Optimizing Shared Space in the Office


The modern workplace is evolving. With more people working remotely, the traditional office setup is changing. The change of the conventional office means businesses need to start preparing for a future where employees work in different locations — both in the office and out.

Hybrid and Remote Work Trends in 2022

Each year, we see that the transition to remote and hybrid work models is becoming increasingly mainstream. In 2022, this trend is only going to continue. In fact, a study by Forrester predicts that in 2022, 60% of organizations will attempt the shift to a hybrid work model, with an additional 10% aiming to go totally remote. However, Forrester also predicts that one in three firms will flounder in their efforts to embrace hybrid scheduling because of a failure to adapt work processes and resources.

When work models fundamentally change, so must our tools to complete that work. For instance, one of the most important but commonly overlooked aspects of fostering a thriving, hybrid-friendly workplace is optimizing shared space.

What Constitutes Shared Space in the Office?

As more and more employees start working remotely, businesses must adapt their office space to accommodate this trend. When working on location, hybrid employees require access to the same resources as their in-office counterparts. These resources include access to technology, furniture, and office supplies. In other words, businesses need to ensure that their hybrid employees have everything they need to be productive, no matter where they work.

One way to do this is by creating hybrid workspaces. Hybrid workspaces are designed for both remote and in-office workers. This type of workspace usually has a mix of private offices, open workstations, meeting rooms, and common areas.

Optimizing Shared Spaces for Your Team

To empower your hybrid-inclusive team to do their best work, your organization needs shared office spaces that promote flexibility, productivity, and communication. This strategy involves carefully planning and maintaining your workspace to accommodate all employees' needs.

Managing Shared Desks

One way to optimize shared space in the office is by managing shared desks. When hybrid employees work on-site, they often do not have their dedicated workspace. This can make it difficult for them to be productive. To solve this problem, businesses can create shared desks. Shared desks are workspaces that can be used by any employee, regardless of their work model.

There are a few things to keep in mind when managing shared desks. First, businesses need to ensure that there are enough shared desks for all their employees. Second, they need to create a system for claiming or reserving these desks orderly, so workers aren't left searching for workspace and wasting valuable in-office time. An organized booking system will ensure that hybrid employees have access to the resources they need when they need them.

Utilizing Huddle Rooms and Meeting Spaces

In addition to managing shared desks, businesses also need to take advantage of huddle rooms and meeting spaces. Huddle rooms are small, informal meeting spaces used for impromptu team meetings or individual work sessions. On the other hand, meeting spaces are larger areas designed for more formal events, such as presentations or team-building exercises. When working on-site, hybrid employees may require using huddle rooms or conference rooms for meetings or other work-related activities.

Reliable access to meeting spaces is especially critical for hybrid workers because their face-to-face availability may be limited. So when they are scheduled to be in the office, it's important that hybrid employees can make the most of each opportunity to collaborate with colleagues, check in with supervisors, or take part in training and seminars that would be difficult to experience remotely.

To ensure that these spaces are available when needed, businesses need to create a booking system. This system should allow employees to claim or reserve huddle rooms and meeting spaces in advance. As with shared desks, a booking system for meeting spaces allows businesses to avoid the frustration of workers being unable to find meeting space when they need it.

Updating AV Technology

Finally, businesses need to update their AV technology in shared office spaces. When it comes to huddle rooms and meeting spaces, businesses must make sure that they are properly equipped with the right tools, including audiovisual equipment like projectors, microphones, sound systems, and TVs. With the right AV setup, huddle rooms and meeting spaces can be used for a variety of purposes, from presentations to video conferencing.

In a hybrid work environment, audio and video conferencing capabilities are especially important to facilitate communication between remote and in-office employees. They are also vital in shared office spaces so that when hybrid workers are on-site, they can keep appointments for video calls, stay in touch with other remote team members, and seamlessly follow their daily workflow without having to search out AV tools.

To ensure that these technologies are up to date, businesses need to invest in high-quality audio and video equipment. In addition, they should make sure that their network infrastructure can support the increased demand for audio and video conferencing. While this may seem like a daunting task, experienced audiovisual integrators can make knowledgeable recommendations on which AV tools your team needs for peak productivity in shared office spaces.

AV Solutions from Applied Global Technologies

As the workplace continues to evolve, so does the technology that we use to complete our work. This is why it's so important for businesses to stay up-to-date with the latest AV equipment. By doing so, they can ensure that their employees have access to the resources they need to be productive, whether they're working in-office or remotely.

At Applied Global Technologies (AGT), we offer a wide range of AV solutions that are designed to improve productivity in the workplace. Our team has the tools and expertise to help your business make the most of its shared office space.To learn more about our AV solutions, contact us today. We'll be happy to discuss your specific needs and recommend the right solution for your business needs and budget.