Group and open-plan offices

It is appropriate to divide 'open plan' offices into two categories:

• Group offices — with 3-8 people
• Open-plan offices — with 9 or more people

Sitting in a group or open-plan office has both advantages and disadvantages compared to a one-man office.

The advantages are:

• flexible furnishings
• better conditions for knowledge sharing and teamwork
• fewer square metres are needed

The disadvantages can be:

• unpleasant noise and disruptions
• disagreement about the indoor climate
• lack of 'privacy' for employees

Facts about open-plan offices

Group offices and open-plan offices are being used more and more frequently. These permit greater knowledge sharing and better socialising and cooperation between colleagues, but this arrangement can also give rise to unpleasant noise and other indoor climate problems. Good planning and design is essential in order to achieve a good working environment, and it is important to be clear on what the purpose of the group office is. Is it primarily in order to save floorspace, or does it aim to promote better interaction among the group of employees? If the latter is the case, then work conversations must be accepted to some extent. Work that requires great concentration or confidential conversations is not suited to group offices.

Tips

Incorporate flexibility during the planning phase (e.g. flexible cabling systems, zoned lighting, office furniture on wheels, etc.)

• consider the need for meeting rooms and quiet rooms
• ensure good acoustics, lighting, temperature and air quality
• speak positively about the project - it improves energy levels if everyone is positive
• employees should jointly formulate 'rules of conduct' and write them down

To achieve success with the organization of open-plan offices, it is a good idea to involve the users as early as possible and inform them about the process.

Rules of conduct to draw inspiration from:

• show consideration for your colleagues
• make it legitimate to comment on each other's behaviour
• make sure to redirect the phone when you are away
• turn down the phone ring tone
• approach colleagues directly—rather than shouting across the room
• talk to people in a low voice and at close range. Do not whisper, as this can create discomfort
• use headphones when you want to listen to music and not be disturbed
• if music is to be played aloud, everyone must agree on this
• do not ask about things you can quickly work out for yourself
• set mobile phones to silent mode - use vibration instead of an ordinary ring tone
• if you have a cordless phone, remember to take it with you
• only get involved in other people's conversations when invited to do so
• hold meetings and conference calls in meeting rooms