Open space office: Definition, rules and benefits

In the modern working world, there is a clear trend towards an open space office — and not without reason. This is because the open office concept offers many advantages, from improved communication to increased flexibility.

In this article, you'll learn everything you need to know about the open space office, from the pros and cons to the best strategies for making the most of space while increasing productivity.

Open space office definition: What is the open space office?

The open space office is a modern workplace without the traditional walls and individual offices. Instead, the open office concept offers large rooms in which all employees work together. The idea behind this is to promote communication and collaboration, to let creative ideas flow and to strengthen the sense of community.

In an open-space office, you no longer sit alone in your small, separate office, but share the space with your team. Short distances for quick arrangements, no annoying doors and a relaxed, dynamic atmosphere — that is the essence of an open space office.

In principle, the open-space office could also be described as an open-plan office. However, this term has a negative connotation, which many workers associate with excessive volume and stress. But this doesn't have to be the case today — because companies have learned from the disadvantages that open-plan offices used to entail. The modern open space office impresses with cooperation, creativity and respect for all employees.

What are the open space office advantages and disadvantages?

As with all concepts, there are advantages and disadvantages of an open space office that you should consider in order to get the most out of this work environment.

Benefits of an open space office

One of the biggest benefits of an open space office is improved communication. Without walls and doors, employees can more easily exchange ideas and have spontaneous conversations. In addition to collaboration, this also promotes the creative exchange of ideas, which are essential for every successful company.

The open structure allows information to flow faster and more effectively. This is how open space offices increase efficiency and help your team solve problems faster.

Another advantage is a stronger sense of community. In an open office, employees often feel more like part of a team than when everyone is sitting in their own office. The shared use of space promotes cooperation and creates a positive working atmosphere. It is also practical that managers are more present and accessible in an open-space office, which breaks down hierarchies and promotes open communication on equal terms.

In addition, an open-space office allows flexible use of the available space. Without fixed walls, workspaces can be easily redesigned and adapted to the current needs of your teams.

Last but not least, many companies manage to save money through open space offices. When your employees do alternating telework or desk sharing , you need significantly less space — the open office concept makes it possible to avoid empty spaces and reduce rental and operating costs.

Disadvantages of an open space office

However, there are also challenges associated with an open space office. Because you have to admit that the concept is not suitable for all industries and teams. Individual offices, for example, are a better choice for HR departments where data protection and confidentiality are top priorities.

But even for teams in which there is a lot of talk — for example in telephone customer service — open space offices not only have advantages. Because the noise level in open-space offices is undoubtedly the number 1 problem. Without soundproof walls, it can get loud quickly, which impairs concentration, lowers productivity and increases stress.

In an open office, it is also difficult to have confidential conversations. This often results in employees feeling watched and less free to think and act — making it all the more important to create private retreats as well.

The open structure can also promote distractions. Constant movement and conversations in the room mean less attention and require a high level of self-discipline so as not to let work slide.

However, it is relatively easy to counteract all of these challenges by actively developing strategies so that employees can concentrate despite the open environment.

What rules should there be in an open space office?

An open space office can be a true oasis of wellbeing — but only if everyone follows a few simple rules. To make the open office concept pleasant and productive for everyone, there are a few proven tips and tricks:

• Clean Desk Policy: A tidy desk not only looks good, but also helps you to concentrate on your work. Especially when it comes to desk sharing, a clean desk policy is essential. This keeps the workplace clean, inviting and hygienic — for you and everyone else.

• Keep volume under control: Noise levels are the biggest challenge in an open office concept. It is therefore all the more important to keep phone calls and conversations at an appropriate volume level and to use meeting rooms or retreat areas for longer discussions. Alternatively, companies could set up telephone boxes to which employees can withdraw for uninterrupted calls.

• Keep odors in check: No one wants to smell their colleague's pizza or kebab. The same applies: Deodorant is good, but you shouldn't overdo it. Ventilation is often difficult, especially in large offices — a pleasant room climate is therefore only possible if everyone pays attention to each other.

• Communication and meetings: Use the open spaces for short, spontaneous meetings and creative brainstorms with colleagues, but retreat to meeting rooms or retreat rooms for longer meetings or confidential conversations. This keeps the open area calm and productive.

• Flexibility and adaptability: An open-space office depends on flexibility. Be open to changes and adjustments, because restructuring is sometimes necessary to make optimal use of space.

What services are available in open space offices?

If you're considering turning your company into an open-space office or moving into a space with an open office concept, there are a few aspects that are essential to get the most out of this work environment. A well-equipped open-space office offers numerous amenities that make everyday work easier and increase productivity.

• Conference and meeting rooms: Even in an open office or a community office, private meeting rooms are essential. These rooms should be equipped with modern conference technology and offer enough space for meetings, brainstorming sessions and confidential conversations.

• Retreat areas: In addition to open work areas and private conference rooms, there should also be smaller retreat areas. This gives your employees the opportunity to temporarily withdraw, make confidential phone calls or work in peace. These areas can be created, for example, with soundproof cabins, relaxation areas or small lounges.

• Common kitchen and break areas: Socializing is important, but it shouldn't necessarily happen in an open workspace. Therefore, an inviting kitchen and break area, equipped with coffee machines, refrigerators and microwaves, is an important part of a successful open-space office. Here, your team members can relax, exchange ideas and recharge their batteries undisturbed.

• lockers: Lockers are also essential in an open space office, as your employees need a safe place for personal belongings. They also help to keep workplaces tidy and thus support the Clean Desk Policy. Last but not least, a sense of security and privacy leads to a more relaxed working atmosphere.

Does desk sharing make sense for open space offices?

No question about it: Desk sharing and open space offices go perfectly hand in hand. Because by sharing desks, you can optimize the use of space: If no one has a fixed desk, your team members can use their workstations flexibly, which results in maximized utilization. This is not only efficient, but also saves money — and fortunately, there is desk sharing software such as Flexopus that help you get organized.

For easier organization of open space offices: Flexopus

If you really want to use your open space office efficiently, the Flexopus desk sharing software is just the right thing for you. Flexopus helps you to perfectly organize your open space office in no time at all.

With this software, your employees can easily book their work stations online, which makes the daily search for a free table superfluous. Flexopus turns haphazard chaos into smooth processes. But with the desk sharing platform, your team members can not only book their own desk, but also reserve meeting rooms and even parking spaces.

Flexopus also helps you keep track of things — thanks to the live occupancy plan. You can always see who is sitting where and when, so you can plan meetings and collaboration more efficiently.

With Flexopus, you also get valuable data and analyses on space utilization. In this way, you can make better decisions in the future, utilize office space more efficiently and possibly even save on rental costs. Because Flexopus helps you make the best possible use of available resources without sacrificing the comfort of your employees.

With Flexopus, you create a modern, flexible and efficient work environment that offers numerous benefits for both your company and your employees. Try it out and experience how easy and effective managing an open space office can be!

Conclusion

The open space office undoubtedly offers a dynamic working environment that promotes communication and collaboration. However, it is important to manage challenges such as noise and lack of privacy through clear rules and appropriate tools such as Flexopus' desk sharing software.

With balanced planning and a focus on the needs of your employees, an open-space office can become an inspiring and productive work environment that promotes innovation and teamwork.