Employers can make 2011 a better year for both the business and the people who work there by understanding—and capitalizing upon—the relationship between people and the design of physical space, says Andrew Laing, Ph.D., North America Director for DEGW.
DEGW is a strategic business consultancy that specializes in helping clients to capitalize on a vital dynamic; the relationship between people and the design of physical place to enhance organizational performance. As an expert in creative and highly effective ways to capitalize on this vital dynamic, Laing says if these tips are followed, it can help create a more enjoyable, productive and cost-effective work environment. - Clean desk policy. Either at the end of every day, or before a business trip, create a protocol where everyone must make his or her workspace ready for someone else to use it while they are away. Additionally, monthly cleanups, to reduce office clutter and help individuals adopt sustainable work practices, could coincide with social events that help to reinforce a sense of community.
- Scheduling practices. Whether it is on Outlook, EMS, AgileQuest®, or simply a whiteboard in the office, make sure employees notifies their team of their whereabouts, when they are travelling, working from home, or at a client’s site.
- Wireless capability. Build an infrastructure that allows server and email access wherever an individual may be in the office.
- Cell phone options. Creating a method that individuals may notify teammates of their personal cell phone connections (if they desire) so they may be contacted wherever they may be.
- Training to share. Implement programs that teach people how to effectively use software that encourages remote sharing—SharePoint®, Skype, WebEx, Live Meeting, GoToMeeting®, or whatever.
- Reservations protocols. Clearly communicate how to reserve spaces, through personal interface or software, what types of meetings are essential, important or convenient, and what to do if the meeting is cancelled or late. Also, designate some small meeting rooms as “unbookable” and available for team/ individual use on-demand.
- Concentration indicators. determine as a team or organization how to signal to others that you are not available, either through software, or through physical prompts. A door closed, a chair in the workstation opening, headphones, or a posted banner indicates that you are not to be disturbed, for at least 15 minutes. It is important to develop team protocols to have a common understanding of how team workspace should be used (i.e., is the open workspace quiet and people withdraw to do noisy work or is the workplace noisy and people withdraw to do quiet work—often it is a lack of common understanding on this matter that leads to issues of distraction).
- Electronic filing standards. Communicating a method of filing information on projects or clients in a consistent way to reduce the need of physical filing. Confidence in finding electronic files will reduce the creation of duplicate stashes of information. Also, centralize printing facilities in strategic locations on the floor to mitigate excessive printing, minimize noise in the open workspace, and encourage communal gathering
- Daylight! Encourage individuals to let the sun in! Make sure that blinds and doors that obscure the beauty of the surrounding environment are not used when they are not required.
- Encourage community. Create events where individuals can share their personal experiences or skills. Instigate weekly meetings where the agenda is personal, not business focused. Rotate responsibilities for providing refreshments: happy hours, breakfasts, lunch and learns or show and tells. Make it fun to be a member of the team or organization.
