Any time of year can be stressful in the office. The first quarter, however, carries its own unique stressors such as meeting the dreaded tax prep deadline. And, as Administrative Professionals Day is April 22, use this time of year to reward everyone’s hard work and boost morale. A surprisingly effective way to do this is to empower employees to make changes to their work environment. To get the ball rolling, we have some tips on what makes a good work environment.
But first, let’s look at the big picture. Why is a good work environment important?
There are multiple answers.
According to Gensler Research,
“The most important requisite of successful focus is place, and so the increasingly critical nature of focus work may be explained by the fact that fewer places today are suited to concentrated work… Concentrating is a complicated act and requires effort, making focus work the hardest type of work to support. The challenge is increased exponentially by the distractions inherent to the widely implemented open-office environment.”
So, here are 5 tips to improve the physical work environment for better focus and less distractions.
Years ago, there was much talk about carpal tunnel syndrome and the use of computer mice and keyboards. Although it’s not talked about as much now, ergonomics is still important. If your employees are having to work in uncomfortable positions, their focus is going to suffer—not to mention their health—costing you both in the long run.
The above illustration shows the wrong and right ways a person can be seated in relation to the computer. Notice that the “right way” illustration has wrists in line with the forearms and elbows. There’s adequate knee clearance. The lower back is supported. A footrest helps relieve back stress. The eyes are in-line with the computer monitor. And if there’s a copy stand, it should be up at the same height too. The goal is to work without straining, squinting, or craning the neck.
Everyone’s body is different so adjustable-height desks and chairs are important. Sit-to-stand desks offer ways to relieve the pressure from constant sitting. Ball desk chairs offer an optional way to sit.
Monitor risers can place the computer screen at a better height. Bear in mind though, that people who wear bifocals may need the monitor a tad lower in order to utilize the reading RX of their glasses.
Ergonomic keyboards come in different styles so your employees can choose what works best for them. An ergonomic mouse and mousepad are important too. Small hands may well prefer a different style and size of a mouse than larger ones. And wrist rests can help maintain that proper wrist to elbow alignment.
Let’s face it. In many offices, fluorescent overheads aren’t going away anytime soon. Some panels may flicker, have missing bulbs, or are deliberately turned off due to computer screen glare. Some employees don’t like the harsh, diffuse light. Others wish they had more direct light or soft, bounced lighting. The simple addition of a small desk lamp with a flexible neck can create a more homey atmosphere and shed light where it’s needed the most.
It’s rare to find an open office plan where everyone is happy with the mandated temperature setting. For those who tend to huddle under blankets or have desks up against cold outside walls and windows, they can fight the cold air with a small portable heater.
The condition of the floor can impact morale. But replacing worn and torn floor surfaces can be expensive. However, there are things you can do to lessen the wear and tear. For example, if the carpet is ripped, chairs can get snagged in the loose threads, creating a rolling hazard and further deteriorating the carpet. Adding a chair mat can end that frustration, till there’s enough in the budget to replace the carpeting.
Stains are inevitable. But they can be cleaned. Whether you bring in an outside firm or opt to buy your own cleaner and supplies is up to you. Regardless of how the carpets get cleaned, employees who prefer to kick off their shoes while working will be doubly pleased. Cleaning also freshens stale odors by either removing them or deodorizing them, depending on the ingredients used.
One study showed that a keyboard can have more bacteria on it than a toilet surface! So, there’s something positive to be said for keeping things clean in the workspace.
Antistatic wipes, cleaners, and disinfecting wipes can clean keyboards, telephones, and more. Screen cleaners tackle sensitive monitor surfaces to remove dust and fingerprints.
But what about the air itself? In an open environment, one sneeze or cough can lead to many, many more. Even if there are filters in place, they can’t do what air purifiers can. Air cleaners can be sized for whole rooms or for a single office cubical. Some smaller cleaners can even run on rechargeable batteries. Workers with asthma or allergies, or those who are simply concerned about germs and mold will appreciate the ability to breathe clean air.
Two more aspects of air quality are odors and humidity. Most offices are not airtight. All kinds of funky smells can waft in. Plus, if the air is too dry, it can create sinus problems as well as generate annoying static electricity. While some air cleaners can also eliminate odors, humidifiers, essential oils or a combo essential oils diffuser and humidifier can make the air in a personal space much more breathable by adding humidity as well as a scent.
Some people like to work in quiet. Others work the best with music. The problem, of course, is that in an open office environment, there’s no one-fits-all solution. Earbuds are certainly used in office situations, but if they are noise isolating, or the employee has the volume cranked, it can be hard to get their attention.
A better earbud for work alternative are bone conduction headphones. These transmit audio through the cheekbones while leaving the ears open to outside sounds. And because the audio is not transmitted through the air, there’s no sound leakage to annoy others.
Studies prove that upgrading the workspace improves productivity. Since little changes can go a long way, upgrades don’t necessarily have to be expensive ones. By allowing employees to individually decide what makes a good work environment is a win-win all around. They will appreciate that you are thinking of their comfort. And you’ll boost morale and gain a more focused, productive workforce.
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