Leveraging the Benefits of Informal Workspaces in Office Planning and Design

Informal Workspaces Edge Collaboration Spaces

Informal workspaces are a strategic use of your existing office space.  They are much more than having a ping-pong table available for team-building exercises.

It’s an important step in ergonomics.  Furniture equipment should meet the needs of the worker instead of making the worker use the equipment at personal expense.

Planning and designing informal office workspaces will:

  • Accommodate remote workers and accommodate staff who work full-time in the office
  • Encourage collaboration among a diverse workforce
  • Promote transparency
  • Utilize spaces that would otherwise sit empty for hours on end

Why should you refresh your work environment and plan to use informal spaces?

With informal workspaces, you can make your office a welcome destination by using space that “will reflect the organization’s purpose, vision and culture … and inspire a workforce,” as Blake Searles, senior managing director for Jones Lang LaSalle in Los Angeles, said.  Jean was addressing attendees during a panel discussion of Navigating Workplace Needs, hosted by the LA Business Journal in 2021.

How Informal Workspaces Emerged

Google and tech startups in the early 2000s did more than change how we access information. They changed the standards of a professional office setting. Programmers and other tech creatives, who were often recent college grads, showed up in jeans and T-shirts.

The idea fit into the California lifestyle of beaches and mountains, and led the way for informal workspaces.

Informal offices turned into beanbag chairs with programmers glued to their laptops.  They played foosball or ping pong during break times or problem-solving discussions.

Tables like these are fun—and can help reduce workplace tension which is why 2010 Office Furniture carries the Scale 1:1 Nomad Conference Table. You can gather a team around it for planning, use the surface as a whiteboard, or have a robust ping-pong match during breaks.


Photo: Scale 1:1 Nomad Conference Table

Many white-collar companies never adopted the hip tech approach, and many stayed with the traditional, closed-wall settings of individual executive offices. That is, until open office plans with freshly designed cubicles and bench seating became the go-to trend, a nod and step toward informal workspaces.


Photo: DARRAN Honey Workstation

The need for privacy and personal space remained and thanks to the widespread use of laptops and cell phones, companies began setting aside dedicated areas like lounges for employees who wanted time away from being elbow-to-elbow with others.


Photo: ERG International Hetfield Table

Ideas for Office Informal Workspaces

See how a variety of office settings are arranged on the 2010 Office Inspiration page.

Here are a few ideas for creating an atmosphere that’s unique to your company’s brand and workflow—allowing for both structured and informal workspaces:

Each of the many office plans meets specific needs and builds on trends of earlier years like open office floor plans. Critics said one of the downsides was that concentration was impaired. 2010 Office Furniture provides Open Plan solutions with many open plan desking options that also allows for personal space.


Photo: Friant Dash Workstation

When COVID-19 led to mandatory remote working then employees found they could be in an informal setting of their homes or coffee shops yet remain productive. Virtual meetings kept staff tuned into the corporate office.

Getting employees back into an office that truly supports their work was a concern.

The colorful Upbeat Office, or the minimalist office in the Scandinavian style, and the use of nature in the Green Office show how the work environment can be pleasing and even preferred over remote locations.

But nothing truly replaces face-to-face interactions.

So it’s out with walled individual office space, all-day tasks done only at the cubicle or workstation, and in with informal workspaces. A key benefit is that more office space is used throughout the day.


Photo: Stylex Free Address Tables

How Informal Workspaces Maximize Office Usage

When workers were expected to stay at their desks several hours a day, portions of offices, like breakrooms and conference rooms, sat empty for hours at a time. Spur of the moment or planned meetings were held at desks, which could be intimidating in certain work relationships. And other times, important meetings might be postponed while employees waited for a conference room to be available.

There’s less need to step into a designated conference room. Common areas can be used for small group meetings away from workstations. And minimal tables for monitors and online meetings can be set up so they remain unobtrusive.

Informal Workspaces Source International Scape Seating
Photo: Source International Scape Lounge Seating

Stepping out for a working lunch can be a nice change of scenery, or a meeting at a coffee shop can meet the same need. But a breakroom where lunch and coffee are available can serve a similar purpose in the mornings, during lunch, or in the afternoons.

Encouraging mobility makes the office more functional and dynamic than only having specific desks where all the work is expected to be handled.  This is why informal workspaces accessible to everyone works, and make good use of otherwise unoccupied office spaces.

Informal Spaces are Professional Spaces

Informal spaces can certainly serve collaborative efforts and meet the needs of individual employees. Planning your space is essential so your team has room for those important spur-of-the-moment ideas that lead to greater productivity and professional satisfaction.


Photo: Scale 1:1 Nomad Conference Table

In today’s world, boundaries are blurred between personal lives and professional careers.  Informal spaces help employees relate to each other and meet the need for social interactions.

Rely on Expertise and Experience

Contact the team at 2010 Office Furniture for help to create your informal workspaces.  Get trusted advice from their combined half-century.  They’ve provided solutions for distinguished clients throughout Los Angeles County, Orange County, and the Inland Empire.

Read Also: Design and Plan Your Office for Collaboration and Inspiration
Main Photo: OFS Edge Collaboration Spaces
Resources & Special Thanks to Respective Product Manufacturers: DARRAN, ERG International, Friant, Scale 1:1, OFS, Source and Stylex

Designing an Office Layout for Maximum Productivity

Designing an Office Layout for Maximum Productivity

Your office may have plenty of desks, chairs and computers but, as you’ll agree, that doesn’t mean the layout and floor plan are designed for the greatest possible level of productivity.

A productive office layout that helps everyone get their jobs done isn’t something you just pick up at an office supply store like Staples or Office Max. A well-planned office space isn’t a commodity—it’s unique to your work environment and what you want to achieve.

Before looking at the elements that create a favorable place to work, consider why you want to plan your office layout.

Here’s an easy hint.

  • Question: Who comes into work each day?
  • Answer: The people.

Your office layout’s goal is to support people so they can function at their optimal level.


Photo: OFS Staks Workstations

Talking about an office layout and furnishings to help us work efficiently seems old school. Most chatter focuses on digital smart tools and the Internet of Things.

Offices have been so taken for granted that we forget that workstations, partitions, and even the break room are intended to support people and the outcomes they’re trying to achieve.

So what has to change to make your office more than just a functional space? Before jumping into the solutions, let’s first get an understanding of what is an office layout.

Defining an Office Layout

write-up by Rivier University noted the importance of taking a holistic approach to designing a work environment. Most layouts will only consider how the furniture and equipment like printers and copiers are arranged.

Here’s something else you need to include: space.

Adequate space for employees to work and take breaks can reduce stress and help them to focus.


Photo: Nevins Leaf Living Walls

Make the office appealing. Aesthetics play a key role in how pleasing the environment is for employees. Use soothing colors and let as much natural light as possible flow in. Indoor plants are attractive and they can freshen air and are proven to boost morale.

Types of Office Layouts

Planning and designing the office workspace will depend on the type of work needing done and the physical space limitations. Here are three main types of offices:

  • Open plan offices
  • Offices with private rooms
  • Hybrid office layouts


Photo: OFS Range Open-Plan Benching

An open plan office works well with fast-paced organizations where groups need close collaboration. Start-up tech companies made the concept popular. This layout is seen as budget-friendly since there are no or few walls to re-configure as space needs change.

Offices with private rooms benefit companies where individuals like attorneys and healthcare professionals have confidential client meetings in person or over the phone. This plan is associated with hierarchical companies where the president is known for having the large, stereotypical private office.

Hybrid office layouts have both open floor space and areas that are partitioned. A mostly open space is divided by modular cubicles or workstation pods that are grouped together. This layout is popular in companies like call centers or banks where some privacy is needed.


Photo: Trendway Volo Walls

3 Basic Tips for Designing a Productive Office

Keep the following principles in mind if you’re wondering how to plan a new office layout.

  • Communication is Key

Create an office layout that works well by understanding how much inter-employee communication needs to take place and how often departments need to collaborate.

Who does most of the communication? Does a project manager handle assignments from various teams? If so, this person, or small team, can be in a central location and act as a hub.

Do managers from different departments frequently share information in-person?

Create a central location where they can meet without interrupting those doing their work.

  • Break Areas are Essential

People need to step back from their daily tasks and take a breather. In an open office setting, workers still need quiet places to think, do some work privately or take phone calls.


Photo: OFS Coact Modular Lounge

Designate break areas that can be temporary work-free zones.

  • Keep Open Spaces

Don’t cram and pack people together. Provide space between workstations so workers don’t feel cramped. It’s like white space on a page.

If you see a printed page or webpage that’s jam packed with words, your eyes will glaze over and you won’t want to keep reading. White space is inviting and lets the reader skim the text. Open spaces inside an office are also inviting and welcoming.

Crowded spaces backfire, even in open office settings. People block each other out instead of collaborating. Architects and interior decorators won’t guide you through the layout process so you need to customize your space.

The lack of personal space is the biggest threat to a productive office, according to design publication Dezeen.com, as described in an article Open-plan office design is preventing workers from concentrating, study finds.

A well-designed office space creates enough privacy for employees to focus on the challenges in front of them and allows for collaboration.

This give-and-take approach to space planning is the 2010 Space Planning Strategy.

  • Ask Employees for Input

Create employee engagement by asking people to give input on what works well in their personal workspace. Get their feedback on their personal experience of what works well and what improvements can be made.

If you don’t want to overhaul a layout, but improve it then see which of the typical problems your office is experiencing.

Office Layout Problems to Correct

Do you recognize the following list of challenges in your office?

  • Distracting Noise
  • No personal space
  • Increased risk of catching colds, illness
  • Regular interruptions
  • Reduced job satisfaction with higher risk of talent turnover

Critics blame the open office. However, offices with thick cement walls can create a bunker mentality and make people feel blocked off and left out.

The office space itself is neutral. It’s how you plan the layout that impacts workers. Both introverts and extroverts can function in an open office plan, as noted in an article on the website of Society of Human Resource Managers (SHRM).

The most satisfying office layout for workers is one where people have a choice in where and how they manage their work. An effective office plan can have a variety of private and open spaces.

Strategies to Tackle Office Layout Issues

Make an office as appealing and productive as possible by balancing the need for privacy with the need for collaboration.

This is challenging since there are seating arrangements that are communal like open plan benching. Open plan benching is a long work surface. Desking solutions like the ODS Artiv Open Plan Benching can have attractive privacy screens attached to create personal workspace.

When employees in an open benching situation need extra privacy, let them use the offices of those who are on vacation or family leave.

Reduce noise in an open-plan benching arrangement by installing cubicle-like partitions or bookcases holding plants and fabrics between seating areas. Use plenty of indoor plants to bring nature inside. Certain plants will absorb sound waves and refresh the air.

Install architectural walls or cubicle pods to create a conference room or designated conversation zone away from workstations. The interiors can have white boards and projectors to maximize interaction.

Create a small library or fun room as a break area.

If someone has a cold but is well enough to come to work, let them work in an area that’s away from other employees.

Develop a protocol for employees to let others know when they can’t be disturbed and need extended time to focus on a project.

An office layout that’s designed for as much productivity as possible will go beyond the placement of workstations and equipment. Other elements, like lighting, keep people alert and productive.

 


Photo: Humanscale Vessel Lighting

Lighting Design in an Office Layout

Natural light is the most important lighting system for office productivity. Open office designs allow as much natural light as possible to flow through the space.

Does your office design let workers share the light? Desks should be within twenty-five feet of windows. For those farther away, install solar tubes or office skylights if possible.

Keep artificial light at levels that are bright enough without creating glare. Offer screen protectors to shield people’s eyes if they spend long hours on their laptops or desktops.

Install lighting controls or task lighting solutions at individual workstations so employees can use the amount of light that works best for them.


Photo: Humanscale Element 790, Horizon 2.0 & Infinity Lighting

Plan to Use Quality Workstations and Ergonomic Chairs

A workstation is not just a workstation. A manager will need a cubicle layout that accommodates two or three people to have more personal meetings than a programmer or graphic designer who needs extended time alone.

The best desking solutions are modular and are designed to let people work together well.

The Desk Makers Teamworx Open Plan Desking can accommodate a few people without making them feel crowded.


Photo: DeskMakers TeamWorx Open-Plan Benching

Use benching solutions that define personal work areas such as the ODS Lift Table Height Adjustable Workstation. This is especially useful for shared workstations since each employee can adjust the surface to a comfortable height.


Photo: ODS (Office Design Studio) Lift Height Adjustable Tables

Ergonomic furniture isn’t just a passing fad. Quality chairs promote good posture and support the body’s natural movements. Armrests support the shoulders and upper back while the back of the chair should complement the body’s natural curve and provide lumbar support.

Workers stay comfortable and reduce the risk of strains in the lower back muscles, the elbows and knees.

Adjust the height of a chair so a person’s feet are comfortably flat on the floor and they can look at the computer screen without having to tilt their head forward and lean down.

Planning on what products to use and where to place them makes the most of your available space.


Photo: OFS Obeya Architectural Structures

Get the Expertise You Need

The 2010 Space Planning Strategy can show you how to accommodate your workstations and your break area so that spaces are well-defined and laid out in a logical fashion.

Make the office work for the whole person. Maximizing productivity doesn’t mean just churning through a to-do list. Instead, it’s a strategic process to provide solutions for your customers.

Invest in people by designing a layout that supports their skill set and you’ll boost the overall work environment.

Get input from 2010 Office Furniture on your space planning needs. Call or submit your questions.

Our team has more than 45 years of experience serving corporations, universities and small businesses throughout Los Angeles, Orange County and the Inland Empire.

Read Also: Choosing the Best Benching or Desking Workstations in Los Angeles
Main Photo by: OFS
Resources & Special Thanks to: Rivier University, Dezeen, SHRM & Respective Product Manufacturers: OFS, DeskMakers, Humanscale, Nevins, ODS & Trendway