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What Do Facilities Managers Have To Do With Workplace Design?

These days, a lot… the role of a facilities manager (FM) has changed over the years, gone is the primary responsibility being to maintain workplace efficiency through maintenance. This role has evolved into one that has additional responsibilities like property management, in-house technology implementation, and even workplace design. Facilities management can influence design, which leads to a better work environment for all.

How has the role of a facility manager changed over the years

Workplace technology has evolved over the years, and as a result, so has facilities management. The role of an FM now includes responsibilities that go beyond building management.

This new type of facility management involves working closely with departments like information technology (IT) and human resources (HR) to make more informed decisions about building operations, company culture, and the overall workplace environment. Also, with this evolved role, FMs have access to data — both historical and real-time — which makes tracking metrics and setting benchmarks easier than before. This information enables FMs to look for new ways to save energy, cut costs, and optimise the workplace. These changes mean facilities management is also closely related to company culture elements, including office design and aesthetics. Unique design components allow facilities managers to have influence over, and impact on, the workplace.

Small changes, big results.

Booking Solutions

The flexibility to work wherever, and sometimes whenever, your colleagues are most productive has quickly become a workplace norm. Desk booking software is an excellent tool to accommodate this change.

Hot desking and “hoteling” fall under the desk booking umbrella, and though they are similar, the differences are worth noting. Hot desking is when employees check in to an unoccupied desk on a first come, first served basis instead of sitting at the same one every day. “Hoteling” on the other hand, allows employees to book a desk in advance before they arrive to use it.

However, to implement either of these types of working environment, some design changes need to be made. Without assigned desks, the office layout will need to shift. As there are no assigned desks, office clutter is significantly reduced. Minimising clutter can do wonders for productivity and the overall look and feel of an office. Desk booking software can be combined with sensor technologies, which provide additional occupancy data. With this technology, FMs can make better decisions regarding the workplace and the technology that powers it.

Improved Natural Light

Who would have thought that the lighting of an office could have such a positive impact on the workplace? A recent poll of American workers found that access to natural light and outdoor views are the number one attribute to an office. Not to mention, natural light outranked other office benefits like fitness rooms, cafes, and even on-site childcare.

https://hbr.org/2018/09/the-1-office-perk-natural-light

Because FMs can be responsible for tracking environmental and sustainability metrics while cutting energy costs, there are a few solutions available for consideration. For example, adding windows in the construction phase can increase the office’s natural light, or using automatic blinds to maximise natural light will save money. However, if structural changes like bigger windows are not possible, it can be worth looking into several types of artificial lighting that resemble natural light. The bottom line is natural light improves employee productivity, happiness, and performance, and saves your company money with a reduction in the need for electrical lighting.

Biophilic Design Elements

This workplace design element goes hand in hand with natural light. Biophilic design is a design concept rooted in bringing nature inside. This type of design can include living walls made of real plants and mosses, an office garden, or even in it most basic form, various plants placed throughout the building.

So, where do FMs come into play here? Facilities managers can make the case that adding biophilic elements to the workplace creates a better environment for employees which increases staff morale and can reduce sickness and absence. This design concept has several benefits such as improving employee moods and productivity, reducing stress levels, and increasing employee engagement. What is more, found that employees that work in offices with more greenery and natural elements are 15% more creative.

https://www.sciencedaily.com/releases/2014/09/140901090735.htm

Acoustic Solutions

From open collaboration spaces to the quiet hot desk, the acoustics of an office plays a vital role in how colleagues respond to spaces. Talkative co-workers are the most prominent workplace distraction, while 70% say that office noise takes the lead.

https://research.udemy.com/wp-content/uploads/2018/03/FINAL-Udemy_2018_Workplace_Distraction_Report.pdf

For FMs, this means providing solutions to control noise levels depending on the purpose of the space. This could mean adding sound-proof rooms or areas, changing up the layout of an office, or adding sound-absorbing furniture, finishes or acoustic panels.

Collaborative Furniture And Spaces

Collaborative spaces have quickly become a “must have” throughout offices over the last few years, and for a good reason. This is only increasing as we see the adoption of “hybrid” working. More spaces to collaborate in an office means improved employee morale, creativity, and productivity. According to a study from Leesman, companies that are innovative are five times more likely to have spaces that prioritise both individual and group work. In other words, companies that recognise employees have different workstyles and give them the means to be their most productive selves are successful. Despite this, it is crucial to find a balance between collaborative and independent work. Not having boundaries for “we” and “me” work areas can make open space offices feel overwhelming and harm productivity levels.

For FMs, this means building a work environment that makes both types of work easily accessible, which is also critical in fostering a positive employee experience. It is about giving employees the resources and spaces they need to do their best work, and this is part of that equation.

Flexible Furniture

Everyone knows — or at least has heard of — the health risks associated with sitting all day. In fact, the average person sits for about 12 hours per day, according to JustStand.org. Unhealthy employees are unhappy employees. There is a way FMs can promote a healthy lifestyle in the workplace through thoughtful design—adding flexible furniture to the office. Standing desks, ergonomic chairs and keyboards, balance ball chairs, or even a treadmill desk are all great options to introduce to the office. With this furniture, employees can focus on their work while reducing some of the risks associated with being sedentary.

Accessible, Usable, And Universal Design

Design is an essential element when creating a workplace that is inclusive and accessible for all. Every company is different, and every employee is different. To create an office that can be used by all, FMs must understand the different types of design—accessible, usable, and universal design. Though they sound similar, there are distinct differences.

  • Accessible design encompasses the properties of products, services, and facilities that are accessible to people with disabilities.
  • Usable design focuses on products, services, or spaces that can be used for their full purpose.
  • Lastly, universal design means that anyone, regardless of age, height, weight, or ability, can use a product or service to its fullest.

All three types are vital to creating an environment fit for every employee. Leading the charge in getting the right teams involved and being an advocate for this change is a critical part of a facility manager’s role.

New Construction Decisions

A significant component of a facility manager’s job is to make recommendations for big-impact decisions based on data and current operations. They are in a unique position to influence or provide input for things that will impact the office or company as a whole, including new construction. If a facility management team has input into new building additions, they can use spatial data to present their suggestions from an energy and cost savings approach. Several construction decisions can be made from that angle, which has an impact on design. Collaborative and quiet work spaces can be built using renewable and eco-friendly materials while adhering to sound design principles.

Accessible, Usable, And Universal Design

The way employees use and think about the workplace is changing, and they are expecting more as a result. Coworking spaces with all the bells and whistles—cafes, fitness centres, shipping/packing centres, etc.—as well as the latest standard technological features have grown significantly in popularity over the last few years.

The challenge for FMs is to figure out a way to incorporate these elements within their office. This growing trend, otherwise known as Space as a Service (SPaaS), has influenced how employees view their offices. Whether it be technology for virtual working, an in-office cafe, or private desk booths, viewing office space as more than just a place to work in, but a place to develop your career, can be effective for employee attraction, retention, and happiness. These design elements have a profound impact on employees in terms of how they perceive their employer and their individual role. FMs can leverage these design trends to not only create an engaging workplace but to build a space that fosters a positive employee experience.

Conclusion

Design plays an essential role in the office of any company. It influences employee happiness and productivity, office and building efficiency, and more.

FMs are in a unique position to make strategic design decisions that lead to a better workplace. Gone are the days where FMs are changing light bulbs, mopping up sick and only monitoring building operations. Today, they are actively looking for ways to improve the whole organisation.