MANILA, PHILIPPINES – The open office layout has sparked much debate in contemporary workplace design. Workspaces have seen a significant shift from traditional cubicle setups to open floor plans, reflecting changing attitudes toward work culture and collaboration. To assess how open floor plans affect productivity and the work environment, it’s crucial to understand the pros and cons.
The pros and cons of open office floor plans
While they foster a modern, collaborative environment, open office layouts also bring challenges in maintaining focus and productivity.
Pros: Transitioning for collaboration and flexibility
Open floor plans for the work environment typically feature shared desks or tables, minimal physical barriers, and are designed to foster a sense of community and collaboration. This design became synonymous with modern, forward-thinking companies, particularly appealing to younger generations who value interaction and a less formal office structure.
Some benefits of the open office design include:
1. Enhanced collaboration. Open spaces facilitate easier communication and teamwork.
2. Flexibility. These environments often allow employees to choose where and how they work.
3. Cost-effectivity. Open floor plans can be more economical in terms of space utilization and resources.
Cons: Looking back at the traditional cubicle
On the other hand, the traditional cubicle setup offers employees a defined, personal space. This is thought to enhance individual concentration and productivity by minimizing distractions. However, this also isolates employees, limiting their spontaneous interactions and collaboration.
With the loss of the traditional cubicle, the downsides for open offices include:
1. Noise and distractions. The biggest downside is the potential for constant noise and interruptions.
2. Lack of privacy. Employees may feel exposed and lack a sense of personal space.
3. Stress and overstimulation. The constant buzz of activity can be overwhelming for some, leading to increased stress and affecting mental health in the workplace.
Open floor plans for office productivity: A double-edged sword
It’s clear that despite their popularity, open offices are not without their challenges. A global study commissioned by Plantronics (“Poly,” previously known as Plantronics and Polycom) (NYSE: PLT) and Future Workplace revealed that 99% of employees are distracted some of the time in the office.
About 5,151 workers in 10 countries were surveyed to discover both the realities and causes of workplace distractions and what companies and employees can do to curb them. It also identified the current trends in office landscapes today, and how technology is integral in keeping the environment conducive for work.
Most employees felt that noise disrupts their productivity. The most common distractions that they encounter are loud-talking co-workers over the phone, office celebrations, co-workers talking nearby, table and video games, phone rings and alerts, and bringing pets into the office.
Workplace distractions also come with a cost, with nearly 1 in 3 employees losing one or more hours of productivity, while 48% of participants admitted to lacking in focus to get things done.
Despite the challenges experienced by open floor plans in the work environment, the employees surveyed still regarded open spaces as preferable. To combat these challenges and remain productive, employers and employees have found several strategies, including opportunities to tap into collaborative solutions.
34% said that they look for a quieter spot at the office, while some utilize technologies such as wearing music headphones (27%) or noise-cancelling headphones (19%) to stay productive despite being in a shared space.
Organizations also established quiet spaces or zones to reduce office distractions. Revamping the office layout and setting guidelines on appropriate noise levels were done to improve employees’ peace of mind at work.
The survey also found that 53% of employees went to their direct manager and that 1 in 7 went to IT to resolve issues with office distractions. This is surprising given that one of the most effective ways to reduce noise in the workplace is by reaching out to the IT department, who usually have access to technologies and tools that could significantly reduce noise-based distractions. This can include noise-canceling headphones or huddle rooms and phone booths equipped with audio-video and content-sharing platforms.
Finding the middle ground
The debate between open offices and cubicles hinges on finding a balance between privacy and collaboration. While cubicles offer a quiet space for focused work, they can stifle the free flow of ideas.
Conversely, open offices promote teamwork but can be detrimental to tasks requiring deep concentration. Modern office designs are increasingly seeking a middle ground — incorporating elements of both to create a hybrid environment.
Harmonizing using technology
In addressing open office floor plan pros and cons, technology plays a pivotal role. Overall, the study demonstrated that noise reduction is indeed vital in a productive workplace and that investing in technology solutions is crucial. To address problems and enable maximum productivity, Poly also recently introduced next-generation Savi 8200 Office Series, the first DECT™ headsets with Active Noise Cancelling in the Philippines.
“More employees in the Philippines are now adopting work-from-anywhere arrangements, thanks to the recently-signed Telecommuting Act. With this, employees need the right tools and technologies to help them stay productive, even when working remotely” said Samir Sayed, Managing Director for ASEAN and Korea at Poly.
“Poly’s innovations are designed to help everyone perform at their best, whatever their workplace environment. The new Savi 8200 Office Series has a unique close conversation limiting feature and easy call merging with support for desk phones, mobile devices, and PCs to overcome distractions, make communications clearer, and improve overall employee satisfaction. With technologies like these, we hope that distraction in the office will be a thing of the past for Philippines businesses,” Samir added.
Rethinking productivity in open office spaces
In open office spaces, the mantra “productivity isn’t working all the time” also becomes increasingly relevant. Contrary to the notion that constant activity equals higher output, these environments suggest a more nuanced approach. Productivity in open offices isn’t about relentless work; it’s about smart, focused efforts interspersed with necessary breaks.
Open floor plans for the work environment can challenge employees to find a balance between collaboration and individual work. Employees can leverage the collective energy for creativity and efficiency while also recognizing the importance of downtime for mental well-being and sustained performance.
The future of office design
The shift from cubicles to open floor plans represents more than just a change in office aesthetics; it signifies a transformation in how we view work and collaboration. While open offices offer benefits versus cubicles in terms of interaction and vibrant work culture, they also present challenges in maintaining productivity and focus.
The future of office design lies in finding a balance between these two extremes, leveraging technology and innovation to create environments that cater to diverse working styles. The key will be to create spaces that support both collaborative and focused work while also enhancing the well-being and sustained productivity of every employee.
