Every morning, your employees do a quick cost-benefit analysis. Is the commute worth what the office offers? If the answer is just a different desk and spotty Wi-Fi, they’ll likely stay home. A successful hybrid model depends on tipping that scale in the office’s favor. This isn't about mandates; it's about empathy. It’s about creating a space that supports genuine work-life integration. So, how do you involve employees in workspace design decisions to truly make the office a compelling place to work? This guide will walk you through the practical strategies that make the office an undeniable asset for your team.
Key Takeaways
- Shift the Office's Purpose from Obligation to Destination: Your team will choose to come in when the office offers something they can't get at home: meaningful collaboration, mentorship, and a strong sense of community. Focus on building a culture that pulls people in.
- Design an Effortless and Intentional Experience: Combine thoughtful workspace design with practical perks and seamless technology. The goal is to remove daily friction—like finding a desk or booking a room—so your team can focus on high-value, collaborative work.
- Commit to a Cycle of Feedback and Adaptation: A successful hybrid strategy isn't static. Use space utilization data and direct employee feedback to understand what's working, then be prepared to adjust your layout, perks, and policies to meet your team's evolving needs.
What Do Your Employees *Really* Want from the Office?
The conversation around returning to the office is often oversimplified. It’s not just about where people work, but why they come in at all. If you’re trying to create an office that people genuinely want to use, the first step is to understand what they’re looking for when they make the commute. It’s less about mandates and more about magnets—creating a space that pulls people in by offering something they can’t get at home. Let’s clear up some common misconceptions and get to the heart of what your team truly values.
Are These Common Office Myths Holding You Back?
Many leaders believe that employees resist coming to the office simply because they prefer the convenience of working from home. But the reality is much more nuanced. People’s concerns are often rooted in a desire to protect their work-life balance and productivity. If the office is just a place to do solo tasks they could have done at home, the commute feels pointless.
Another common myth is that simply bringing everyone back will automatically fix collaboration and company culture. The truth is, a mandate alone doesn't guarantee a cultural revival. Building a strong, collaborative environment requires intentional design and purpose. Forcing people into a space without a clear reason for them to be there together won't magically create the connections you're hoping for.
Why Face-to-Face Connection Still Matters
So, what is the office for? Connection. Data shows that a staggering 73% of people feel more connected to their company and colleagues when they’re in the office together. This is the office’s modern superpower. It’s not just a building with desks; it’s a hub for collaboration, mentorship, and spontaneous conversations that spark new ideas.
The goal is to make the office a destination for the kind of high-value interactions that are harder to replicate through a screen. Think of it as a place for connection and learning, not just a place to sit and work alone. When you frame the office around this purpose, it becomes a valuable resource for your team rather than an obligation.
The Hard Numbers: Why Office Design Matters
Impact on Productivity and Retention
The physical environment of your office has a direct and measurable effect on your team's performance and happiness. When employees have access to the right kinds of spaces for different tasks—quiet zones for focused work, collaborative areas for brainstorming—their satisfaction and productivity improve. Research from Gensler shows that when employees are involved in the design process, they report having more choices about where to work and feel the space better supports their activities. This isn't just about aesthetics; it's about creating a functional environment that reduces stress and helps people do their best work. A thoughtfully designed office that prioritizes natural light, comfortable acoustics, and variety can be a powerful tool for retaining top talent who value a supportive workplace experience.
The Financial Cost of Poor Design
Ignoring office design isn't just a cultural misstep—it's a financial one. A poorly designed office that creates friction, distraction, and discomfort can quietly drain your company's resources through lost productivity. One report estimates that subpar office environments could be costing UK businesses a staggering £135 billion each year. When your team struggles to find a quiet place to concentrate or a suitable room for a client call, their focus is diverted from high-value work to logistical headaches. Investing in an effective office layout isn't an expense; it's a strategic decision that directly supports your bottom line by creating an environment where your team can be efficient and engaged. The impact of workplace design is simply too significant to overlook.
How Employees Feel About Their Involvement
If you want to create an office people love, you have to ask them what they want. Yet, research reveals a major disconnect: only 21% of office workers feel their ideas were genuinely considered during recent office updates. This lack of involvement can breed resentment and disengagement, making employees feel like the space was designed for someone else. People aren't asking for expensive perks; they're asking for the fundamentals that make a workday better, like sufficient personal space, access to natural light, and comfortable temperature control. By actively seeking and incorporating employee feedback, you not only create a more effective workspace but also send a powerful message that you value your team's well-being and employee engagement. This fosters a sense of ownership and makes the office a place they genuinely want to be.
How to Find Out What Your Team Actually Wants
Beyond a great space, employees are looking for an environment that supports their professional and personal growth. People want to feel that their work is meaningful and contributes to a larger purpose. They’re also looking for opportunities to learn and develop new skills—something that often happens more organically through in-person mentorship and collaboration.
Finally, autonomy remains a top priority. Your team wants to have a sense of control over their work and how they accomplish it. This doesn’t mean a total free-for-all, but it does mean trusting them to manage their time and tasks effectively. A successful hybrid model empowers employees with the flexibility to choose where they work based on the task at hand, making the office a deliberate choice for collaborative and social activities.
How to Design an Office Worth the Commute
If you want your team to show up, the office needs to offer something their home can’t. It’s no longer enough to provide a desk and a Wi-Fi connection. The modern office is a destination—a place for collaboration, connection, and focused work that feels distinct from the kitchen table. Creating an environment that people genuinely want to be in is less about expensive perks and more about thoughtful design. It’s about building a space that supports your team’s needs, both professionally and personally.
An office worth the commute is flexible, comfortable, and functional. It recognizes that employees have different work styles and need different environments throughout the day. One moment might call for a quiet corner to concentrate, while the next requires a dynamic space to brainstorm with colleagues. By focusing on a few key areas—workspace design, a balance of collaborative and quiet zones, smart technology, and wellness-focused elements—you can transform your office from a place people have to be to a place they want to be. This shift is fundamental to building a thriving hybrid work culture where in-person time is valued and productive.
The First Steps in Modern Workspace Design
Forget endless rows of identical cubicles. Today’s most effective offices are designed with intention, creating an environment that supports productivity, creativity, and employee well-being. The core idea is to build a space that meets the diverse needs of your team. Think about the different types of work that happen in your office. Are there areas that encourage spontaneous conversation? Are there quiet spots for deep thinking? Innovative workplace design is about creating a functional and inspiring atmosphere that helps people do their best work, whatever that looks like for them.
Balance Spaces for Collaboration and Deep Work
A great office design gives employees choices. Your team needs spaces for both heads-down, focused tasks and lively group collaboration. An open-plan layout might be great for brainstorming, but it can be a nightmare for someone on a deadline. The solution is to offer a variety of work zones. Consider creating dedicated quiet areas, phone booths for private calls, and comfortable lounge areas for informal chats. By providing a flexible office environment, you empower your team to choose the setting that best suits their task, which helps everyone stay productive and happy.
The Downside of Open-Plan Offices
The open-plan office was designed with the best intentions: to break down silos and encourage collaboration. The reality, however, is often a sea of distractions. One study found that 65% of people in open-plan offices are frequently distracted, compared to just 29% in single rooms. Instead of fostering connection, these layouts can actually cause a 70% drop in face-to-face conversations as people retreat into headphones and digital chats to find focus. This constant sensory overload doesn't just hinder productivity; it increases stress and leaves employees feeling like their workspace is working against them. It’s a clear sign that a one-size-fits-all approach falls short, highlighting the need for a more thoughtful mix of spaces.
Combine Smart Tech with Everyday Comfort
Let’s be honest: if the office technology is clunky and slow, people will prefer their home setup. Ensure your office has high-speed internet, dual monitors at every hot desk, and seamless video conferencing equipment in every meeting room. Make booking a desk or a room effortless with a simple meeting room booking software. Beyond tech, small comforts make a huge difference. As one Forbes article notes, things like great coffee, healthy snacks, and comfortable seating can significantly improve the office experience and make people feel valued.
Design for Wellness with Natural Elements
Spending time in nature is proven to reduce stress and improve focus, and you can bring those benefits into the office. Incorporating natural elements, a practice known as biophilic design, can make your workspace feel more calming and restorative. This can be as simple as adding plenty of live plants, maximizing natural light, and using materials like wood and stone. You can also create dedicated wellness rooms for meditation, prayer, or simply a quiet moment away from the screen. These features show your team that you care about their well-being, making the office a more supportive and appealing place to be.
Beyond Plants: The Nuances of Natural Design
While adding a few potted plants is a great start, true biophilic design goes deeper. It’s about creating a multi-sensory connection to the natural world. Think about maximizing natural light by arranging desks near windows or installing skylights. Consider using materials with natural textures, like wood for desks, stone for countertops, or wool for upholstery. Even incorporating patterns that mimic those found in nature—like honeycomb or leaf veins—can have a subtle, calming effect. The goal is to create an environment that feels less like a sterile container for work and more like a restorative space that helps your team feel grounded and focused throughout the day.
How Building Design Affects Stress
The physical layout of your office has a direct and measurable impact on your team's stress levels. A poorly designed space—one with harsh fluorescent lighting, constant noise, and a lack of private areas—can create a persistent feeling of anxiety and make it difficult to concentrate. As research from WeWork highlights, a well-designed office makes employees feel less stressed and more welcome. By intentionally creating a space with varied lighting, acoustic dampening, and a mix of collaborative and quiet zones, you send a clear message: you care about your team’s well-being. This thoughtful approach reduces daily friction and helps create a psychologically safe and supportive atmosphere where people can do their best work.
Bring Your Company Culture to Life
Your office is more than just a physical location; it's a tangible representation of your company's culture and values. When someone walks through the door, they should immediately get a sense of who you are as a company. This isn't about plastering your mission statement on every wall. It's about creating an atmosphere that reflects your brand's personality and makes your team feel like they belong. A thoughtfully designed space can turn abstract values into a lived experience, reinforcing the connections that make your team strong. It’s the difference between an office that feels like a generic rental and one that feels like home.
Weave Your Brand into the Workspace
Your company culture should be felt, not just read. Think about how you can translate your brand’s identity into the physical design of your office. This could mean using your brand colors in subtle, tasteful ways, displaying team photos from offsites, or creating a wall that showcases customer success stories. The goal is to create a space that feels uniquely yours. Building a strong, collaborative environment requires intentional design and purpose. When your office reflects your shared identity, it reinforces a sense of community and reminds everyone of the mission they’re working toward together, making it a true destination for meaningful work.
Focus on Sensory Details
A great office experience engages more than just the eyes. Consider all the senses to create a truly welcoming atmosphere. What does your office sound like? A low-key playlist in common areas can set a relaxed tone, while designated quiet zones ensure people can focus. What does it smell like? A quality coffee machine or subtle, fresh scents can make the space feel more inviting. Even the texture of the furniture contributes to the overall feel. A well-designed office can make employees feel less stressed and more welcome, turning the workplace into a space that supports well-being and productivity.
Beyond Free Snacks: Offer Perks That Matter
A great office design is a fantastic start, but the perks you offer can be the deciding factor for an employee choosing between their couch and their commute. Long gone are the days when a ping-pong table and a stocked snack drawer were enough. Today’s most effective perks are thoughtful, practical, and designed to solve real-world problems for your team. They show you understand the trade-offs employees make when they come into the office and that you’re invested in making their lives easier. By focusing on benefits that genuinely support work-life balance, professional growth, and overall well-being, you can create a workplace that people are excited to be a part of.
Embrace True Flexibility in Scheduling
Flexibility isn't just a buzzword; it's the foundation of modern work. Forcing a rigid 9-to-5, five-days-a-week schedule is a quick way to lose trust. Instead, empower your employees by letting them choose which days they come to the office. You can use a hot desk booking system to make this process seamless. Consider implementing "no-meeting" days to give everyone uninterrupted focus time, or allow flexible start and end times so people can avoid the worst of rush hour traffic. This autonomy shows you trust your team to manage their time and deliver results, which is far more motivating than a strict attendance policy.
Build a Wellness Program They'll Actually Use
A healthy team is a happy and productive team. Wellness perks should go beyond the basics and address both physical and mental health. Think about offering practical benefits that reduce daily stress. This could include providing healthy meals and snacks, offering an on-site gym or subsidizing memberships, or even installing secure lockers for package deliveries. Some companies even offer laundry services. These perks might seem small, but they save employees valuable time and mental energy, demonstrating a genuine commitment to their well-being and making the office a supportive environment.
Invest in Your Team's Professional Growth
One of the strongest arguments for coming into the office is the opportunity for career development. Make this benefit tangible by offering in-person training programs, workshops, and lunch-and-learns. You can also establish a formal mentorship program that pairs junior employees with senior leaders for face-to-face guidance. Be transparent about how visibility and collaboration in the office can lead to promotions and involvement in high-impact projects. When employees see a clear link between their presence and their professional growth, the commute starts to feel like a worthwhile investment in their future.
Make the Commute Less of a Chore
Let’s be honest: the commute is often the biggest hurdle to getting people back in the office. You can make a huge difference by actively working to reduce this burden. Consider subsidizing travel costs, whether it’s for gas, public transit passes, or parking. If you have a lot of employees coming from a similar area, a company shuttle with Wi-Fi can turn commute time into productive work time. Even simple solutions, like offering flexible arrival times to miss rush hour or providing an easy-to-use office parking management system, can significantly improve the daily journey to work.
Create a Supportive Space for Working Parents
Working parents are constantly juggling professional and family responsibilities, and a supportive workplace can make all the difference. Perks that address their specific needs are incredibly valuable and can be a major factor in retention. Consider offering on-site childcare or providing a stipend to help cover costs. Flexible time-off policies that allow parents to handle family emergencies, doctor’s appointments, or school events without stress are also essential. By offering tangible support, you show that you value your employees as whole people, not just as workers, building a culture of loyalty and appreciation.
How to Build a Culture People Want to Join
A beautiful office with ergonomic chairs and free snacks is a great start, but it won’t keep your team coming back on its own. What truly makes an office worth the commute is a culture that gives people a reason to be there. The office should be a hub for connection, growth, and shared purpose. When you focus on building a strong culture, you’re not just creating a workspace; you’re building a community where people feel they belong and can do their best work.
This means shifting the perspective from the office as a place for solo work to a place for meaningful collaboration and learning. It’s about creating an environment where employees can connect with colleagues, share ideas, and grow professionally. By intentionally fostering a culture of purpose, you make the office a destination that energizes and inspires your team, making their time there feel valuable and well-spent. This isn't about forcing attendance; it's about creating an irresistible pull. When employees know that coming into the office means they'll learn something new, connect with a mentor, or solve a problem with their team, the commute becomes an investment in their career and well-being. The following strategies will help you build a culture that pulls people in, rather than pushes them through the door.
Foster Connections Beyond Water Cooler Talk
The biggest advantage of an office is the potential for genuine human connection. Your workspace should be designed to make these interactions happen naturally. Think beyond just desks and meeting rooms. Create comfortable lounge areas, communal coffee stations, and open spaces where spontaneous conversations can spark. The goal is to make the office a place for connection and new ideas, not just a place to sit and work alone. You can also use technology to help people connect. For example, a hybrid work software that lets team members see who’s planning to be in the office can help them coordinate their schedules for valuable face-to-face collaboration.
Create a Culture of Knowledge Sharing
Turn your office into a learning hub where knowledge flows freely between teams. Silos can easily form in a hybrid environment, but the office is the perfect place to break them down. Encourage people from different departments to meet and work together on projects. You can host "lunch and learn" sessions where team members share their skills, or run workshops focused on professional development. By offering special training sessions in the office, you provide tangible value that employees can’t get from their home office. This positions the workplace as a center for growth and innovation, which is a powerful motivator for ambitious team members.
Recognize and Grow Your Top Talent
People want to work for companies that are invested in their success. A culture of purpose is built on recognizing your team's contributions and supporting their professional growth. Regular, helpful feedback is crucial for this. It builds trust and shows employees you care about their development. Instead of waiting for annual reviews, create channels for ongoing conversations about performance and career goals. Companies that provide consistent learning and development opportunities tend to have employees who are more productive and engaged. When your team feels seen and supported, they’re more likely to feel connected to the company’s mission.
Plan Team Events That Aren't a Waste of Time
Social events are a fantastic way to build camaraderie, but they should feel intentional. Plan activities that give people a genuine reason to come together and connect. This could be anything from shared team meals and happy hours to company-wide celebrations for major milestones. You could also host networking events or workshops with industry experts to provide both social and professional value. These activities strengthen team bonds and create a more vibrant, enjoyable workplace atmosphere. Using a simple meeting room booking software can also make it easy for anyone on the team to organize their own get-togethers, empowering them to build connections organically.
Make the Office Experience Effortless
A beautifully designed office with great perks can still fall flat if the day-to-day experience is full of friction. When employees have to struggle with basic logistics like finding a desk or booking a room, their commute can quickly feel like a waste of time. The goal is to make coming into the office so seamless that your team can focus on what truly matters: connecting with colleagues and doing their best work. In a hybrid model, the office is no longer the default—it's a destination. This means the experience has to be better than working from home. By removing administrative hurdles and streamlining processes, you create an environment where productivity and collaboration can happen naturally. This means thinking about every touchpoint, from the moment an employee decides to come in until the moment they head home, and making each step as simple as possible. When the logistics fade into the background, the real value of the office—community, culture, and collaboration—can take center stage. It's the difference between an office people have to go to and one they want to go to.
Take the Headache Out of Booking Desks and Rooms
Nothing sours an office day faster than wandering around looking for a place to sit. In fact, data shows that 89% of employees can waste up to 20 minutes just searching for basic resources. To make the office truly worth the trip, you need to make finding and booking space incredibly simple. A user-friendly hot desk booking system allows employees to reserve a spot before they even leave home. The same goes for collaboration spaces. Integrating a meeting room booking software into the tools your team already uses, like Slack or Teams, removes the hassle and lets everyone get straight to work.
Use Data to Manage Your Workspace Smarter
A great office experience is about more than just having enough desks; it’s about having the right kinds of spaces. Instead of guessing what your team needs, you can use data to understand how your office is actually being used. This allows you to create an environment that supports different work styles, from quiet focus zones to dynamic collaborative hubs. Using a flex office software can provide insights into peak usage days, popular areas, and underutilized resources. This helps you make informed decisions to optimize your layout and ensure every trip to the office feels valuable and purposeful for your team.
Cut Through the Noise: Streamline Team Communication
In a hybrid setting, clear and open communication is the glue that holds your team together. When employees know who’s in the office and when, it’s much easier to plan for in-person collaboration. The key is to centralize this communication within the platforms your team already lives in. Instead of adding another app to their plate, you can explore integrations with tools like Slack and Teams. This makes it easy for team members to coordinate their office days, see who’s around, and book spaces without ever leaving their chat window. When communication is this effortless, you’ll see more of the spontaneous, meaningful interactions that build a strong culture.
Build a Feedback System That Actually Works
Building an office that employees love is an ongoing conversation, not a one-time project. To keep improving, you need a consistent way to gather feedback on what’s working and what isn’t. Regular feedback builds trust and shows your team that you value their experience. You can use simple surveys, polls in your company chat, or informal check-ins to ask about everything from the room booking process to the coffee selection. By actively listening and responding to their input, you empower your employees to help shape their own work environment. This creates a powerful sense of ownership and ensures your office continues to evolve with your team’s needs.
Is Your Office Strategy Working? Here's How to Tell
Creating an office that your team loves isn't a one-time project; it's an ongoing conversation. The most successful workplace strategies are flexible, responsive, and built on a cycle of listening, learning, and adjusting. Once you’ve designed a space and introduced new perks, the real work begins. It’s time to pay attention to what’s working, what isn’t, and what your team needs next. This commitment to evolving shows your employees that you’re invested in their experience for the long haul. By regularly measuring your strategy's impact and adapting accordingly, you can ensure your office remains a place where people truly want to be.
See How Your Team *Really* Uses the Office
Guesswork won't get you very far. To make smart decisions, you need to understand how your team actually interacts with the office. Are the collaboration pods always buzzing while the quiet zones sit empty? Is there a scramble for meeting rooms every Tuesday afternoon? Using a hot desk booking system can provide clear data on which spaces are most popular and when. This information is invaluable. It helps you see patterns, identify bottlenecks, and make informed choices about reconfiguring layouts or adding resources where they’re needed most. As one report notes, the right tools can help you understand how your space is being used and suggest better ways to set it up.
How to Involve Employees in Workspace Design Decisions
Data tells you the "what," but employee feedback tells you the "why." The only way to know what your team is thinking is to ask them. Regular surveys are a great way to understand their worries and get a pulse on their experience. You can also create channels for ongoing feedback through Slack, team meetings, or one-on-one conversations. The most important part of this process is closing the loop. When you receive feedback, acknowledge it and share what you plan to do about it. This transparency builds trust and shows your employees that their voices are heard and valued, making them active participants in shaping their work environment.
The Benefits of a Co-Created Workspace
To create a workspace that employees genuinely want to use, you have to involve them in the design process. As the design firm Gensler puts it, it’s crucial to design workplaces *with* your employees, not just *for* them. When your team has a say in their environment, the result is a space that’s more functional and enjoyable for everyone. This collaborative approach gives team members a sense of ownership and belonging, which helps transform the office from an obligation into a destination. When people feel they have a stake in their surroundings, they are more likely to invest in the community and culture you're trying to build.
Structured Methods for Gathering Feedback
To effectively gather employee input, it’s best to use a variety of methods. Relying on a single channel means you might only hear from the most vocal members of your team. Instead, try a mix of surveys, focus groups, advisory boards, and workshops to get a complete picture of what your team needs. Anonymous surveys are especially useful for getting honest responses, as they allow people to share their thoughts without worrying about repercussions. This multi-faceted approach ensures that the feedback you collect is representative of the entire team, leading to more inclusive and successful design choices.
Testing and Evaluating New Designs
Before you commit to a major office overhaul, it’s smart to test new ideas on a smaller scale. This iterative process lets you gather real-time feedback and make adjustments without a huge investment of time or money. You could set up a pilot area with new furniture or a different layout and invite a small group to try it out for a few weeks. This approach not only helps you refine the final design but also shows your team you’re committed to getting it right. Regularly asking for feedback builds trust and demonstrates that you value your employees' experience, ensuring the final design truly meets the needs of the people who use it every day.
Stay Flexible as Your Team's Needs Change
Your team's needs aren't static, and your office strategy shouldn't be either. What works today might not work in six months. Stay agile and be ready to adjust your approach based on usage data and employee feedback. Instead of enforcing rigid rules, focus on creating experiences that make the office a genuinely useful and enjoyable place to be. If you notice a dip in attendance, maybe it’s time to plan a special workshop or a team lunch. If your team craves more flexibility, a hybrid work software can help you manage schedules without the administrative headache. The goal is to be responsive and continuously refine the office experience.
Why Your Office Should Always Be a Work in Progress
A great workplace culture is rooted in a commitment to continuous improvement. This goes beyond just the physical office and extends to supporting your team's overall growth and well-being. Research shows that companies offering learning opportunities have employees who are less stressed, more productive, and happier. By investing in professional development, wellness programs, and better work-life integration, you show your team that you care about them as people, not just as employees. This ongoing dedication to getting better together is what ultimately makes an office a place people are proud to be a part of.
Related Articles
- Understanding the Meaning of a Hybrid Office
- Adapting Offices for Hybrid Work
- Hybrid office design: How to make hybrid work for you
- 6 Best Hybrid Office Management Software Tools
Frequently Asked Questions
We've tried offering fun perks, but office attendance is still low. What's the most common thing companies get wrong? This is a super common frustration, and it usually comes down to focusing on the what instead of the why. A kombucha tap is nice, but it doesn't solve the core reason someone might choose to stay home. People are looking for purpose, not just perks. They'll make the commute when they know they'll have meaningful interactions, opportunities to learn from colleagues, or dedicated time to collaborate on a project that's difficult to manage remotely. The most successful companies shift their focus from just making the office fun to making it a hub for professional growth and connection.
How can we justify the cost of improving our office if we don't know if people will show up? You don't have to start with a massive, expensive overhaul. The key is to begin by listening. Before you invest in new furniture or tech, use simple surveys or team conversations to understand what the biggest friction points are for your employees. You might discover that the most impactful change isn't a new lounge area, but a better system for booking desks or a subsidy for their commute. Start with small, targeted improvements based on that feedback. When your team sees you're responding to their actual needs, they're far more likely to see the office as a valuable resource worth using.
My team needs both quiet focus time and collaborative space. How do we provide both without a massive redesign? Creating a balanced environment is more about smart zoning than it is about knocking down walls. You can create distinct areas with simple changes. Designate a specific section of the office as a "quiet zone" with clear signage and rules, like no phone calls. You can also repurpose underused offices or nooks into bookable focus rooms. For collaboration, ensure your main open areas have whiteboards and comfortable seating to encourage spontaneous brainstorming. The goal is to give people clear choices so they can easily find the right environment for the task at hand.
How do we manage flexible schedules and desk booking without creating an administrative nightmare? The key is to use technology that integrates into the tools your team already uses every day. Instead of introducing a separate app or a clunky spreadsheet that no one updates, a system that works within Slack or Teams makes the whole process feel effortless. This allows employees to see who's coming in, reserve a desk, and book a meeting room without ever leaving their chat window. When the logistics are that simple, it removes a major barrier to entry and encourages people to plan their office days more intentionally.
What's the best way to get started if we can't do everything at once? The best first step is always to listen. Before you change anything, gather feedback to understand what your team truly values and what their biggest challenges are with the current office setup. From there, identify one or two high-impact, low-effort changes you can make. This might be as simple as upgrading the coffee situation, making it easier to book a meeting room, or establishing a clear "no-meeting" day each week. Small, visible wins show your team you're committed to improving their experience, which builds the trust and momentum you need to tackle bigger changes down the road.
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