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Workstation Area Ideas to Boost Productivity

March 21, 2025

Workstation areas impact employee focus and comfort. A well-planned space boosts efficiency and well-being. However, poor design can cause distractions and discomfort. With hybrid work, offices must adapt. Some employees come in daily, while others visit occasionally. This makes workstation planning even more important.

This guide will cover key aspects of workstation areas. We’ll discuss layouts, ergonomics, technology, and best practices. You’ll also learn how data can help optimise your office setup.

Key Considerations When Designing Workstation Areas

Designing a workstation requires careful planning. It should be comfortable, productive, and adaptable. Below are five key factors to consider.

Space Allocation

Each employee needs enough space to work efficiently. A cramped desk lowers productivity and increases stress. So, how much office space is required per person?

How much workstation space is ideal?

The recommended area per employee is 7 square meters, but it depends on the requirements of different countries.
This includes desk space, chair movement, and access to storage.
A well-planned layout prevents overcrowding.

Tips for better space management:

Use modular furniture to adjust layouts easily.
Arrange desks to avoid congestion in walkways.
Provide shared spaces for tasks that need more room.

Ergonomics

Poor workstation area design can cause discomfort. Bad posture leads to back pain, neck strain, and fatigue.

What makes a workstation ergonomic?

Adjustable chairs: Employees should modify height and back support.
Height-adjustable desks: Sitting all day is unhealthy. Standing desks help.
Monitor positioning: Screens should be at eye level to reduce neck strain.
Keyboard and mouse placement: Wrists should stay straight to avoid strain.

Easy fixes for better ergonomics:

Provide footrests for shorter employees.
Offer laptop stands for better screen positioning.
Use wrist supports to prevent strain while typing.

Lighting

Good lighting improves mood, reduces eye strain, and boosts focus. Dim or overly bright lights cause discomfort.

Best lighting practices:

Maximise natural light: Position desks near windows when possible.
Use daylight-mimicking LED lights: These reduce eye strain.
Avoid glare on screens: Position monitors perpendicular to windows.
Use adjustable task lighting: Employees should control their light levels.

Quick improvements:

Install blinds or curtains to control sunlight.
Use warm-toned lights for a comfortable work environment.
Ensure even lighting to prevent dark spots in the office.

Acoustics

Noise is one of the biggest distractions in an office. A noisy workstation area reduces focus and increases stress.

How to control noise levels?

Sound-absorbing materials: Carpets, fabric panels, and ceiling tiles reduce noise.
White noise machines: These mask background sounds and improve concentration.
Noise zones: Create quiet areas for deep work and louder areas for collaboration.
Headphone policies: Allow noise-cancelling headphones for focused tasks.

Simple soundproofing tips:

Add plants—They absorb sound naturally.
Use bookshelves as barriers for noise control.
Arrange workstations to keep noisy areas away from quiet zones.

Privacy Needs for Workstation Areas

Not all tasks require collaboration. Employees sometimes need quiet, distraction-free areas.

How to balance privacy and teamwork?

Partitions and cubicles: These create personal space without isolating employees.
Phone booths: Small, soundproof booths are ideal for private calls.
Quiet rooms: Employees should have access to spaces for focused work.
Flexible seating options: Let employees choose where they work based on their needs.

Easy ways to improve privacy:

Use frosted glass dividers to keep the space open yet private.
Offer noise-cancelling booths for virtual meetings.
Set up booking systems for private workspaces.

Types of Workstation Layouts

The right workstation area layout impacts productivity and comfort. Different layouts suit different work styles. Below are four common types and their pros and cons.

Open-Plan Workstation Areas

Many modern offices use open layouts. These setups remove walls and barriers between employees. They create a collaborative and space-efficient environment.

Pros:

✔ Encourages teamwork and quick communication.

✔ Uses space efficiently, fitting more employees.

✔ Creates a modern, open-office feel.

Cons:

✘ Less privacy for focused work.

✘ More distractions due to noise and movement.

✘ Harder to control office acoustics.

Best for: Startups, creative teams, and companies that prioritise teamwork.

Tips to improve:

Add noise-cancelling panels or carpets.
Use designated quiet areas for focused work.
Provide phone booths for private calls.

Cubicles & Partitioned Desks

Cubicles create a semi-private workspace. Low partitions separate desks but allow some interaction. This setup of this type of workstation area balances privacy and collaboration.

Pros:

✔ Reduces noise and distractions.

✔ Gives employees a sense of personal space.

✔ Helps with focus while still allowing interaction.

Cons:

✘ Can feel isolating if walls are too high.

✘ Takes up more space compared to open layouts.

✘ Limits spontaneous collaboration.

Best for: Offices needing a mix of focus and interaction, such as finance or legal teams.

Tips to improve:

Use glass or low partitions to keep the space open.
Allow employees to personalise their cubicles.
Arrange cubicles in clusters to encourage teamwork.

Activity-Based Workstation Areas

This workstation area layout offers multiple work zones for different tasks. Employees choose spaces based on their needs. Zones include quiet areas, collaboration hubs, and standing desks.

Pros:

✔ Supports different work styles and tasks.

✔ Encourages movement, reducing long sitting hours.

✔ Creates a dynamic and engaging work environment.

Cons:

✘ Employees may struggle to find available spaces.

✘ Requires clear policies to avoid confusion.

✘ Needs extra planning to ensure all zones are used properly.

Best for: Hybrid offices, creative teams, and companies focusing on employee well-being.

Tips to improve:

Clearly label different zones for easy navigation.
Use a booking system for popular areas.
Offer a mix of seating options, from sofas to standing desks.

Hot-Desking & Shared Desks

Hybrid work means fewer assigned desks. Employees book a desk when they need one. This workstation area layout saves space and supports flexibility.

Pros:

✔ Maximizes office space efficiency.

✔ Allows employees to choose where to sit.

✔ Reduces costs on underused workstations.

Cons:

✘ Can feel impersonal with no assigned desk.

✘ Employees may struggle to find a spot during peak hours.

✘ Requires strong organisation, policies and desk booking tools.

Best for: Hybrid teams, co-working spaces, and cost-conscious companies.

Tips to improve:

Use a desk booking system to manage availability.
Provide lockers for employees to store personal items.
Create a welcoming environment with comfortable seating and clean desks.

Integrating Technology for Smart Workstation Areas

Technology makes workstation areas more efficient, flexible, and user-friendly. Smart solutions improve desk management, storage, space utilisation, and collaboration. Below are four key technologies shaping modern workstations.

Resource Booking Software

Hybrid work means employees don’t always need a fixed desk. Desk and meeting room booking software allows them to reserve needed space in advance.

How it helps:

✔ Ensures employees always find an available workspace.

✔ Prevents overcrowding in popular areas.

✔ Helps companies track desk and room usage and optimise space.

Example: TableAir makes desk booking simple. Employees book desks via an app, and managers get real-time insights on office usage.

Tips for better use:

Set up different zones (quiet areas, collaboration spaces) for easy booking.
Use sensors to release unused desks if no one checks in.
Send reminders to employees about their bookings.

Smart Lockers

Employees need secure storage for their belongings, especially in hybrid offices. A well-organised workstation area benefits from smart lockers, which usually use app-based access instead of keys.

How it helps:

✔ Keeps personal items safe in shared workspaces.

✔ Reduces clutter on desks by providing proper storage.

✔ Employees can access lockers via an app, reducing lost keys.

Tips for better use:

Assign temporary lockers for daily use and permanent ones for full-time staff.
Integrate with the resource booking system for seamless access.
Use lockers to store IT equipment like laptops and chargers.

IoT & Occupancy Sensors for Workstation Areas

Sensors help track workspace usage in real time. They detect which desks, meeting rooms, and zones are occupied or free.

How it helps:

✔ Prevents wasted space by identifying underused areas.

✔ Helps managers redesign layouts for better efficiency.

✔ Improves employee comfort by adjusting lighting and temperature based on occupancy.

Tips for better use:

Use data from office sensors to adjust workstation layouts.
Set up automated reports to monitor office trends.
Combine with booking systems for a smarter workspace.

Digital Collaboration Tools

Workplaces are more connected than ever. Collaboration tools help teams stay productive in a well-designed workstation area, whether in-office or remote.

Common tools:

✔ Slack, Microsoft Teams, Zoom – Instant messaging and video calls.

✔ Trello, Asana, Monday.com – Project management and task tracking.

✔ Shared digital whiteboards – Interactive brainstorming in real time.

How it helps:

✔ Reduces email overload with instant messaging.

✔ Keeps remote and in-office employees on the same page.

✔ Enhances teamwork with real-time file sharing and task updates.

Tips for better use:

Provide training so employees use the right tools efficiently.
Integrate communication tools with calendars and project management software.
Use digital screens in the office for hybrid meetings.

Best Practices for Workstation Area Optimisation

A well-optimised workstation improves productivity, comfort, and well-being. Small changes can make a big difference. Here are 4 best practices for better workstations.

Implementing Zoning Strategies

Different tasks require different environments. A well-planned workstation area should have dedicated focus, collaboration, and socialising zones.

How it helps:

✔ Gives employees the freedom to work in the best-suited space.

✔ Reduces noise distractions by separating quiet and loud areas.

✔ Encourages teamwork while maintaining focus-friendly zones.

Common zones to include:

Focus areas: Quiet spaces for deep work.
Collaboration zones: Open areas for brainstorming and teamwork.
Social spaces: Cafes or lounges for informal meetings.

Tip: Use clear signage and booking systems to help employees find and reserve the right space.

Flexible Workstation Areas Policies

Not all employees work the same way. Some prefer standing desks, while others need quiet spaces. Offices should allow flexibility in where and how people work.

How it helps:

✔ Supports different work styles and preferences.

✔ Reduces discomfort from sitting for long hours.

✔ Increases overall employee satisfaction.

Ways to offer flexibility:

Provide adjustable desks and ergonomic chairs.
Let employees choose between quiet zones or collaborative areas.
Offer hot desking for employees who don’t need fixed workstations.

Tip: Use a booking system to manage space effectively while allowing employees to choose their workstations.

Improving Air Quality and Greenery

Poor air quality causes fatigue and reduces concentration. Adding indoor plants and proper ventilation improves the workstation area.

How it helps:

✔ Reduces stress and increases focus.

✔ Filters air pollutants and improves oxygen flow.

✔ Creates a more pleasant and refreshing workspace.

Ways to improve air quality:

Install air purifiers or open windows for fresh air.
Use air-purifying plants like snake plants and peace lilies.
Maintain clean ventilation systems to prevent stale air.

Tip: Position plants around the office to enhance aesthetics and improve air quality naturally.

Encouraging Personalisation

A plain desk feels cold and uninviting. Allowing employees to personalise their workstations makes the office feel more comfortable.

How it helps:

✔ Boosts morale and job satisfaction.

✔ Creates a sense of ownership and belonging.

✔ Reduces stress by making the workspace more enjoyable.

Ways to encourage personalisation:

Allow small plants, framed photos, or desk organisers.
Provide adjustable lighting for individual preference.
Let employees choose between different chair styles.

Tip: Set simple guidelines like a clean desk policy to keep workstations tidy and professional.

Data-Driven Approach to Workstation Management

Using data to manage workstation areas improves efficiency, reduces wasted space, and enhances employee satisfaction. Below are three key ways to optimise workspaces using data.

Analysing Workstation Area Usage Patterns

Understanding how employees use workstations helps businesses allocate space effectively. Some desks may be empty most of the time, while others are always in demand.

How it helps:

✔ Prevents wasted space by identifying underused areas.

✔ Ensures enough desks are available during peak hours.

✔ Helps businesses decide whether to expand or reduce office space.

Ways to track workstation usage:

Use occupancy sensors to monitor desk and room usage in real time.
Analyse resource booking software data to see which areas are most used.
Review office entry logs to monitor office attendance trends.

Tip: Automate reports to detect patterns and make data-driven decisions.

Surveying Employee Preferences

Employees know best what they need. Surveys help gather insights on workstation comfort, layout preferences, and productivity challenges.

How it helps:

✔ Identifies pain points, such as noise levels or lack of privacy.

✔ Highlights the need for improvements, like more ergonomic furniture.

✔ Ensures workspace design aligns with employee work habits.

How to gather feedback effectively:

Send anonymous surveys to encourage honest responses.
Use short, focused questions on workspace comfort and functionality.
Hold regular check-ins to discuss workstation improvements.

Tip: Act on feedback quickly to show employees their input matters.

Adjusting Office Layout Based on Insights

Workspaces should evolve to meet employee needs. If certain workstation areas are underused or overcrowded, it may be time for layout changes.

How it helps:

✔ Makes the office more adaptable to changing work trends.

✔ Creates better balance between collaboration zones and quiet areas.

✔ Reduces frustration by improving workstation accessibility.

Ways to adjust office layouts:

Relocate high-demand desks to avoid congestion.
Add privacy pods or partitions if employees struggle with noise.
Convert unused spaces into meeting rooms or lounge areas.

Tip: Regularly review office usage data to make proactive adjustments.

Optimising workstation areas is crucial for boosting productivity and employee well-being. Companies can create comfortable and efficient work environments by focusing on space, ergonomics, lighting, acoustics, and privacy. Flexible layouts, smart technology, and data-driven insights help refine office setups for hybrid work. These strategies ensure workspaces meet employees’ changing needs, promoting better collaboration, focus, and overall satisfaction.

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