An open floor plan has long been considered a design choice that promotes collaboration and communication among teammates in an office environment. However, that’s not the case for every team. In fact, depending on the employees and the type of work being done, some leaders have found that an open-plan office can actually slow productivity and decrease morale.
Many business owners have wondered if an open-plan office would be right for their company and employees. Below, a panel of Forbes Coaches Council members share their experiences with open office plans and explain how business leaders can determine whether it’s the right design choice for their company.
Members pictured from left to right.
Photos courtesy of the individual members.1. Ensure You Have Employee Buy-In
The goal should be to co-create a workspace that supports the people leading and working for the company. Begin by engaging the employees to share the benefits of an open-floor workspace, then ask transformational questions to learn about the employees’ thoughts. People are the most important aspect of a business. Buy-in and ownership go a long way in initiating change. - Dave Cornelius, KNOLSHARE
2. Consider Your Entire Team’s Wellbeing
Open-plan offices are not conducive to working and, historically, were done for cost-savings on real estate. Savvy, emotionally intelligent leaders know that this format may work for some but not for others. The current work-from-home trend may be a case in point. A smart leader will do the critical thinking and research first before they present it to their team. The well-being of all must be taken into account in the decision. - Jon Michail, Image Group International
3. Determine How People Work First
The floor plan design should not be the starting point of office design. The CEO needs to ask certain questions about how people work. What kind of jobs do they do? What do they require in terms of space and functionality? What needs to be avoided? Once there is clarity around what is needed, a floor plan can be designed that will meet the needs of employees. - Michele Cohen, Lead to Growth Coaching
4. Ask Employees What They Want
In an age when employees want to be engaged, make the decision it democratically. Ask your employees whether they want an open floor plan, fixed seating positions, offices or remote working. Of course, there will be trade-offs, but the key is getting all employees involved to enable engagement and allow employees to feel as if they belong in the organization. It never hurts to ask! - Kevin Kan, Break Out Consulting Asia
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5. Consider How Much Collaboration Is Needed
The decision of whether or not to go with an open floor plan is dependent on your business structure and the amount of collaboration you’d like to encourage. If CEOs would like more collaboration from teams, they need to sit together and take advantage of their proximity to share ideas. For some industries where employees require deep focus or frequent phone calls, a more conventional setup may lead to greater gains in productivity. - Michael Timmes, Insperity
6. Work On The Floor With Employees First
Ask your employees what they want to do and how they want to work, then provide it to them. I also strongly recommend that CEOs remove themselves from their offices and work on the floor with their employees. There is always a meeting room, a coffee shop or a nice walking route for those confidential calls and meetings. - Chris Averill, Northford Capital
7. Align The Space With The Company Philosophy
When you ask, “What is the open space for?” The answer we are looking for is, “For the team to focus, enjoy their world better, be more productive and creative and thrive!” We are not in a factory with productivity KPIs. The space should be aligned with the company philosophy, remote-work policy and staff needs. Then, it’s a question of creating balance between useful, closed space and open, fun space. - Julien Fortuit, Julien Fortuit Agency
8. Don’t Leave The Decision To A Small Group Of Executives
Take the pulse of your team to allow them to weigh in on making this decision. When it comes to creating an environment of collaboration and innovation, all too often the direction is chosen by a small group of executives. Reach out to your team members to see what they would value and give them the ability to execute the vision of the organization with a floor plan to match. - Bryan Powell, Executive Coaching Space
9. Focus On Creating Adaptive Spaces
Recognize that whole-human organizations require mixed options to align with whole-human personalities. Every organization will have a mix of diverse people and personalities. Adaptive leadership requires adaptive spaces. Some spaces are open to promote energy and collaboration, some are quiet for deep work and focus, and some are private spaces. One size will not fit all. As an introvert myself, an all-open office would crush my productivity. - Jodie Charlop, Exceleration Partners
10. Help Designers Learn About Your Culture
Embed your designers in your company for a whole workday, then let them put together their plan. It may cost more to do that, but you need to find someone who will live among the employees so that they can understand their culture. If you were going to learn about a foreign culture, would you interview people or live among them to truly understand them? Do the latter, then work on the design. - John M. O’Connor, Career Pro Inc.
11. Seek Direct Feedback From The Team
CEOs can determine if an open floor plan would be conducive to their company by simply asking their employees. The CEO should ask direct and intentional questions about the open-floor concept and listen to their team’s feedback. The ultimate goal should be to create a workspace that will encourage new ideas and growth from the employees, who are the heart of the company. - Jennifer Carrasco, Jennifer Carrasco EOS Implementer
12. Adopt A Systems Thinking Approach
The factors for open floor plan efficacy lie in the usage pattern and the level of interaction among employees. Key considerations for the former would be the extent of hot desking and the remote-work policy; for the latter, consider the need for collaboration and project synergies. Adopting a systems thinking approach would be helpful in creating an optimal floor plan for organizations. - Thomas Lim, Technicorum Holdings
13. Conduct A Survey Or Focus Group To Gather Input
When deciding whether an open floor plan is right for your company, there are a few key factors to consider: current and aspirational company culture, work style, existing and future business needs and physical space constraints. You might consider conducting a survey or focus group to gather input from employees and consider their specific needs and preferences. - Jonathan H. Westover, Human Capital Innovations, LLC
