Insights from the forefront of future of work thought leadership

The office of today is vastly different from the office of 30 years ago. In fact, workplace design has significantly changed in as little as the last five years. Over the years, the workplace has become more than just a place for people to clock in and out of, mindlessly completing tasks and watching the seconds of the day tick by, wishing it was 5pm already.

As technology and management ideologies have evolved, so has the space we work in. The modern workplace is now one where workers have more freedom to decide how, where and when they work. It is imbued with a focus on health and wellbeing, and it is increasingly being treated as an extension of an employee’s life, rather than an isolated compartment.

In this post, we will identify the hallmarks of the modern workplace, their benefits and what it might look like if your workplace design isn’t meeting the evolving needs of your employees. But first, let’s start with what modern employees are looking for in their workplace.

What do employees expect in workplaces?

Workplace expectations have changed, and with a war on talent, employees are holding the cards. In a recent survey, a few key findings about workplace design were unearthed:

• 53% of workers value the ability to work in different locations—a sign that workplace flexibility is increasingly important to employees.
• 25% of those surveyed said that they value workplace flexibility yet don’t have access to it, signalling an opportunity to attract talent by making this sort of offer.
• 47% of the workers surveyed said they find value in a community atmosphere in their workplace, flagging the contemporary need for a workplace to be more than simply a place to do work. 

What does the 2020 workplace look like?

Technology: From instant messaging to cloud-based project management tools to the latest hardware, tech is boosting productivity in offices worldwide. Workplaces are including wireless charging stations, monitors which easily connect with laptops and boardrooms with user-friendly wireless presenting. 

Health: Say goodbye to harsh fluorescent lighting, windowless spaces and white on beige colour schemes. Offices today are expected to be kind on the eyes, both physically and aesthetically. Think natural light, indoor greenery and carefully selected interior elements, all designed with employee wellbeing and productivity in mind. 

Recreation and relaxation: Today’s workplace understands that it’s not all about desks, cubicles and offices. Areas to break out, get creative and have some time to unwind are all becoming more popular. Meditation rooms, on-site gyms, rooftop terraces and multipurpose rooms are all becoming the new norm. 

Privacy: While the open-plan office is nothing new, the workplace of 2020 recognises that the hubbub of the masses can be distracting and decrease productivity. Private booths, quiet zones and secluded meeting rooms are designed for distraction-free working time or private discussions, giving employees more flexibility to choose what’s best for the task at hand. 

The benefits of a well-designed workplace

Now we know what the modern workplace looks and feels like, let’s delve a little deeper into the benefits your company might see with a well-designed workspace.

Savvy companies know that treating an office as a cost centre is an old-fashioned and costly (excuse the pun!) mistake. Smart businesses understand that investing in a well-designed workplace is a way to increase revenue by supporting improvements in employee engagement, efficiency and productivity. Bonus: this focus does not go unnoticed by potential talent!

Businesses are expected to have more than a mission statement hung on the wall; rather, they are obliged to create workplaces which live up to their vision. Spot the problem: your company culture is apparently focussed on employee health, yet your office is dark and dingy, and there is no access to an employee wellbeing program. Or how about saying your business is one that values flexibility, yet your office features rows of cubicles which employees can’t leave till 5 pm or later.

The modern workplace is one that considers how design impacts on the health and wellbeing of employees. And not just the physical space, but also the overall practices and culture of the company. By supporting healthy decision making, businesses are reducing both absenteeism and presenteeism, as well as boosting productivity. Your employees will look forward to coming to work instead of counting down the minutes to clock-off time

How do I know if my office isn't meeting my employee's needs?

As you may have already noticed, there are several symptoms that your current office space is no longer meeting the needs of your employees.

Here is a quick checklist of some of the most common signs, to help you quickly spot if you have an issue in your current space:

• Your space doesn’t align with your company culture
• Teams are split across multiple buildings, floors or areas, or you’ve simply run out of room
• New talent is being put off by your current space
• Your current space doesn’t support new ways of working (ABW, remote working, etc.)

If you’ve ticked the box for any or all of the above, now may be the perfect time to think about revisiting your workplace strategy and design. Check out our white paper to discover more about how workplace design influences digital transformation across the critical areas of talent, diversity, innovation and technology.

Axiom Workplaces combines your commercial fitout goals with our experience and expertise in evidence-based office design to create a thriving workplace for you and your workforce.

Considering that a person spends over 13 years of their life at work, it’s unsurprising that workplace design plays a key role in people’s happiness, satisfaction, health and wellbeing.

The routines, habits, and daily ebb and flow that your workspace enables are significant and perhaps more life-altering than you might think. This is why your office space needs to be about more than just ‘the work’, and also about creating a space where you are able to express your fullest self.

With all this at stake, it seems like engaging staff in the design of the workplace would be both obvious and simple to do. We know that when people have options and choices about how, where and when they work, they feel empowered and engaged. Which lends even further weight to the theory that engaging your whole business in your workplace design is singularly powerful.

Yet in many projects, a lack of buy-in from employees will result in project failure and a workspace which hampers satisfaction, efficiency and productivity instead of supporting it. On the other hand, a Steelcase survey linked employee-driven workplace design with increased productivity and high levels of employee engagement and satisfaction.

The survey found that it was not just involvement in the design of the physical workspace that kept employees content, it was also providing input on their working style—work schedules, privacy, processes and business decision-making.

So, how can you ensure your entire business, every employee, is engaged with your workplace design?

1. Start by educating them on the benefits of engagement with workplace design (hint: we’ve just talked about them above!)
2. Share the design process and actively seek feedback throughout—let your employees know exactly what they will get a say on.

Here are just some of the areas your employees can be asked for their opinion and feedback on:

Designing for a Strong Company Culture

Company culture is a set of beliefs, norms and values that represent the way a company does business. Disengaged employees, high staff turnover, poor customer relationships and smaller profits are all symptoms of poor company culture, whereas a strong and healthy company culture will improve a business’s overall performance.

Engage your employees in defining your company culture by working with them on:

• Vision and values
• How your business is managed—the systems, structure, procedures and goals
• Policies—code of conduct, dress code, etc
• Workplace processes—training and development, onboarding, benefits, etc
• People—the qualities of people you hire
• Physical work environment
• Communication and collaboration—how, when and how frequently

Boost Productivity Through Design

Check-in with your team to find out how, where and when they are most productive and, most importantly, how your workplace design can facilitate this.

Some examples:

• Quiet distraction-free zones—while some employees love the hum of the open-plan office, others need quiet space to concentrate or at least the option available to them for certain kinds of work.
• Indoor greenery and nature—workplaces incorporating plants are likely to be happier, more productive workplaces.
• Co-working—a third-party managed and fully serviced co-working space is an option that is gaining popularity.
• Breakout areas—kitchens or other casual breakout areas are great options for employees looking for a collaborative and creative space to work in.

Employee wellbeing Through Better Design

Start a conversation with employees at your company about how their wellbeing can be supported by the business. While perks like bean bags and an on-site massage therapist sound great, it might be that what your workers really need is the flexibility to pick the kids up from school twice a week, or their manager supporting them to take their lunch break away from their desk.

Consider:

• Activity-based working—there are many wellbeing benefits of a workplace created with activity-based working principles.
• Active design—as the name suggests, active design encourages more activity, eg. including strategically placed staircases, sit-stand desks, etc.

Engaging your employees and discovering their motivations and unique working styles as a part of your overall workplace strategy and workplace design will not only ensure buy-in, but also a more satisfied and productive workforce into the future.

Wondering how your workplace strategy fits in with digital transformation? Download our Digital Transformation – the role of workplace strategy whitepaper to explore how workplace design influences digital transformation across the key areas of talent, diversity, innovation and technology.

Axiom Workplaces combine your commercial fitout goals with our experience and expertise in evidence-based office design to create a thriving workplace for you and your workforce.

Did you know mental illness is the leading cause of sickness absence and long-term work incapacity in Australia? Given that our work plays such a significant role in our lives—we do spend most of our working weekday hours there—it’s crucial we acknowledge its impact on our mental health and wellbeing just as much as we do on the physical side. Aside from reducing absenteeism, focusing on workplace wellness helps employees to feel healthy and valued at work, enabling them to perform their best. Additionally, a healthier workspace attracts new talent and leads to greater retention.

In recent years, there has been significant talk about the benefits of workplace design, which includes activity-based working (ABW) or agile working. But in this post, we will specifically be exploring how ABW can affect employee wellbeing—both mentally and physically. Let’s start with a definition.

What is activity-based working?

Activity-based working understands that employees undertake a variety of activities in their everyday work and therefore require different work settings, supported by the appropriate technology, to perform these tasks efficiently and productively. ABW is about creating spaces to meet the needs of individuals and teams, with an emphasis on empowering employees to make decisions which allow them to work at their full potential.

The wellness benefits of activity-based working

There are many wellbeing advantages of a workplace designed with activity-based working principles:

Sense of agency = happiness

The flexibility of an ABW workspace allows individual working styles to be taken into consideration. Employees are able to choose the space best suited to both their task, their style of working and their mood. Naturally, this licence to choose is linked to a feeling of agency or control for the employee, which is essential to a workplace focused on employee wellbeing.

Work/life balance

A key pillar of ABW is flexibility for employees. They are enabled to choose where and when they work according to their individual working style, preferences, patterns and productivity cadences. As more and more employees prioritise a healthy work/life balance, this flexibility is both attractive and significant to their overall wellbeing.

Healthy eating behaviours

A feature of many ABW workplaces is a communal break out area or eating hub for employees to dine and socialise with colleagues. Paired with a policy of discouraging eating at one’s desk, studies have found ABW encourages healthier eating and increased movement.

Collaboration and networking

Businesses and individuals increasingly understand the significance of interaction and collaboration between employees, and are looking for ways to facilitate strong connections between coworkers. ABW supports employees to work collaboratively through enhanced opportunities for formal and informal knowledge transfer and networking. And while collaboration is good for business, it’s also important for employee wellbeing. Research shows teamwork makes people smarter, more creative, and more successful—and who doesn’t want that?

Aside from the business and productivity benefits of working in a team, having friends at work boosts mood and morale, providing emotional and psychological support to ensure employees are resilient and ready for the challenges of the workplace.

Work the way that works

As we’ve already mentioned, a trademark of activity-based working is the flexibility for employees to choose when and where they get their work done. Unlike traditional one-size-fits-all workplaces, an ABW approach takes into account different personalities, habits, associations, styles and patterns of working. This is especially essential for supporting mental health in what can often be a challenging and stressful space.

An attractive workplace

While salary and benefits aren’t off the radar for younger generations, it does appear that millennials prioritise things like work/life balance and a sense of purpose or meaning in their work. With this focus on workplace wellness, it’s clear that a workspace with variations and choice in the work environment is an attractive option for the next generation of workers.

The wellness downfalls of activity-based working

Installing hot desks or knocking down cubicle walls is not enough to reap the workplace wellness benefits of ABW. This approach requires careful consideration and customisation to ensure that a company’s culture and style of working is reflected. It requires the support and buy-in of all levels of the business—from the C-Suite to the student doing work experience.

Important elements to consider when creating a fluid workplace design include:

• quiet spaces where employees can work distraction-free when required;
• making employees feel connected and ‘at home’ even without a permanent desk, such as encouraging opportunities for social interactions.

The bottom line

No matter the workplace strategy, there will be impacts on workforce wellness. However, designing a workplace that meets your business’ future vision and requirements, instead of focusing on what’s cool and trendy, will always result in better outcomes. ABW is a flexible and dynamic style of working which will support your employees to do their best work and encourage a culture of workplace wellness.

Key takeaways about activity-based working:

• One size does not fit all and operating as if it does will be detrimental to your employees’ wellbeing.
• One in, all in. Employees need to feel supported in their working practices, otherwise they can easily sink back into old habits.
• ABW offers flexibility and support which encourages a healthier workforce, both mentally and physically.
• ABW can offer a highly productive and healthy office environment when aligned with the overall business culture.
• ABW as a workplace strategy will only succeed if it meets your business needs.

Want more? In this deep-dive white paper, Axiom explores how workplace design influences digital transformation across the key areas of talent, diversity, innovation and technology. We look at the steps to achieving your own digital transformation and we emphasise the importance of having an ongoing workplace strategy as you move forward.

This post is the second in a series. Please read Part One first to understand what’s happening with the way Australia works.

As we learned in Part One of this series, the war for talent is very real, and the complexity and confusion around 457 skilled visas in Australia are not helping. Big international tech companies are consuming local talent and paying above odds on wages plus offering highly desirable employee benefits. And there is currently no national conversation occurring about the future of work in Australia and how to prepare for it.

However, the private sector is beginning to respond: in 2019, Telstra announced a huge $25million upskilling and reskilling program in collaboration with Sydney’s University of Technology. 

So what can your business do to attract and retain talented, productive and forward-thinking employees? And beyond this, how can you future-proof your workplace? Your workplace strategy is an excellent place to start. 

Start by getting to know your employees

Understanding the context around your current and prospective employees is crucial in developing a workplace strategy which suits their requirements and satisfies their health and wellbeing needs – so they can be the best employees possible. 

Future of Work strategist Cindy Lenferna de la Motte recommends considering how your employees are feeling:

• Anxious about whether a job exists for them in the future
• Stressed out living in a share house or overwhelmed by household debt (maybe both)
• Tense and worried about the climate crisis
• Concerned about failure/change/isolation/etc

Cindy says a workplace can act as a ‘release valve’ for employees, so consider how your workplace can alleviate the fears and anxieties your employees have, freeing them to be efficient, productive and happy at work. Some examples include:

• Supportive leadership that provides a future vision, encouraging co-creation and collaboration
• Investing in professional development
• Quiet spaces for ‘deep work’
• Flexible working arrangements 
• Coordinated Wellbeing programs including Employee Assistance programs and Financial wellbeing
• Acknowledging and addressing societal issues like the climate crisis as a company

Keeping the employee experience front of mind will ensure you build a business that is more ‘human’ and supports connection and community, one that is less brittle and more adaptable to inevitable change. 

Explore the nature of work

While it’s important to get to know your employees, it’s also crucial to genuinely understand the work that is taking place. Cindy mentions that often workplace design becomes a little too trendy – like installing ping pong tables when what’s really required is quiet space where employees can escape the hubbub of the open-plan office setting to get deep thinking tasks done. 

The nature of the work is also inextricably linked to the employee doing that work and their style of working. It is, therefore, essential to understand and consider both when designing spaces to work. For instance, some employees thrive in a loud open office environment and need the background chatter to concentrate on the task at hand, another employee, however, would find the same task impossible, the chatter disruptive and need a quiet space. Why not design space for all styles? Creating lots of different ways and areas for people to work – in collaboration or individually providing – sitting, lounging, standing or moving options – is a hallmark of smart workplace design.  

What the future of work in Australia looks like

According to the World Economic Forum, the top six skills required in 2022 will be:

1. Analytical thinking and innovation
2. Active learning and learning strategies
3. Creativity, originality and initiative
4. Technology design and programming
5. Critical thinking and analysis
6. Complex problem solving

Consider how your workplace can support this type of work. Think about both the physical space and also the technology and policy which enables this work to occur. When done well, your workplace will be an essential enabler of productivity, innovation, collaboration and community. 

Go deeper than ‘trendy’

As Cindy points out, ping pong tables, bean bags and other workplace design ‘trends’ can often be employed with good intentions, but without sound intentions. The physical design of your workplace needs to dig a little deeper, to support productivity as well as being an enticing employee value proposition and theories based on evidence which takes into consideration the actual health and wellbeing needs of your staff.

“It’s more than just offering hot-desking (or whatever the latest trend may be). It’s about tapping into the visceral nature of what your people need through intentional design,” says Cindy.

Explore more about workplace strategy, the future of work in Australia and how the COVID-19 pandemic has accelerated transformation in the workplace in our ultimate handbook: A progressive leader’s guide to the future of work in Australia.

What’s that saying about failing to plan? We know there are a few of them, and with good reason. Planning your office move is no different. Taking the time to make the most informed decisions can be the difference between a successful office relocation with minimal downtime and effect on productivity and an unsuccessful move that is stressful, inefficient and disruptive.

Preparing in advance will ensure your move is streamlined, both for your employees, teams and departments as well as for your clients and customers. A well-planned office move will mean a smooth transition where business-as-usual is affected as little as possible.

With this in mind, it makes sense to work alongside reliable and experienced professionals with plenty of the right skills and knowledge to ensure your office move goes off without a hitch. In this post, we’ll cover the key specialist roles usually employed in an office move and how they can help you make the best and most informed decisions when planning your office move.

Workplace strategist

Keeping your employees satisfied and attracting top-notch talent is a difficult job and designing an employee-centric workplace is one of the most important ways you can recruit and retain incredible employees. A workplace strategist will assist you to integrate the people, places and processes of your business, ensuring a productive, happy and efficient workplace.

Bringing together knowledge in facilities, interior design, real estate and IT, your workplace strategist can help you lower costs, drive workplace transformation and increase collaboration within and between teams and departments.

Undergoing major change, like office relocation, can be the perfect catalyst to hire a workplace strategist to create a holistic strategic framework from which your company can continue to grow.

Agents and tenant representatives

An agent is a landlord representative. It’s their job to lease out space in buildings. Most commonly, they have five or six buildings in their portfolio at any time, and they represent the landlords of those spaces. Whilst they are working on the landlords’ behalf representing their client’s interests, they also seek to maximise the potential of the space to garner the best result.

On the other side sits a tenant representative, who does exactly that – they are your representative as the tenant. They are focussed solely on your needs, without being tied to a landlord, and will negotiate with both landlords and agents on your behalf. Their fee is paid by you and is usually a commission percentage based on the savings they have achieved for you.

Commercial interior designer

As the name suggests, a commercial interior designer will create and direct the construction of a commercial space. From coming up with the initial concepts and floor plans, to developing a look and feel palette and 3D visuals, to directing and managing the actual rollout of the interior design, the commercial interior designer is there to guide the entire process. Not only will they design and implement interiors which match your brief, but they are also a source of expert professional knowledge around the construction process.

Legal and financial advisers

Understanding and entering a commercial lease is a complex and considerable undertaking. Therefore it is crucial you have considered the financial and legal implications.

It is likely your CFO’s role to look at and understand the office relocation costs as well as the ongoing lease costs and work out at what levels the business is comfortable with.

A commercial leasing lawyer will be best placed to review your lease agreement and can even negotiate on your behalf in terms of fixtures, fit-out and costs. A lawyer will also check for clauses that are not in your favour, eg. big payouts at the end of your lease or unreasonable make-good obligations.

Workplace design partners

Working with a workplace design partner like Axiom will help you to define a detailed workplace strategy to help increase productivity and support your overarching business goals. Using this as a foundation they can translate these ideas and objectives into a physical workspace that meets your needs.

A good workplace design partner starts by understanding your business needs now, and your needs into the future. They will look at your people, culture and what is currently happening in your organisation to design a workplace strategy and physical workspace that is unique to your business and based on hard evidence.

Partners like Axiom Workplaces look at the big picture and are with you throughout the journey – from design conceptualisation, planning, the fit-out itself, and, after completion, they will continue to make sure your workplace transformation is right for you and your people.

Throughout Axiom’s process, clients are supported by a highly-skilled, experienced and responsive team who nurture, develop and assume total responsibility for every detail, ensuring you are consulted at each stage of the project.

Ready to jump in? Book your free consultation with Axiom today.