Before the pandemic, an average of 64% of office space was actively used. Then, hybrid and remote work took the workforce by storm, plummeting office occupancy rates. Today, that same average is under 40% and shows no signs of budging. Many organizations are seeing these statistics in real-time as in-person office attendance has plateaued, and they're changing how they think about their workplace needs.
As a result, smaller office spaces are becoming more popular. But a shrinking space has its own challenges—every square foot has to be intentionally used to support productivity, furniture within the space must be smart, functional, and adaptive, and employee appeal needs a place at the top of the priority list.
"The workplace is facing significant competition to be a work destination of choice
to employees — and currently, it's not delivering what employees need."
- Gensler Research & Insights
In this article, we covered how modern office spaces came to be, how organizations can overcome modern challenges, and which furniture and space strategies offer the most efficient solutions when downsizing a workplace. Whether you're just beginning your research on creating a big impact in a smaller space or you've downsized and need a stronger space strategy, you're in the right place!
If one cliche captures the history of office spaces, it would be, "The bigger, the better!" For decades, a company's square footage was a status symbol. Now, success markers are moving away from the physical and into the functional. What sets a company apart is its culture, its attention to employee well-being, and whether it is flexible enough to ride the waves of modern trends.
With the rise of co-working spaces and opportunities for remote work, employees now have more options for where and when they work. Stagnant, stuffy office spaces with rows of cubicles make employees' work days feel clunky and inefficient. No matter the size of your space, flexible office layouts that accommodate a wide range of work styles and daily needs are optimal.
While workers have occupied and utilized less and less office space, real estate costs have continued to rise, making large offices increasingly expensive. While cutting costs is a significant motivator in any business move, it isn't the only one inspiring organizations to condense their space. Since attendance can fluctuate daily with remote and hybrid work models, intimate, flexible spaces that quickly shift from one group of employees' needs to the next are becoming a staple in workplaces.
Remember our earlier statistic—that 40% of office space is currently utilized? Employees admit that the sweet spot of office utilization is between 58% and 68%. This means employees spend less time in the office than they know is ideal, but why?
Employees packed into a workplace often feel undervalued, unseen, and unappreciated. They'd rather work at home, where they have comfortable accommodations, their well-being is nourished, and their mental health is cared for…even if that means their productivity suffers. It's up to organizations to take the lead and recognize how their workplace impacts employee well-being, physical health, and mental health. Addressing emotional and ergonomic stressors is critical.
The Role of Quality and Sustainability in Furniture Selection
In the modern office, furniture that serves multiple purposes is invaluable. Convertible desks that transform into meeting tables provide a comfortable space for small meetings and brainstorming sessions.
Modular furniture is designed to adapt as office needs change. Desks that can be easily linked to create larger workstations or broken down into smaller, individual spaces make layout changes effortless. Modular storage units can also be relocated, making them ideal for dynamic office environments and hot-desk setups—which we'll cover later.
Compact storage is another fantastic small-space solution. Shelves that can be wall-mounted or roll under desks can save floor space and maximize otherwise unused space while keeping clutter to a minimum.
It's easy to overlook injury risk in any office space, yet it is crucial to consider. Ergonomic furniture can prevent strain and increase comfort, essential for productivity. Look for furniture solutions with high customizability—adjustable height, armrests, and lumbar support, as well as sit-stand posture support, can mitigate many of the long-term injuries employees face. Adjustable monitor stands, ergonomic keyboards, and footrests can enhance the quality of the workspace.
Reducing heavy lifting by putting mobile workstations on wheels is a simple way to increase flexibility so employees can reorganize a space quickly and efficiently. In offices where large groups and events take place, large furniture can be wheeled out of the way, and stackable chairs can fill an open floor. These and other foldable furniture can be stowed away when not in use, with minimal storage space needed. With all mobile furniture—choose lightweight, durable materials such as reinforced, sustainable plastics, aluminum, and high-quality wood that will stand up to regular movement.
In the evolving world of workplace design, functionality and innovation are paramount—and open office plans offer an incredible opportunity to increase both of these in your workplace. Known for enhancing collaboration and transparency among employees, open office spaces foster a sense of unity and accessibility that can lead to increased communication, idea-sharing, and productivity.
Because open offices can also decrease privacy and leave employees vulnerable to distractions, it's important to consider where acoustic panels, modular furniture, and designated quiet zones would be helpful. For instance, soft seating areas and secluded work pods can provide employees with space for focused work without completely isolating them.
Taking an Activity-Based Working (ABW) approach to your space allows your organization to tailor distinct zones to tasks that require different tools, seating, and levels of engagement. Then, employees are free to use communal (i.e., not assigned) spaces as needed rather than being anchored to one workspace for all of their duties. This model increases efficiency, adaptability, and employee satisfaction.
Collaborative zones in an ABW model might feature round tables and interactive whiteboards, focus areas could have soundproof cubicles, and relaxation zones could be filled with comfortable loungers and nature-inspired elements (soothing indoor waterfalls, green plants, etc.) to reduce stress.
The hot-desk approach to designing a functional workplace can reduce the number of desks needed in an office since employees rotate the use of these workstations depending on who's in the office at any given time. Tools such as adjustable monitors, sit-stand desks, and ergonomic chairs can allow employees to easily adapt a space to their needs and enhance the hot-desking experience. To ensure effectiveness with this model, lockers should be installed for personal storage, and an efficient booking system should be implemented.
Physical workspaces that center employee needs, encourage wellness in the workplace, and offer space for a range of functions—from relaxation to intensely focused productivity—are the way of the future. With many industries shifting into a predominantly digital environment, smaller spaces will need to house all of these features without sacrificing privacy, collaboration, or convenience. Innovative and adaptable furniture can help organizations do just that.
Creating a strategy for your space that includes more flexibility and adaptability today means remaining ahead of changes tomorrow. Meet with a CDI design consultant to discover the right furniture solutions to optimize your workspace.