The changing demands of this century call for work teams that can adapt to fresh goals and objectives every once in a while. While restrictive cubicles, desks and cabins have been the default layout in most places, they are slowly being replaced by more creative solutions.
Agile working is a modern approach based on the idea that flexible workspaces allow for greater collaboration and efficiency in the workplace.
Basically, an agile workspace has a layout that allows for easier communication among employees, while giving them the space to operate autonomously. Most workspaces of this design are open, flexible and versatile. There are some quiet spaces, and some spaces where employees can socialize, some no-disturb zones for important meetings, and so on.
What does an agile workspace look like?
There are no rules for what an agile workspace design should look like. The only principle is that it should provide a convenient environment for employees to be motivated, relax, take breaks, communicate with each other easily and give their best to the project. While every organization has unique needs, here are some key elements that will help you design a great agile workspace.
Open and Flexible arrangement
Agile workspaces will require you to clear out cubicles and partitions, and roll out an open floor plan. With the physical barriers gone, employees will be better able to reach out and communicate with each other on joint tasks. Make sure you can move around the furniture as often as you want to accommodate different team sizes and projects.
Furniture that is easy to move and reorganize
A study by Torvinen and Anne (2023) revealed that younger employees value the ability to control their work environment. An agile workspace requires modular furniture that can be quickly taken apart and rearranged. For example, a modular sofa is made up of standalone seats, armrests and corner pieces that can be attached or detached as needed.
The furniture should have wheels or casters, so you can move it around as per your convenience. Rolling office chairs, portable tables and storage units with wheels are great examples of mobile furniture. The versatility of arrangement and mobility allow you to customize the workspace as per changing preferences.
Designated zones for different needs
Different kinds of tasks require different spaces. Some tasks require employees to work in silence on their own; quiet focus spaces like small rooms or enclosed pods are great for this. The option of standing desks helps people avoid long hours of sitting and the eventual discomfort and boredom that it brings.
A conference room with good lighting, acoustics and minimal distractions is great for formal meetings. Informal team bonding, meeting preps and brainstorming can happen in breakout areas designed for relaxing and socializing. Surely, it is difficult to accommodate all types of needs in one space. But the idea is to make sure that from the available options, employees are assigned workspaces that best suit their goals, instead of confining them to one desk or cubicle.
Agile work policy
Smite and colleagues (2023) observed that after COVID, the option of remote work no longer an exclusive perk, but a core privilege that employees feel entitled to. An agile workspace is not just about furniture and layout, it also requires flexible policies that maximize productivity and job satisfaction.
As far as possible, give employees the option to work from home, and work flexible hours. Team managers may take a call on whether they want their team to be in the office on particular days. The hybrid schedule policy, where the weekdays are equally divided between home and office, perfectly complements an agile workspace, because it is based on the underlying principle of flexibility.
Supportive technology:
Flexible work policies and environments are sustainable only as long as the flow of communication among in-office and remote employees is seamless. Video conferencing tools, and cloud-based software help employees share real time updates on their tasks regardless of their physical location. Project management tools and mobile apps help managers break down and assign tasks and track progress.
Focus on employee well being
Burnout and occupational stress elevate mental health issues like anxiety and depression. An agile workspace should serve as a stress-free, energetic environment. Large windows, natural light and indoor plants provide an aesthetic flavor to the workspace and create a pleasant, stimulating work environment. Spaces for exercise, meditation and relaxation encourage physical fitness and well being. An egalitarian work culture, with a focus on mutual respect and inclusivity builds strong teams committed to their goals.
How to implement an agile workspace?
An agile workspace sounds like the perfect dream- a workspace that is aesthetically pleasing, comfortable, and versatile. But in reality, implementing one can be a challenging task.
Select a space
If your physical location is important to you, you may choose to renovate your existing workspace. You may also rent another space that is better suited to your needs, which will give you the opportunity to reorganize your resources and review the work policies.
Start small and test it out
You could start by making small changes to one office area, like taking down cubicles and moving around the furniture. If you receive positive feedback from your employees, you can gradually proceed to change more spaces in more substantial ways.
Pay attention to feedback
Humans are creatures of habit, and many of us don’t like change. Employee resistance is expected. Listen to your employees, and adjust the pace of change accordingly. You may take help from people who are more enthusiastic about the plan, to ease their colleagues into the process. You can also assemble a cross functional team, consisting of representatives from different departments, to implement the plan in their respective areas.
Create an agile atmosphere
The Scandinavian Journal of Management published a study by Barth and Blazejewski (2023) about agile workspaces. This study used social theories of space to analyze how open space offices end up re-producing old hierarchical structures of conventional offices. The researchers suggested that apart from design features, creating an agile workspace is also a social process, and equal attention should be paid to creating egalitarian relationships among employees.
What are the benefits of an agile workspace?
The concept of an agile work environment originated in the information technology sector, and has piqued the interest of various other industries. Design firms, research and development teams and business teams find such spaces beneficial for brainstorming and collaboration.
Research by McKinsey and Co (2020) showed that among the teams that among the agile organizations that they surveyed, 93% better customer satisfaction and operational performance, and 76% reported better employee engagement.
An agile workspace is beneficial for several reasons, as it addresses the evolving needs and expectations of the modern workforce while fostering a productive and supportive work environment. It increases employee satisfaction, promotes work life balance and increases retention rates. Moreover, since agile workspaces complement hybrid work policies, they help cut down on costs and reduce the environmental impact resulting from commute.
Agile workspaces are an important step in preparing your organization for the rapidly evolving modern work culture. Based on the principles of flexibility, adaptability and efficiency, such workspaces allow you to tailor work environments to the specific demands of a task. Open space layouts, mobile and modular furniture, and designated zones for different kinds of work, are the key elements of an agile workspace.
You can use the elements mentioned in this article to make an initial list of your needs and adjusting them as per the resources you have. Are you ready for designing an agile workspace for your employees? Sure enough, it sounds like a great investment for the wellbeing of your employees and the productivity of your organization. So go ahead, and get your stakeholders on-board for this exciting transformation!
GIPHY App Key not set. Please check settings