Workplace design in the office: Why it is so important

A good workplace design is much more than just a desk and a chair — it is a decisive factor for the productivity, well-being and health of the workforce. At a time when companies are increasingly paying attention to optimising working conditions, the ergonomics of the work environment are becoming more and more important. A well-thought-out design of the office can not only reduce physical stress, but also increase motivation and efficiency in everyday working life. In this article, we show what a modern workplace design can look like, what benefits it offers and how it can sustainably improve both the work and satisfaction of your employees.

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Ergonomic workplace design

An ergonomically designed workplace is the key to a healthy office life in the long term and is of great importance for both employers and employees. By properly designing furniture, work equipment and the work environment, employees can reduce physical stress and improve their performance.

Even small steps are often enough to fundamentally improve the design of the workplace. With these top 10 measures, nothing can go wrong anymore:

1. Set the optimal desk height
   
   • The desk should be set so that the arms can rest at a 90-degree angle without lifting your shoulders.
2. Use an ergonomic chair
   
   • Choose an office chair with adjustable seat height, backrest and armrests for an upright posture.
3. Adjust screen position
   
   • Place the screen at eye level so you can look straight ahead without tilting your head. This also promotes good posture.
4. Position the keyboard and mouse correctly
   
   • The keyboard and mouse should be flat and in line with your forearms to avoid wrist strain.
5. Optimize lighting
   
   • Make sure there is enough daylight or glare-free artificial lighting.
6. Schedule regular breaks
   
   • Take a short break every 30-60 minutes to relax your eyes, change sitting position, and move around.
7. Accessories for extra support
   
   • Use foot rests, wrist rests, or document holders as needed to further improve working position.
8. Individual workplace design
   
   • Take personal needs into account, such as special ergonomic aids for people with back pain.
9. Integrate movement into everyday life
   
   • Use height-adjustable desks to switch between sitting and standing.
10. Regular review and adjustment
    
    • Check your workplace settings regularly to make sure they continue to meet your needs.

Ergonomic workplace design not only protects against physical complaints, but also increases well-being and productivity in the long term.

5s Workplace Design

The 5s method originally comes from Japan and is often used in the context of lean management to make workplaces more efficient and clearer. It not only helps to increase productivity, but also improves employee satisfaction and order. The five steps here represent sorting, systematization, cleaning, standardization and self-discipline.

Compliance with these 5s not only guarantees the highest possible level of efficiency, but also increases the general working environment and the feel-good factor for all employees without interrupting normal work flow.

Sort (Seiri)

Clean it out! Disconnect yourself from everything that is not necessary for daily work. Sort out tools, documents, or materials that are rarely or never used. A tidy workplace provides clarity and makes it easier to access the required work equipment.

Systematize (Seiton)

Organize your work tools so that they are logical and easy to access. Use labelled drawers, holders or shelves to create a clear structure, true to the motto: Everything has its own place. In this way, you save time and reduce stress during everyday activities through clearly defined design and organization.

Clean (Seiso)

Keep your workplace clean! Remove dust, trash, or other contaminants. Responsibilities for cleaning can be distributed within the team. Establish cleanliness as a standard, because a clean environment improves health and safety and makes for a more pleasant working environment.

Standardize (Seiketsu)

Create consistent work standards for everyone. Set clear guidelines for order and cleanliness. Document work processes and create checklists or guidelines to secure the standard in the long term. Clearly defined guidelines promote collaboration and workflow and minimize errors.

Self-discipline (Shitsuke)

The goal is to maintain the 5s of workplace design. Train yourself regularly and encourage others to implement the design on their own responsibility. Check yourself regularly and set an example for the team. This creates a long-term improvement in working culture and a sustainable increase in efficiency.

Flexible workplace design

Flexible workplace design enables companies to meet the individual needs of their employees while increasing efficiency. Through mobile workplaces, shared desk concepts or home office solutions, employees can adapt their work environment to their tasks and personal preferences. This not only promotes productivity and wellbeing, but also creates a modern work environment that can adapt quickly to changes. Flexibility in the workplace is therefore becoming an important factor for attracting and retaining talent in the long term.

Modern workplace design

Modern workplace design uses a combination of functionality, ergonomics and flexibility to create an inspiring work environment. Open room concepts, flexible furniture and technologies promote collaboration, creativity and individual productivity.

Modern workplace design in the office

Modern workplace design in the office combines flexibility and ergonomics to meet the different requirements and work areas of employees. Open areas promote collaboration and communication, while special retreats enable concentrated work. Flexible furniture and height-adjustable tables ensure individual adjustment and promote health. Technological equipment, such as digital whiteboards and fast networks, enables efficient design in a networked work environment. Complemented by sophisticated lighting and acoustics, the result is an office that supports productivity, creativity and well-being in equal measure.

Modern workplace design in the home office

Workplace design in the home office also values ergonomics and efficiency and also a clear separation between work and private life. Customizable furniture creates the basis for healthy work. The right lighting and a screen placed at eye level reduce physical stress. In addition, structured storage solutions ensure order, while personal designs such as plants or pictures create a pleasant atmosphere. Modern technologies such as video conferencing tools and cloud solutions ensure seamless collaboration with the team — for a productive and motivating work environment at home.

Workplace design with Flexopus

In addition to ergonomic furniture and the general code of conduct, efficient workplace design primarily includes maximum flexibility. With the workstation booking system from Flexopus, employees enjoy the freedom of individually bookable workstations. In this way, the needs of each individual can be taken into account without fundamentally changing the design of the office.

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Through the interactive map editor, equipment features such as height-adjustable desks or special office chairs can be adjusted directly on the workplaces. This means that you can see at first glance which space meets your personal requirements.

Thanks to the integrated parking booking and room booking, limited resources can be used optimally without causing conflicts or double bookings.

The Flexopus desk sharing solution therefore not only promotes a flexible working environment, but also encourages compliance with 5s and a clean desk policy. This means that all levels of a company benefit from the full range of functions.

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