5 Questions To Ask Your Team When Planning An Office Refit

UCL
22 minutes ago
4 min read

When planning an office refit, you might already know exactly how you want the space to look, feel, and function. Whether you’ve got your heart set on an open plan layout to encourage teamwork, or cutting-edge fixtures to encourage remote workers back into the workplace, it’s essential to remember that the space is not just for your business; it is for your employees.

Don’t overlook your team’s needs, preferences, or values when designing a new office. Their input is essential to deliver a finished design that works for them, so involve them in the decision-making process from the very beginning by asking them these 5 key questions.

1. What's One Thing You Would Change About The Current Office Layout?

It is to be expected that some members of your team will feel apprehensive about the upcoming refurbishment, as they have gotten used to the office as it is. However, no matter how functional your space may feel, there is clearly a reason that you’re planning an office refit, and now it’s time to help your employees understand the reason for this change.

Reframe the project as a positive by asking them what they would change about the office. This wording leaves your team to be as positive or negative as they choose, but it will get them thinking about where the design currently falls short. Maybe the noise carries too much, or there aren’t enough meeting rooms to accommodate demand? Perhaps the office kitchen is too far away from the desks, or there is a corner of the office that is never used? Whatever answers you receive, starting the employee consultation with this question will help both you and your employees to understand what works for them - and what doesn’t.

2. What Is One Amenity That Would Improve Your Day-To-Day Experience?

Now it’s time to start thinking about how the office can be improved to guarantee your employees’ day-to-day satisfaction. Responses to this question may range from practical suggestions to personal preferences, but the breadth and depth of answers will provide you with plenty of good ideas and helpful insights into your employees preferred ways of working.

These suggestions can then be prioritised based upon how many people mention them and their feasibility within the planned office refit. We would all love a wellbeing room but sometimes the space simply isn’t there to spare, and small changes can deliver just as lasting an impact, so once you have a better idea of what really matters to your employees (and how it will truly improve their daily working experience) you can start incorporating them into the design.

3. What Do You Prefer - A Private Or Shared Work Station?

It’s essential to remember that your employees' voices matter the most when it comes to making decisions that will impact their way of working. What works for one may not work for all … and this is especially true when choosing between private or shared work stations.

Don’t make this decision based upon past performance or current office design trends. Since 2020, office design has shifted away from the structured setup of pre-pandemic offices and towards more agile workspaces that promote collaborative working and facilitate hybrid models. However, is this what works best for your business? Or will your employees appreciate having private desks for deep focus? Sound-proof modules that can be booked in advance? And the option to switch to a shared space as and when works for them?

4. Would You Use A Collaborative Workspace If One Was Available?

An office refurbishment must work for all, and whilst some employees may work best in private, single-person enclaves, you should also assess the team’s interest in shared workspaces. Working with coworkers in a flexible, collaborative space may very well be the preferred way of working across your team, and unless you consider your employees’ preferences throughout this project, you are not going to see the increased levels of productivity and satisfaction that you are hoping for.

Help your team to visualise the kind of collaborative zone that you have in mind before asking them for their opinions on it. For example, would it be a reservable space for small team catchups, or a large meeting room with enough seating for the entire department? Perhaps it would be several small breakout rooms, or an adaptable space with modular furniture and no set layout? As always, finding the balance between both private and collaborative spaces, and giving your team the option to work in either, is the mark of an employee-focused office.

5. What Green Design Elements Would You Like To See Around The Office?

Don’t overlook the value of biophilic design in creating a calmer, more grounded working environment. Adding natural elements will have a positive impact on employee wellbeing all year round, but especially during the dark, gloomy winter months, so make this a key priority when finalising your office refit design this November.

Potted plants and plenty of natural light are always a good starting point, but living walls, organic textures, and even water features are also great ways to bring the outdoors inside. Your team might also suggest design elements that you might not have previously thought of, so ask them what types of green elements they would like to see, and where they would be best placed, to spread the benefits of these natural design elements across the whole office.