Workplace design in the office: Why it is so important

A good workplace design is much more than just a desk and a chair – it is a crucial factor for the productivity, well-being and health of the workforce. At a time when companies are increasingly paying attention to optimizing working conditions, the ergonomics of the work environment are becoming more and more of a focus. A well-thought-out office design can not only reduce physical strain, but also increase motivation and efficiency in everyday work. In this article, we show what a modern workplace design can look like, what advantages it offers, and how it can sustainably improve both the work and the satisfaction of your employees.

Ergonomic workplace design

An ergonomically designed workplace is the key to a long-term healthy office routine and is of great importance for both employers and employees. By properly designing furniture, equipment, and the work environment, employees can reduce physical strain and achieve increased performance. 

Often, just small adjustments are enough to fundamentally improve the design of the workplace. With these top 10 measures, nothing can go wrong:

1. Adjust the optimal desk height
   
   • The desk should be adjusted so that the arms can rest at a 90-degree angle without raising the shoulders.
2. Use an ergonomic chair
   
   • Choose an office chair with adjustable seat height, backrest and armrests for an upright posture.
3. Adjust screen position
   
   • Place the screen at eye level so you can look straight ahead without tilting your head. This also promotes good posture.
4. Position the keyboard and mouse correctly
   
   • The keyboard and mouse should lie flat and in line with the forearms to avoid wrist strain.
5. Optimize lighting
   
   • Ensure sufficient daylight or glare-free artificial lighting.
6. Plan regular breaks
   
   • Take a short break every 30-60 minutes to relax your eyes, change your sitting position, and move around.
7. Accessories for additional support
   
   • If necessary, use footrests, wrist rests or document holders to further improve your working position.
8. Individual design of the workplace
   
   • Consider personal needs, e.g. special ergonomic aids for people with back pain.
9. Integrate exercise into everyday life
   
   • Use height-adjustable desks to switch between sitting and standing.
10. Regular review and adjustment
    
    • Check your workstation settings regularly to ensure they continue to meet your needs.

An ergonomic workplace design not only protects against physical discomfort, but also increases well-being and productivity in the long term.

5s workplace design

The 5s method originates from Japan and is often used in the context of lean management to make workplaces more efficient and organized. It not only helps to increase productivity but also improves employee satisfaction and order. The five steps represent sorting, systematizing, cleaning, standardizing and self-discipline.

Adhering to these 5s not only guarantees the highest possible efficiency, but also increases the general working atmosphere and the feel-good factor for all employees without interrupting the usual workflow.

Sorting (Seiri)

Clean out! Get rid of everything that is not necessary for your daily work. Sort out tools, documents, or materials that are rarely or never used. A tidy workplace creates clarity and facilitates access to necessary work equipment.

Systematize (Seiton)

Organize your work tools so that they are logical and easily accessible. Use labeled drawers, holders or shelves to create a clear structure, following the motto: Everything has its place. This way, you can save time and reduce stress in everyday activities through clearly defined design and order.

Cleansing (Seiso)

Keep your workplace clean! Remove any dust, debris, or other debris. Responsibilities for cleaning can be distributed within the team. Establish cleanliness as a standard, because a clean environment improves health and safety and creates a more pleasant working environment.

Standardize (Seiketsu)

Create uniform working standards for everyone. Set clear guidelines for order and cleanliness. Document workflows and create checklists or guidelines to ensure long-term compliance with standards. Clearly defined guidelines promote collaboration and workflow and minimize errors.

Self-discipline (Shitsuke)

The goal is to maintain the 5s of workplace design. Train yourself regularly and encourage others to implement the design independently. Regularly check yourself and set an example for the team. This creates a long-term improvement in the work culture and a sustainable increase in efficiency.

Flexible workplace design

Flexible workplace design enables companies to respond to the individual needs of their employees while increasing efficiency. Through mobile workplaces, shared desk concepts, or home office solutions, employees can adapt their work environment to their tasks and personal preferences. This not only promotes productivity and well-being, but also creates a modern working environment that can adapt quickly to changes. Flexibility in the workplace is therefore becoming an important factor in attracting and retaining talent in the long term.

Modern workplace design

Modern workplace design relies on a combination of functionality, ergonomics and flexibility to create an inspiring working environment. Open-plan spaces, flexible furniture, and technologies promote collaboration, creativity, and individual productivity. 

Modern workplace design in the office

Modern workplace design in the office combines flexibility and ergonomics to meet the different requirements and work areas of employees. Open areas promote collaboration and communication, while special retreats enable concentrated work. Flexible furniture and height-adjustable tables ensure individual adjustment and promote health. Technological equipment such as digital whiteboards and fast networks enable efficient design in a networked work environment. Complemented by well-thought-out lighting and acoustics, an office is created that supports productivity, creativity and well-being equally.

Modern workplace design in the home office

The design of the workplace in the home office also places emphasis on ergonomics and efficiency, as well as a clear separation between work and private life. Adaptable furniture creates the basis for healthy working. Proper lighting and a screen placed at eye level reduce physical strain. In addition, structured storage solutions ensure order, while personal decorations such as plants or pictures create a pleasant atmosphere. Modern technologies such as video conferencing tools and cloud solutions ensure seamless collaboration with the team – for a productive and motivating work environment at home.

Workplace design with Flexopus

In addition to ergonomic furniture and the general code of conduct, efficient workplace design primarily requires maximum flexibility. With the workstation booking system from Flexopus, employees enjoy the freedom of individually bookable workstations. This allows the needs of each individual to be taken into account without fundamentally changing the design of the office. 

The interactive floorplanner allows you to adjust features such as height-adjustable desks or special office chairs directly at the workstations. This means you can see at first glance which space meets your personal needs.

The integrated parking space booking and room booking allow limited resources to be used optimally without causing conflicts or double bookings.

The Flexopus desk sharing solution not only promotes a flexible working atmosphere, but also encourages compliance with the 5s and a clean desk policy. This means that all levels of a company benefit from the full range of functions.