Community Forum – Open Plan Office

How can we best handle the transition to an open plan office?    

Our organization is anticipating a change to an open office floor plan. To help prepare for success, what lessons learned can you share? We want to do as much advance preparation as possible to make the transition successful. Thank you!  – Drew Thiel, H. J. Heinz Company      

Community Responses

Jim Trout, The J. M. Smucker Company
I went through this transition at a previous employer. While the result was very successful, many feared added distractions as well as a loss of privacy. The key to our successful transition was to engage the organization in the design, general layout, seating assignments, construction of principles for norms and behaviors, and the process for the move itself. Everyone had a chance to be heard and make a difference. In addition, all levels of the organization made this transition. Plenty of huddle rooms were constructed and made available for private conversations. The transition went smoothly. Within 2-3 months of the move, it became clear that communication and connections improved.  

Manager, a CPG Company
From our perspective, having a point person from the groups being affected by the change is key to getting decisions made quickly and efficiently and provides a clear communication channel for both sides of the transition. It’s important to set up a change management process, including communication of the transition ahead of time and providing the employees with as much information as possible about the process and what to expect. Even allowing some of the staff to be a part of the design and other aspects of the process will go a long way in aiding buy-in from employees over the long run. Recognize that everyone will not immediately accept this change but adjustment will come in time. Headsets should be offered along with guidelines about courtesy, clean desk, etc.; aspects of working in an open environment. It’s beneficial to use demountable walls and flexible systems furniture so future reconfigures are less costly.  Staff tend to want collaborative workspaces but also the ability to get work done without interruption so supporting both of these wishes can be difficult.  Not all departments or groups will work the same way so it is important to remember that “one size does not fit all” and the workspaces should be designed to match the function of those using the space.  Amenities that tend to boost morale are views to the outside, natural light, coffee areas, open collaborative spaces, etc.  Also important is an ergonomic workspace so adjustability with desk heights and use of stools, keyboard trays, and flat screen monitor arms can be beneficial.  Consider keeping a few spaces where those necessary private conversations can still be held. Having leadership embrace this change with open offices is critical as well. They can’t truly understand staff concerns and challenges without participating themselves. 

Director, a Biotech Company
Hardware – make sure everyone has a good quality headset for their phone and allow no speaker phone conversations in the open area.  On request we provided noise-canceling headphones, but our experience was that people stopped using them a few weeks into the move as they got used to the change in ambient noise.  Also provide small meeting rooms that can be used for private discussions, impromptu confidential calls, etc. Behavior – set up well published, well posted guidelines on cube and hallway discussions.  Encourage use of common spaces, lunch or break rooms for non-work related conversations.  It should be acceptable for anyone to ask people to move their conversations elsewhere.  

Nanako Mura, Kraft Foods
We have been transitioning to an open space concept for the last few years and here are some things to consider in no particular order:

• There are many ways to design an open space. It’s important to consider as many as possible within the limits of your space so hire a good, experienced space planner.  Each of our locations have different designs that seem minor in layout but have a major impact on the feel. 
• Having a large open room with tables with enclaves around the perimeter is the least desirable. 
• Best designs are where a large space is broken up in the middle by say a coffee station or by a private enclave or conference room so it feels more “cozy.” 
• Also designs that avoid longer tables with 4 or more people (ones where there are 2). 
• While an open space is theoretically where you don’t have a permanent desk, most folks like to go to the same spot every day and so setting it up to allow some folks to set up a more permanent space is good to do. 
• I’ve seen designs where many of the desks have some open shelving (instead of a typical divider) that don’t have a back so you can see through. It’s nice to use to hold some personal belongings and to break up the space and it has a nice look. 
• Having inviting coffee/bev stations with refrigerator and microwave and comfortable seating is important. 
• The best part of an open space is the natural lighting so be sure to have large windows. 
• Plenty of private enclaves close to the desks is important for needed private calls or conference calls. 
• Hold several office clean out days in advance so folks aren’t uptight about where to put all their stuff before the move. 
• Make sure people have access to some permanent storage drawers near the desks but keep them small and also offer lockers to hold things like purses for the day. 
• Sound dampening in the ceilings is important. 
• Make sure you think about how to manage the phone system. If people now have to make calls via computer, make sure what they are using has clear reception. 

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