Part II: Crafting People-First Hybrid Work Environments

As traditional office spaces are being replaced by hybrid office models that blend remote and in-person work, it’s critical not to lose sight of the people who inhabit these workplace environments. In our approach to crafting a hybrid office design, Martin Simmons Sweers (MSS) prioritizes the needs and well-being of employees. From fostering collaboration to providing spaces that nurture individual productivity and maintaining a sense of community, every aspect of office design revolves around the goal of enhancing the human experience.

A People First Approach

In their approach to hybrid office design, our architects place utmost importance on people, catering to the unique needs of individual employees and the overarching organization. Central to this process is a thorough examination of the client's objectives and comfort requirements: What factors drive their work preferences?

Megan Dougherty, Interior Designer at MSS, emphasizes the significance of understanding the client's perspective. She states, "When embarking on a new office design venture, our primary focus is on understanding the client. Through open dialogue with users, we gain valuable insights into their perceptions of the workspace, enabling us to craft tailored solutions that resonate with their specific needs and preferences. The operational dynamics of the company inform our design approach."

Design Fosters Teamwork and Productivity

Assessing the real estate within the office is crucial for understanding its impact on employee dynamics. Questions such as who should occupy which spaces and when, and what the environment should look like for both regular and hybrid workers, are paramount. When faced with limited desk availability and spatial constraints, adopting a hybrid model becomes the logical solution.

Effective design hinges on achieving balance. Historically, collaborative spaces were characterized by open, bustling areas for brainstorming and sharing ideas. However, prolonged periods in such environments hinder productivity due to the lack of privacy. Hybrid offices require ample square footage to accommodate diverse needs, including collaborative, semi-private, and private spaces such as phone booths, breakout areas, and small meeting rooms. These options empower employees to collaborate, communicate, and work efficiently.

Megan underscores the importance of creating a workspace that mirrors the flexibility and functionality of remote setups at home. She explains, "The key is to establish a space where individuals can seamlessly transition between collaborative and breakout areas, engage in private conversations, work independently, and choose their preferred mode and location for maximum productivity. Collaborative spaces serve as hubs for brainstorming and inspiration, while private areas offer respite for recharge before returning to communal zones."

Kitchener City Hall Project

The Kitchener City Hall project is an example of a hybrid office design where MSS prioritized a blend of touchdown spaces and private areas. MSS Partner, Jason Sweers elaborated, "Initially, employees were spread across separate floors in individual offices. Our challenge was to unite them in a single, open environment featuring hybrid desks. With half the staff working remotely and the other half utilizing touchdown stations, we implemented a rotating desk system to accommodate varying work arrangements."

By strategically integrating diverse workspaces and adapting to evolving work patterns, MSS demonstrates how thoughtful design fosters productivity, collaboration, and employee well-being in hybrid office environments.

Change Management

In shared spaces, personalization often takes a back seat, giving way to a hotel-like ambiance that prioritizes comfort while catering to diverse user needs. Introducing a new workspace inevitably entails a shift in working dynamics, presenting a challenge for those resistant to change.

Managing change effectively during the Kitchener City Hall project involved early stakeholder engagement and continuous involvement throughout the process to foster consensus-building. Providing individuals with sufficient time to grasp the project's objectives and proposed solutions was crucial in easing their transition and fostering acceptance of the plans.

The project's success hinged on instilling excitement among the staff about the revamped space. MSS ensured active participation by sharing detailed renderings and actively involving end-users in the decision-making process. Megan sums up our achievement of the main project objective, "At the end of the day, there was widespread embrace of the new design among staff members and that’s what success looks like."

Hybrid Office Aesthetics

"Gone are the days of a traditional office feeling cold and austere," remarked Megan. "Today's hybrid office spaces emulate the warmth and comfort of our living rooms. We strive to create a cozy ambiance by incorporating an array of furnishings, textures, and patterns that you would find in your home."

Historically, cubicle-centric layouts hindered collaboration, requiring people to physically stand up to engage with others. However, modern systems furniture solutions are revolutionizing office spaces. Flexible furniture pieces, such as collapsible partitions, offer versatility, allowing spaces to be easily reconfigured to suit various needs and moods.

Strategically positioned monitors not only enhance functionality but also contribute to the office's aesthetic appeal. For instance, monitors mounted on adjustable arms enable screen sharing and collaboration.

The incorporation of soft surfaces serves dual purposes: enhancing ambiance and controlling acoustics. In collaborative areas, where interactions are encouraged, adjacent workspaces may require quiet concentration. Maintaining a balance between openness and tranquility is crucial.

Design for Well-being

With the flexibility of the hybrid office situation, employees have greater control over their schedules, allowing for a better balance between work and personal life commitments. This flexibility reduces stress associated with long commutes and provides opportunities for individuals to manage their workload in a manner that suits their mental well-being.

Additionally, the hybrid office fosters social connections and a sense of community among employees. Even though individuals may not be physically present in the office every day, in-person days allow face-to-face interactions, collaboration, and relationship-building. The office space itself plays a crucial role in promoting mental well-being, with thoughtful design elements such as natural light, comfortable furniture, and designated breakout areas contributing to a positive and supportive atmosphere.

Natural Elements

Making the inside space comfortable is important, but people don’t want to sit at their desks inside all the time. Incorporating elements of nature into hybrid office design is not just about aesthetics; it's about recognizing the profound impact that the environment has on mental well-being. People crave connection with the outdoors, and research supports the idea that exposure to natural patterns and elements can reduce stress and promote a sense of calm. Whether it's replicating the dappled light filtering through tree branches with a patterned carpet tile or integrating indoor plants and natural materials, the design goal is to create an environment that blurs the lines between inside and outside.

This approach acknowledges that the indoor space is just as vital as the outdoor surroundings and aims to foster a seamless transition between the two. By embracing this holistic perspective, architects and designers can cultivate hybrid office environments that prioritize mental health and well-being, supporting employees in their quest for balance and rejuvenation amidst their work responsibilities.

Brand Identity

Companies are embracing the hybrid model as a catalyst for reinvigorating office dynamics and reimagining the workplace experience. The objective is clear: to cultivate an environment that not only beckons employees back to the office but also replicates the comforts of their own homes, fostering collaboration and social interaction.

Given the current focus on retention in the workplace, creating inviting and comfortable office environments is crucial in fostering employee satisfaction and loyalty. An organization's receptiveness to employee preferences signals its readiness to adapt to diverse client requirements and navigate shifting market landscapes.

As businesses embrace hybrid work models, office design plays a crucial role in shaping the future of work. By prioritizing flexibility, well-being, and collaboration, organizations can create environments that inspire creativity, foster innovation, and support the evolving needs of a dynamic workforce.

Interested in learning more? Contact us to discuss hybrid office trends with one of our partners.

This is Part 2 of our 2-part series on hybrid office design. In Part 1 we walk through the main elements that characterize today’s hybrid office environments.

_{credit: For the Manulife Head Office Renovation project, interior design services were completed in partnership with Figure3.}