Open-plan offices: Pros, cons, rules & solutions

Open-plan offices facilitate quick communication, flexible space utilization, and rapid exchange between teams. At the same time, noise, distractions, and a lack of private spaces can make it difficult to concentrate. Whether an open-plan office is suitable for a company therefore depends heavily on the layout, the nature of the work, and the needs of the employees.

In this article, you will learn about the advantages and disadvantages of open-plan offices, which planning requirements are relevant, and what measures can be taken to reduce typical problems.

What is an open-plan office?

An open-plan office is a large, contiguous office space where numerous workstations are arranged without complete spatial separation. Characteristic features include open sightlines and shared work areas.

According to the Technical Rules for Workplaces ASR A1.2 , office or screen-based workstations on a contiguous floor area of at least 400 m² are considered an open-plan office. The regulation does not, however, specify a fixed minimum number of employees. For planning purposes, an area of approximately 12 to 15 m² per workstation is assumed due to the higher requirement for circulation space and potential acoustic and visual disturbances.

Modern open-plan offices, however, do not necessarily consist of long rows of identical desks. Through the use of retreat areas, meeting rooms, phone booths, and various work zones, open spaces can be designed in a much more nuanced way today.

Open-plan office or open space office: What is the difference?

The terms open-plan office and open space office are often used synonymously, but they do not always describe the same office concept.

A classic open-plan office primarily refers to a large, contiguous office space with numerous workstations. A modern open space office usually goes a step further: the open area is deliberately divided into different functional zones.

These can include, for example, focus zones, team workstations, meeting rooms, phone booths, and informal communication areas.

While the size and open structure of the space are often the primary focus of an open-plan office, a modern open-space concept focuses more on accommodating different work activities within a single office area.

We explain in detail how such a concept can be planned and zoned in our guide to open space offices.

Open-plan office: Pros and cons

Now that we have clarified the terminology, the question arises as to what advantages and disadvantages working in open-plan offices actually entails. It is best to start with yourself and check what requirements for the working atmosphere should be met for you when starting a new job. 

How large should the company you intend to work for be? Which hybrid working time models are offered there and what options do you have to decide for yourself whether you can work from home or if you are required to be in the office? 

Thinking these things through in advance can be helpful to simplify the decision-making process regarding open-plan offices. If you need further help with your decision, just let me know!

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Benefits of an open-plan office

Promoting collaboration

• Facilitates teamwork and the exchange of ideas
• Leads to innovative solutions and stronger teamwork
• Boosting productivity and creativity
• Essential for agile project development

Flexible work arrangements

• Supports dynamic space usage with hot-desking and communal areas
• Hybrid teams choose workspaces based on their needs
• Increasing the collaborative experience and productivity through autonomy and variety

Unified company culture

• Promotes equality and openness by removing physical barriers
• Facilitates interaction regardless of job title
• Support and knowledge sharing among colleagues
• Increased enjoyment and engagement at work

Cost savings

• Reduction in office costs (rent, electricity, furniture, etc.)
• Efficient use of less square footage for more employees

Disadvantages of an open-plan office

Noise pollution and distractions

• No walls to dampen sound
• Phone calls and conversations are distracting
• Lower productivity
• Increased team stress

Limited privacy

• Little privacy due to open layout
• Difficulty concentrating or maintaining discretion
• Discomfort from being watched while working, leading to negative impacts on performance

Health risks

• Germs spread more easily
• Higher absenteeism due to illness and stress
• Hygiene measures become especially important

Individual needs

• Promotes collaboration, but is not for everyone
• Introverted or neurodivergent employees often require quiet
• Need for a balance between different types of spaces

What are the requirements for open-plan offices?

When planning an open-plan office, sufficient space for workstations, movement, and circulation must be taken into account. According to ASR A1.2, you should allow for approximately 12 to 15 square meters per workstation in open-plan offices due to the higher demand for circulation space and potential acoustic and visual disturbances.

However, it is not just the total area that is decisive. Sufficiently wide circulation paths, ergonomic workstations, lighting, acoustics, and suitable areas for retreat also play an important role.

Companies should always assess the specific requirements based on the respective workstations, tasks, and spatial conditions.

What rules help in an open-plan office?

In addition to office layout, clear shared rules can help reduce disturbances in an open-plan office.

The most important rules include:

• moving longer phone calls to designated areas,
• respecting headphones or other visible signals for focused work,
• avoiding spontaneous meetings directly at workstations,
• holding confidential conversations in closed rooms,
• leaving shared workstations clean,
• using different work zones according to their intended purpose.

It is crucial that the rules are understood by all employees and are actually implemented in everyday work.

Reducing noise in the open-plan office

Noise is one of the most common drawbacks of an open-plan office. Conversations, phone calls, keyboards, meetings, and foot traffic can disrupt concentration and increase stress levels. Therefore, companies should plan open office spaces not just based on the number of workstations, but also with consideration for acoustics and usage scenarios.

Effective measures to reduce noise in an open-plan office include:

• acoustically effective partitions and ceiling elements
• phone booths for calls and video conferences
• focus zones for concentrated work
• clear rules for phone calls and spontaneous meetings
• separate collaboration areas for teamwork
• plants, carpets, and sound-absorbing furniture
• digital booking of quiet workspaces

Especially with hybrid work , desk booking helps employees select the right workspace for their needs. Depending on the task, staff can decide whether they require a quiet focus desk, a team workspace, or an area near specific colleagues.

Why desk sharing makes sense in an open-plan office

Office management has become an increasingly important topic across all industries in recent years. Regardless of whether you work in an open-plan office or in smaller offices that offer desk sharing solutions, the right office management system is essential to ensure a smooth workflow.

But why are many companies based in open-plan offices increasingly opting for Desk sharing or hot desking? Here are five reasons why desk sharing makes working in an open-plan office easier:

1. Reduced rent and infrastructure costs: Less office space and equipment required.

2. Support for flexible working models: Ideal for mobile and remote employees.

3. Maximum workspace utilization: Minimizing unused desks.

4. Increased interaction between teams: Strengthening cross-departmental collaboration.

5. Diverse workspaces: Adaptation to different work needs.

When you take these arguments as tools for working in an open-plan office, it is easy to see why desk sharing is an essential part of modern work environments. 

How Flexopus supports the use of large office spaces

An open-plan office works best when employees can quickly see which desks, rooms, and zones are available. This is exactly where Flexopus helps with digital desk booking, room booking, and interactive floor plans.

Companies can map out different areas in the open-plan office, such as focus zones, team zones, phone booths, or quiet workspaces. Employees book the space that suits their task and can see at the same time where their colleagues are sitting.

This reduces time spent searching, prevents overcrowding, and improves office space utilization. Especially in hybrid work models, Flexopus helps make open office spaces more predictable, transparent, and pleasant.

Want a quick preview? Here are three useful Flexopus features that make working in an open-plan office a breeze for everyone, from the boss to the junior staff!

Meeting room booking

Depending on the layout and setup of your open-plan office, booking meeting rooms can become a hurdle, as open-plan offices often lack a clear overview. With the meeting room booking system from Flexopus, this problem is a thing of the past – room booking made easy!

Parking space booking

All your colleagues are already on their way to the office and you're still stuck in traffic? No problem! With the parking management system from Flexopus, you can secure your own personal spot for your car, moped, or bike in advance. Easy!

Live map

Where exactly can I find my contact person for the upcoming project again? And how long was that phone booth I need later booked for?

A quick glance at the Flexopus live map is all it takes to know exactly what's going on in under a minute. Handy, right?

These and many other features, such as the check-in function at your workstation, SSO integration, and the Microsoft Teams app from Flexopus, ensure a clear and easy-to-use tool for your shared desk concept in an open-plan office.

Conclusion: An open-plan office needs more than just an open space

Working in an open-plan office can be a real balancing act. On one hand, it fosters collaboration, facilitates the exchange of ideas, and can boost productivity and creativity. You have flexible work arrangements and a unified corporate culturethat promotes interaction and makes work more enjoyable. Plus, you save significant costs on rent and equipment.

On the other hand, the constant noise and distractions in an open-plan office can become a problem, potentially lowering productivity and increasing stress. Privacy is often in short supply, which can be particularly taxing for introverted or neurodivergent employees. 

Desk sharing reduces costs, supports flexible and hybrid work models, ensures maximum workspace utilization, and becomes Flexopus significantly easier and more efficient with tools like