Workplace Design

An increasing number of staff members at the Department of Regional Health Research (IRS) and the Department of Clinical Research (KI) work in open-plan offices and thus experience the work environment challenges that may be associated with this.

This guide is intended to help you get started with improving the work environment in your open-plan office.

As people often have different perceptions, thresholds, and boundaries, we encourage you to work together to establish the framework for improvements. In this way, you can create behavioural guidelines and ground rules for the room that everyone can agree on.

We also encourage you to hold a meeting whenever new staff members join your open-plan office, in order to inform them and, if necessary, adjust your agreements.

When working in open-plan offices, potential work environment challenges may arise – particularly within three key areas:

• Indoor climate
• Noise
• Workplace design

In open-plan offices, there are typically more computers, lamps, and people within a smaller area, which generates heat. Many offices also have large glass sections, which can cause problems with solar heat gain in summer and cold downdraughts in winter.

Tips for Improving the Indoor Climate

• Avoid direct sunlight – for example, by using awnings or blinds.
• Save energy by choosing low-energy bulbs and office equipment with minimal energy consumption.
• Switch off the lights when leaving a room.
• Move printers and photocopiers to a separate room.
• Establish shared rules for managing piles of paper and clutter, as these collect dust and may cause allergic reactions.
• Provide a separate cloakroom for wet or odorous outerwear.
• Maintain a recommended room temperature of 20–22°C with uniform radiator settings to avoid draughts. The temperature must not fall below 18°C or exceed 25°C.
• Agree on a regular ventilation schedule.
• It is recommended to provide 12 m³ of air per person. If there is less than 6 m³ per person, mechanical ventilation must be installed.
• Discuss temperature differences and draughts with your colleagues.

The term “noise” is often used in connection with open-plan offices, but for most staff members, the term “distractions” may be more meaningful. Distractions in open-plan offices typically consist of talking – for example, conversations across desks with colleagues, small informal meetings, or other people’s telephone calls.

Consider whether you have a shared view on the extent to which such talking is disruptive, and whether it may be appropriate to establish behavioural guidelines and ground rules relating to distractions in open-plan offices.

What Can Be Done in the Office?

Consider the physical layout. This may include supplementing with other rooms: quiet rooms, project rooms, supervisor rooms, telephone rooms, etc.

Install acoustic panels and/or local noise barriers.

Where possible, ensure that people are seated in groups that can genuinely benefit from sharing knowledge.

Provide hearing protection.

What Can the Individual Do?

Follow agreed behavioural rules and make it acceptable to comment on each other’s behaviour.

Set phones to silent mode.

Use a headset for phone calls and speak quietly.

Be aware of how loudly you are speaking.

Confidential conversations are not suited to open-plan offices.

Go to the person you wish to speak with, and/or consider leaving the office to have the conversation.

Agree on signals or use signs such as “Do not disturb” or “Please lower your voices.”

Use headphones (hearing protection) when listening to music or when you do not wish to be disturbed.

Key Space Requirements:

• The screen should be approximately 50–80 cm from your eyes.
• Position yourself symmetrically, sitting directly in front of the screen.
• There should be at least 110 cm from the front edge of the desk to the nearest piece of furniture or wall.
• The desk should be deep enough to allow you to rest your forearms in front of the keyboard.
• Both desk and chair should be adjustable – remember to vary your posture between sitting and standing.
• Laptops: If working more than 10 hours per week on a laptop, you must use a separate keyboard and mouse.
• Consider using noise-cancelling headphones in open-plan offices.

Create Variety – Simple Changes to the Office Layout:

• Place frequently used items out of arm’s reach so you have to get up to fetch them.
• Create space around you.
• Remove anything unnecessary that restricts your freedom of movement, such as waste bins, piles of paper, etc.
• Follow the 20-20-20 rule: Look at something 20 metres away for 20 seconds every 20 minutes.
• Schedule short breaks from intensive typing, possibly with simple exercises to create movement.

Read more about setting up your computer workstation.