rdeighton

Real-life stories for better workspace design

AUTHOR
Kursty Groves,
Workplace Innovation Consultant
Shape of Work Limited

We all make mistakes – it's human nature. But the key to success lies in learning from these mistakes and using them to inform future decisions. In the world of workspace design, this is especially true. Many clients and designers face common traps in workspace projects, ranging from overlooking employee needs to inadequate planning and ignoring flexibility. Worse still, clients can unwittingly repeat industry jargon, which creates confusion and hinders the project's progress.

Creating a fantastic workspace can be tricky. Sometimes, a well-intentioned redesign falls short, wasting resources and impacting satisfaction. The lack of flexibility in design can become a significant problem as the company evolves. Another common issue is not asking the right questions, whether of leadership, colleagues, or the end-users of the workspace. These scenarios are all too familiar and can lead to substantial setbacks. Often, these shortcomings are swept under the proverbial carpet as we assert our expertise, only to find ourselves designing around problems that could have been avoided. We can't predict the future or precisely foresee human behaviour, leaving us to resort to well-trodden paths.

The good news is that these pitfalls can be avoided. Learning from real-world examples helps designers and clients tackle challenges more effectively, develop open communication, and approach projects with confidence, ready to handle inevitable bumps in the road together.

"Workspace Made Easy" is our guide to navigating these challenges. Neil Usher and I have drawn upon fifty years of combined experience and plenty of mistakes to create this book. Our goal is to simplify the process and improve communication. The book offers practical tips based on our own stories and lessons learned, highlighting common errors and helping to avoid them.

Discussing the book's lessons with clients during planning can help set expectations, anticipate problems early, and save time and money. Additionally, sharing these stories can boost clients' trust in your methods, which is crucial for a successful project.

Real-life stories can help clients identify and express their needs and expectations. This, in turn, enables them to create clearer briefs and become better clients.

Recognising that mistakes are part of the process is crucial. By learning from our experiences, we can create workspaces that address real needs and foster open dialogue. Embracing our imperfections allows us to improve continuously and deliver environments that meet genuine human needs.

"Workspace Made Easy: a clear and practical guide on how to create a fantastic work environment", by Kursty Groves and Neil Usher. Available to pre-order on Amazon.

by rdeighton

Workspace – Can It Ever Be Easy?

AUTHOR
Neil Usher,
VP Places
Sage

Sometimes, when we create something, we wonder why it’s never been done before. Especially as we often hear that every supposed new invention is a re-hash of old ideas. So we think: perhaps we’ve misjudged the situation entirely, and it can’t be done? Maybe it was so blindingly obvious everyone thought someone else would do it, so it wasn’t worth starting, but nobody did? We just ask an AI to set it out for us? Or, possibly, we’ve all been too busy doing it to write about doing it?

In this instance, it’s the journey from a twinkle of an idea to a finished, fully operating workspace. It just doesn’t exist. Which is quite something, given how many workspaces have been created, and are in progress even as we read this.

Overlaid on every unique situation are a multitude of phased flowcharts, and at the table are arrayed the required professions with decades of experience and stories to tell, ready to gather more. But very often, especially with small or medium sized enterprises, the client has never done this before. And to them, all those flowcharts laid end to end seem to lead back to today. It can be a scary place. There’s usually a lot of optimism, excitement and money at stake

Formed from over a half a century of combined experience, and illustrated with true stories of learning the hard way, Workspace Made Easy, out in July 2024 (published by Routledge), sets out the whole journey, star to finish, in plain and simple jargon-free language. It’s as much for those running their first workspace project, needing a guide every step of the way, as it is for those leading their hundredth, requiring some clarity.

So while in this book there are no new paradigms or panaceas, no concepts or big ideas, no theories or predictions, that the book now exists is entirely new. It doesn’t say what we should have, but how we get what we need. So that we can concentrate on the interesting stuff.

Of course, we could have misjudged the situation entirely, and should never have attempted it. Or, it could just be the best 0.001% of the project budget you ever spent. Creating fantastic workspace may just be that easy.

Workspace Made Easy: a clear and practical guide on how to create a fantastic work environment by Kursty Groves and Neil Usher.

Use code EFLY01 to get 20% off when you pre-order at the Routledge website: https://www.routledge.com/Workspace-Made-Easy-A-clear-and-practical-guide-on-how-to-create-a-fantastic-work-environment/Groves-Usher/p/book/9781032699097

by rdeighton

“Activate The Senses” Announced As The Theme For Workspace Design Show

Workspace Design Show announces the theme of its 2025 edition: ‘Activate the Senses’; which will explore how multi-sensory, immersive environments aid wellbeing, productivity and engagement in the workplace.

Workspace Design Show returns to the Business Design Centre from 26 - 27 February 2025 and it is a welcomed addition to London’s design calendar, attended by the top architects, designers, occupiers, developers, consultants, coworking and fit-out companies. It is the event to explore workspace innovation, unveil the latest products, ignite your creative spark through thought-provoking talks and immersive programs.

"Activate the Senses" invites attendees to embark on a journey of immersive experiences that stimulate all five senses. Guests will step into a space which showcases how each ‘sense’ has a profound impact on the mind, contributing to wellbeing, engagement and productivity.

Comfort factors such as light, sound and temperature play a hugely important role in the design of the working environment. The same factors can also be divisive, if not careful considered throughout the design process, with every individual having different levels of tolerance, sensitivity and needs. From acoustics to lighting to aromas and textures, each element plays a central role in creating a multi-sensory workspace to enhance employee focus and wellbeing.

As we embrace technological advancements and invest in new design approaches, the understanding of how external influences affect everyone becomes increasingly more apparent. ‘Activate the Senses’ explores what this means for the future of workplaces and the people working within.

“With the industry being at such a pivotal point of change we are looking to gain a deeper understanding of how, through research and knowledge, technological innovations can benefit the workplace environment. We are all becoming increasingly more in tune with our personal needs and how they differ from one person to the next. Through talks, exhibitors and connections

Workspace Design Show will bring this to life.” - Esha Bark-Jones, Co-Founder of Workspace Design Show. 

by rdeighton

Redefining Workplace Design: HLW’s Journey Towards Healthier Workplaces With The Healthy Materials Protocol

AUTHOR
Alison Grant,
Senior Designer
HLW

How does our role as workplace designers transcend merely creating visually appealing and functional offices to encompass the creation of environments that promote health, sustainability, and social responsibility? To empower our team with knowledge about healthy and sustainable building materials, at HLW we introduced our own Healthy Material Protocol last year. This protocol encourages our designers to think creatively when choosing materials, explore unconventional options, and always consider the broader implications of their choices. We are interrogating material specifications, establishing baselines for embodied carbon, and replacing standard products with innovative alternatives.

We recently had a chance to put the protocol into action with the design of home improvement company Kingfisher’s London HQ. Tasked with aligning the office with the company's forward-thinking Environmental, Social, and Governance (ESG) objectives, our primary focus was on decarbonization. This involved meticulous attention to reducing embodied carbon emissions through the entire lifecycle of the interior fit-out—from raw material extraction to disposal and recycling. Working closely with the client and sustainability consultancy BEYOND, we scrutinized every aspect of the building's materials, resulting in a staggering 78% reduction in embodied carbon.

Additionally, our experience with Kingfisher emphasised the importance of considering the entire lifecycle of materials. For example, we are now rethinking how we integrate joinery and finishes, as well as furniture, which use adhesive in the assembly stage. These are dangerous to our health as they contain hazardous chemicals, but also to the planet as they limit the after-life potential of materials.

It also got us thinking about how we can delve deeper into sustainable practices and consider how we introduce biophilia into our projects. For HLW, this means far more than just planting.

HLW considered the 15 patterns of biophilia and which were most relevant to the brief to include within the design and enhance the connection between employees using the space and nature. For example, we provided areas of refuge, one of the 15 patterns of biophilia, with a feeling of calm and safety mixed in with unexpected details and lively injections of colour. To balance the use of the refuge spaces, the other biophilic pattern which was deemed important to Kingfisher was Prospect, HLW achieved this by providing unimpeded views along the open plan space allowing the users to plan journeys and surveil the space.

Another principle of biophilic design, Material Connection With Nature, emphasizes the incorporation of natural elements and materials in design the use of natural materials, significantly enhancing health in our office environments. By using materials that age gracefully and have a tactile, authentic quality, designers can create a more inviting and comforting atmosphere in the spaces they design. For instance, timber surfaces and furniture can evoke a sense of stability and calm, while stone elements offer a grounding effect.

At Kingfisher, natural materials like cork, plywood and timber not only bring aesthetic warmth and texture but also contribute to improved air quality and reduced exposure to harmful chemicals commonly found in synthetic materials. Additionally, they are proven to produce biophilic reactions such as a reduction in stress and cortisol levels.

HLW's Healthy Materials Protocol aligns with these principles by prioritizing the selection of natural materials that are free from harmful substances, ensuring a healthier indoor environment. This protocol underscores the importance of using materials that contribute to both physical health and psychological wellbeing.

With the Healthy Materials Protocol, we hope to inspire a shift in how the industry specifies materials. By thoughtfully selecting and integrating natural materials and patterns of nature, and carefully vetting all materials and furniture, we can create healthier, more inspiring workspaces that support the mental and physical wellbeing of employees.

by rdeighton

What To Be or Not To Be – That Is The Question

AUTHOR
Jennifer Bryan,
Founder
ABChange Consultancy

There has been a great deal of discussion and debate in the workplace community about hybrid working – what is it and how should people/organisations do it or not do it, etc.

However this is not the right question. So is it any wonder that many don’t feel they have the answer.

The question leaders within each organisation needs to actually ask is “what type of organisation do they want to be – how do they want to be thought of – how do they want to be perceived by others?”

Hybrid working is an operating model, NOT a workspace/workplace design. Therefore, like all operating models, before you decide which is the best fit for the organisation and its people, you need to know what it is you are trying to achieve and why. Too many leaders get focused on the micro elements and issues and considering there are so many different micro elements affecting the business at the moment, is it any wonder that then there is a feeling of paralysis – a real struggle to make decisions, not just in the workspace but in other areas, as well.

Whereas, if leaders are clear as to what direction they are heading and what they are ultimately trying to achieve (in other words, what is the over-arching vision), then the decision making for the micro elements become a great deal easier. But the vision needs to be clear and definitive. For example, it is not enough to say the vision is “To be the market leading xyz” because that does not actually mean anything. What does it look and feel like to be the market leading xyz? How is this different to the current status quo? What makes this unique to others? What do people, specifically, need to do differently.

Furthermore, why the vision is the right vision for the organisation also needs to be defined and this needs to be well beyond the management spiel of ‘efficiencies and effectiveness.’ Whenever an organisation is changing and/or adopting a different operating model, people need to understand what difference this is going to make to their lives, what is needed for them to do things differently and why they should care and hence make the change in the first place. Therefore using the ‘end person in mind’ approach is critical to understanding how people are feeling and thinking about life, much less work and the potential change. This gives a clear indication of the impact and of the change, thus enabling the right change plans (including stakeholder engagement, communication, training, reinforcement, resistance plans, etc).

Lastly for a change, such as a new operating model like hybrid working, to actually become a reality, a network of influencing people across the organisation at different levels needs to be actively and visibly supporting and encouraging the change. This includes having an executive sponsor, i.e. CEO or Managing Director of the organisation, clearly prioritising and championing the change to ensure the senior leaders are supporting and resourcing the change as a priority. Not to mention the fact that a network of influencers at team level across the different business areas are required to help galvanise the workforce behind the change by giving them access and the ability to ask questions, promote the change and raise concerns; along with the support network within the project team, whether this be full or part time.

So when it comes to the question as to what is hybrid working at ‘abc’ organisation and how should we design, plan, create policies, etc around it, you need to stop and first ask “what type of organisation do we want to be” because only then will you be able to answer the hybrid question correctly for your specific organisation.

by rdeighton