Empty-Nests: What Should Companies Do With Their Office Space?
A question that many companies, HR departments and employees have been debating is: what will offices look like post-pandemic?
Companies across the world are trying to find a new normal with regards to their operations, be that working remotely, returning to the office or some mixture of the two. Finding the correct fit is not as easy it seems. Not all employees are able to work from home and will have to return to the office. This differentiation between in-office workers and remote workers may lead to resentment, negativity and a decline in productivity. Managers and department heads will have to keep a close eye on this, and manage the situation carefully to ensure there is no breakdown within the company culture.
Another problem however is working from home. Since the 1980’s there have been groups and sectors advocating for a shift to work from home, and the 2020-lockdown finally showed that these groups had a valid point. Unfortunately not everything is moonshine and roses. For as many benefits working from home may have, there are several trade-offs that goes with it:
Productivity/Creativity: it has been established that working from home leads to greater productivity. This sadly comes at a cost of creativity. When meeting face-to-face people not only get take in the verbal communication, but also rely on nonverbal cues, emotional connections and empathy to reinforce what is said. A digital meeting reduces all of this dramatically and makes a connection with others more difficult. Research have shown that within a remote-working environment, more meetings are required to resolve a problem than what was required in an office setting, as there is less of an understanding over digital meetings than with meetings in person. The lack of in-person interaction has a detrimental impact on the creativity and problem-solving faculties of employees, leading to a negative impact on the quality of work.
Training and Skills Transfer: it is no secret that the best training for new employees is on the job training. On-boarding and induction programs are important, but the best way for a new employee to see “how things are done in this company” is to experience it first hand from other employees. It is the quick “hey can you help me with this” to a colleague that really shows a new employee how the job is done. In a remote environment this is nearly impossible. On the job training is best done in person where an employee can see another doing the job, witness how they use the system, how they interact with others and deal with different matters. People are also far more reluctant to ask a question in writing (email or messaging platform) as they fear it may be a stupid question and don’t want to have a record of it around. Due to the lack of in-person interactions, new employees will also not know their colleagues well enough to know who they can ask for help.
Always ON: Most employees struggle with this when working from home, finding the balance between work time and family time. Many quickly become overworked, stressed and exhausted because they are always “on”, always available and always easy to reach. Sure this leads to more productivity, but at a cost of mental and physical wellness.
A simple solution — or rather the go-to solution — seems to be a mixed approach whereby employees work from home for a few days, and from the office for a few days. This may seem reasonable, but also not risk-free. Many employees may feel that when they are in the office, they should either be in meetings or stuck to the screen the whole time so as to show management that they are busy and productive. This is also not the right approach, as the idea of being in the office is to collaborate with colleagues, both formally and informally. Feeling that they have to prove themselves to management may lead to an even further drop in social interactions between colleagues.
The question still remains: should employees return to the office, what will that office setting look like? Pandemic regulations aside, what will the environment be for employees when they return to the office, either full time or for a few days?
The way forward
Technology — and Covid-19 — have forever changed the way companies operate. Technology has allowed for many tasks to be successfully and efficiently automated, reducing the need for a human-component. Accordingly, companies need people less for the physical work, but more for their creativity. Since the work requirements have change, so too does the workspace need to change.
An office cannot, and should not, simply be a cubicle wherein employees sit at desks and do work. An office should be a space that encourages collaboration, social interactions and informal encounters which allows for employees to brainstorm, learn and be more creative. Here are some ideas on how to achieve this:
Physical Attributes: utilizing the office layout, certain areas can be more conducive for social interactions and collaborations while others can be more suited for individual work. Setting up coffee stations/juice bars in certain areas along with furniture such as couches and recliners may create a social setting where employees will gather and talk, a few high tables may serve as a meeting point for two employees to have a quick discussion, or maybe a few workstations for employees to sit and have an impromptu brainstorm-session. Opposed to this, placing desks away from each other in a carpeted area with more sound-absorbing materials can be more conducive for employees busy with individual tasks.
Lead by example: whatever the aim of the company is, it is of critical importance that management lead the way. If managers remain in their office all day, employees may be too scared to socialize. Seeing managers at the coffee stations interacting with others, or having impromptu meetings around the office will encourage other employees to do the same. The message should also be clear that coming to the office is not a way to prove to management that work is being done. The focus should be on the results or outcome, not the amount of screen-time.
Remember Employees are Human: as mentioned, one of the dangers of working remotely is that employees believe they should always be connected, always “on”. Treat employees as people, not automatons. Allow employees to set working hours, times when they will be available — whether they are in the office or remotely. Allow them time to have lunch, go for an early-morning gym session or a run, or to have a time with their family. This will go a long way in increasing morale which will in turn increase productivity and employee engagement.
The future is still a bit unclear. There is always Covid-19 to consider and the impact it has on any situation where people gather. Yet it would be reckless to think that matters can be put off until after the pandemic. It is just as reckless to think that things will be exactly the same as they were prior to the pandemic. Workplaces are changing, and it is imperative that companies keep track with the times, or they risk falling behind.
