equipment, and policies that suit your workstyle.

2 Offer variety and choice

A flexible workspace should provide a range of options for employees to choose from, depending on their preferences, moods, and tasks. For example, you can have open areas for collaboration, quiet zones for concentration, lounge spaces for relaxation, and meeting rooms for communication. You can also use movable walls, modular furniture, adjustable lighting, and wireless technology to create different configurations and atmospheres. The key is to give employees the autonomy and flexibility to work where, when, and how they want.

3 Encourage interaction and feedback

A flexible workspace should also foster a culture of communication, collaboration, and feedback among employees. You can use design elements such as transparent partitions, shared desks, writable surfaces, and digital displays to facilitate information exchange, brainstorming, and problem-solving. You can also create spaces that encourage socializing, networking, and learning, such as cafeterias, breakout areas, and training rooms. Moreover, you should solicit feedback from employees regularly to understand their needs, preferences, and challenges, and make adjustments accordingly.

4 Balance privacy and security

A flexible workspace should not compromise the privacy and security of employees or the organization. You should ensure that employees have access to lockers, drawers, or cabinets to store their personal belongings and confidential documents. You should also implement policies and protocols to protect the data and devices of employees who work remotely or use shared equipment. Additionally, you should provide employees with options to work in private or secluded spaces when they need to focus, make calls, or handle sensitive matters.

5 Support well-being and sustainability

A flexible workspace should also promote the well-being and sustainability of employees and the environment. You can use natural materials, plants, windows, and ventilation to create a healthy and comfortable workspace that reduces stress, improves air quality, and saves energy. You can also provide amenities and services that support the physical and mental health of employees, such as ergonomic furniture, fitness facilities, wellness programs, and counseling. Furthermore, you should encourage employees to adopt eco-friendly practices, such as recycling, reusing, and reducing waste.

6 Evaluate and improve

A flexible workspace should be constantly evaluated and improved to meet the changing needs and expectations of employees and the organization. You can use data and analytics to monitor the usage, performance, and satisfaction of different spaces, furniture, equipment, and policies. You can also use surveys, interviews, and observations to gather feedback and insights from employees and stakeholders. Based on the results, you can make changes and improvements to optimize your flexible workspace and achieve your goals.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?