Spring 2019
Issue Map
Advertisement
Advertisement
Workspace Oasis
CTDO Magazine

Workspace Oasis

Friday, March 15, 2019

Whether you have an office, cubicle, or just a desk, you can make your workspace conducive for productivity.

Setting up your optimal workspace may boost productivity and creativity, leading you to experience greater career success. Sounds simple, right? It is—but you have to take into consideration your preferences about such aspects as lighting, sound, temperature, furniture, and organization to create an environment that best suits the way you work.

Light

A 2018 Future Workplace study on the employee experience revealed that the number 1 office perk is light. The HR advisory firm's survey of 1,614 North American employees found that access to natural light and outdoor views is the most sought-out attribute of a workplace environment, outranking perennial favorites like on-site cafeterias and fitness centers. The study also revealed that the absence of natural light and outdoor views hurts the employee experience. Sadly, more than one-third of employees feel that they don't get enough natural light, and 47 percent admit they feel tired or very tired from the absence of natural light or a window at their office.

Advertisement

Light isn't just a perk or preference, though. Research shows that it affects productivity. A study by researchers at Northwestern University's neuroscience program concluded that there is a strong relationship between workplace daylight exposure and office workers' activity. After comparing 49 day-shift office workers—27 in windowless workplaces and 22 in workplaces with windows—the data revealed that workers without windows reported lower scores on quality of life measures related to physical problems, daytime dysfunction, and overall vitality.

The good news: Studies have found that working under blue-enriched light bulbs increases performance by supporting mental acuity and alertness and reducing eye strain. If you don't have access to daylight, ask your company to install these light bulbs throughout the office.

Sound

Sound is one environmental factor that can affect work productivity. But noise levels can vary greatly depending on the office design and team size. What's more, preferences for various sound types and noise levels are personal. Maybe you need complete silence to concentrate or like to work with music playing in the background.

Whichever your personal preference, research has found that the type of work you're doing can affect what type of sound will boost your productivity. One study published by the Journal of Consumer Research explored the effects of ambient noise on creative cognition. In a series of experiments, researchers at the University of Illinois at Urbana-Champaign had participants brainstorm ideas for new products while they were exposed to varying levels of background noise. Results revealed that a moderate level of ambient noise (around 70 decibels) enhanced performance on creative tasks. That's equivalent to the typical level of noise at a bustling coffee shop.

A team of entrepreneurs, freelancers, and creatives based in Richmond, Virginia, were inspired by the research to build Coffitivity, a free website and app that plays various ambient coffee shop soundtracks. Tracks like "Morning Murmur" create a gentle hum to get your day going, whereas "Lunchtime Lounge" offers more chatter. Hipstersound is another ambient noise website featuring several different cafés' comforting sounds and background chatter. Noisli is a good website if you want to customize your background noise experience. You can click on 16 different icons on the site's main page to turn them on or off, and you can customize the volume and mix or match the different sounds you want to hear.

The benefits of moderate noise, however, seem to apply only to creative tasks. The study found that extreme quiet tends to sharpen focus. Noise-cancellation headphones are a suitable solution for times when a quiet environment is necessary.

Temperature

If good lighting is the most common perk, the office thermostat setting is the most common battle. A 2015 CareerBuilder survey revealed that one in five workers has argued with a co-worker that the office temperature was too hot or too cold, and 18 percent have secretly changed the temperature during the winter. More important, 53 percent of employees said they were less productive when the office is too cold.

A Cornell University study found that workers who struggle to stay warm make more mistakes, which can lead to a 10 percent spike in hourly labor costs. When there was a boost in office temperature, typing mistakes decreased 44 percent, while overall keying output yielded a 150 percent increase. In contrast, an overly heated workplace can leave employees fatigued, irritable, and struggling to concentrate, according to the U.S. Department of Commerce.

There are no specific Occupational Safety and Health Administration guidelines or regulations that pertain to a work environment's climate. However, the agency addresses the subject in its technical handbook by suggesting temperatures stay within the range of 68 to 76 degrees Fahrenheit.

If you find your workspace too hot or cold, bring in a small fan or dress in layers or bring in a blanket.

Furniture

If you've ever sat at a desk to do work but found yourself moving often to stay focused, then you know how important it is to have a correctly fitted desk and chair.

"You spend the majority of your waking hours in your workspace, so it's worth investing in a comfy chair and desk at the right height, a mouse and keyboard that's easy on your hands and wrists, and even a widescreen monitor (or two) to make long hours at the computer gentler on your eyes and bodies." That's sound advice from Gina Trapani, founding editor of Lifehacker.com and author of Upgrade Your Life, who adds in a Harvard Business Review article, "Beware of fancy office products that claim to be more ergonomic than others; your gauge is your body."

Consider these quick ergonomic checks when selecting the best furniture for you:

Advertisement
  • When you're seated or standing in the position at which you'd use the desk, you should be able to rest your arms at your sides, keeping your elbow at a 90-degree angle and your upper arms in line with your torso.
  • Your eyes should be 24 to 36 inches from the computer screen, and the top of the monitor should be below or at eye level.
  • A slightly reclined chair posture is best to reduce pressure on your spine and minimize lower back pain.

    If your setup doesn't meet these guidelines, ask your company to provide a riser to adjust the height of your computer screen. Also request an adjustable chair or add pillows for your lower back, as needed. Another popular option for the modern workplace is the standing desk. Many users claim this work method makes them feel more alert and productive. You may need a desk stool to use in conjunction with these desks.

    Organization

    Unless you work from home, you may not have control over the sound, lighting, temperature, or furniture in your work environment. But you likely have the power to organize your workspace the way you want. This begs the question: What kind of organizer are you?

    Trapani advises workers to only keep frequently used items within reach. Consider what you need close by that you use on a daily basis. These could be client files, reference books, a printer, and so forth. Then think about the other things you typically use just once or twice a week. Get those out of your way, putting them on a nearby bookshelf or in a drawer. "If it's dusty, it doesn't need to be there," says Trapani.

    Likewise, is there anything you use often that's not right at your fingertips? Relocate these items to the space right in front of you. For example, a hole punch can stay in the bottom drawer of your desk, but if you're constantly jotting down ideas, you should keep a fresh notepad and uncapped pen next to your mouse pad, she says.

    Next, think about how you stay organized. Do you use a paper organizer or filing system? How do you accommodate that within your workspace? Is it taking over your desk space? If so, you may need a side table close by to hold these files. Similarly, if sticky notes have become your go-to productivity hack, would you be better served by a whiteboard?

    Bottom line: It's all about finding out what works best for you for whatever type of work you're doing.

    Read more from CTDO magazine: Essential talent development content for C-suite leaders.

About the Author

Ryann K. Ellis is an editor for the Association of Talent Development (ATD). She has been covering workplace learning and performance for ATD (formerly the American Society for Training & Development) since 1995. She currently sources and authors content for TD Magazine and CTDO, as well as manages ATD's Community of Practice blogs. Contact her at [email protected]

Be the first to comment
Sign In to Post a Comment
Sorry! Something went wrong on our end. Please try again later.