A large number of offices across the world have adopted an open plan design, reshaping the way we work.

As the name suggests, in open plan offices, there are no physical barriers between sections, meaning all spaces are shared by employees, and all work areas are communal.

Open plan offices tend to focus on collaboration, leading to common features like long tables and a move away from the traditional office cubicle.

In this article, we’ll take a look at this new approach to the workplace, taking you through the advantages and disadvantages of open plan offices.

The Historical Context of Open Plan Offices

To look at the rising popularity of open plan offices, we first need to look at the historical context that paved the way to the offices we know today.

After World War II, several industries experienced growth, which led to increased demand for office space and a need for more efficient workplaces.

The economic boom contributed to the rise of the corporate culture we know these days, which prioritised collaboration and teamwork.

In addition, the modernist architectural movement was all about functionality, simplicity and the use of open spaces, with architects like Frank Lloyd Wright promoting open plan layouts as opposed to compartmentalised office spaces of the past.

Forward-thinking companies such as IBM and General Motors were the first to start experimenting with open plan office layouts to encourage collaboration and communication, breaking down hierarchical barriers and enhancing communication.

As the office continues to move towards being a more comfortable and informal space for employees to collaborate, the open plan layout has stayed with us, and is likely to remain into the future.

The Advantages of Open Plan Offices

Enhanced Collaboration

As we touched on above, open plan offices significantly enhance collaboration. By having everyone in the same room, employees are able to communicate openly, without any physical barriers in the way of asking and answering questions, and working together.

Collaboration is key in the majority of industries – for example, in the marketing agency, working together on projects is essential, as is the case for any creative industry.

Cost-Effectiveness

From a business perspective, open plan offices are more cost-effective, as businesses purchasing or renting an empty-shell office don’t need to put in additional rooms or structures, which saves a lot of money.

In addition, open plan offices also help save space, meaning you won’t need as much square meterage when looking for a home for your business.

Flexibility and Adaptability

Another advantage of open plan offices is that they’re easy to reconfigure based on the situation and the needs of employees.

For example, with the help of modular furniture, you can create a traditional-style office boardroom if needed, or you can separate workstations and desks for focussed autonomous work.

Encouraging Modern Work Culture

The final advantage of open plan offices is that they break down any hierarchical barriers and inequalities, as no one has their own office or private workspace.

This means that everyone is on the same level, which can also be positive when it comes to inclusivity and diversity, as the lack of physical barriers fosters a sense of belonging and ensures everyone is visible and heard in the office space.

Disadvantages of Open Plan Offices

Noise and Distractions

One of the disadvantages of open plan offices is that ambient noise is heightened, compared to a workspace where people are separated into rooms based on department, for example.

Having a significant number of people in one room means that there will be a minimum level of noise at all times, which can unfortunately hinder focus and productivity.

While there are steps you can take to improve noise levels, if you operate in an industry where intense focus is needed, or if a lot of your employees need a quiet and calm workspace, an open plan office might not be the way to go.

Lack of Privacy

Another disadvantage of open plan offices is the lack of privacy that comes with sharing a room with the rest of your team, and potentially even the whole company.

Sometimes, you might be in a meeting discussing sensitive information, either online or in person. In these cases, an open plan office wouldn’t be ideal.

Potential for Increased Stress

Some employees might not adapt well to an open plan office, as the lack of privacy and personal space can make them feel as though they’re always being observed or judged.

This is important to keep in mind, and it’s one of the many reasons as to why it’s essential to talk to employees before making a decision on the layout of the office.

Impact on Productivity

Depending on the person, open plan offices can have a positive or a negative impact on their productivity.

As we already explained, open plan offices can be loud environments, and this can be overwhelming to employees who struggle with constant stimuli and noise, which in turn has a negative impact on productivity.

Research Insights

A 2019 study by Ethan Bernstein and Ben Waber at Harvard took an in-depth look at open plan offices.

They found that, while open offices are seen as the ideal space to enhance collaboration and communication, they can sometimes discourage meaningful face-to-face interactions. This is because employees feel less comfortable engaging directly with their colleagues in an open environment where everyone else can hear.

The study also explained that norms of behaviour changed, with employees using headphones and signalling that they’re busy, reinforcing a culture of isolation instead of collaboration.

Bernstein and Waber stated that experimentation in workplace design is essential to ensuring a productive and comfortable workplace for all. They encourage businesses to test different configurations and analyse employee interactions and opinions on each setup to find one which suits everyone the best.

They concluded that the future of workspaces lies in whatever employees prefer best. It’s all about prioritising employee needs and preferences, and providing more flexible and responsive environments to suit employees’ needs.

This study shows that, while the open plan office is a great option for some businesses and employees, it might not suit everyone – and it’s all about asking and knowing what your employees want and actioning that.

Open Plan vs. Closed Offices

It is clear that the debate of open plan versus closed offices rests mostly on the individual preferences of employees.

Here are a few situations in which open plan offices would be ideal:

• For more extroverted employees
• For employees who aren’t easily overwhelmed by ambient sound
• In creative industries where collaboration is essential
• For smaller office spaces
• For sales and customer service teams where employees need quick communication about products and services

A few of the situations in which closed offices could be ideal include:

• For more introverted employees
• For employees who have sensory issues or trouble focussing
• In industries where focussed individual work is needed
• For employees who need privacy due to sensitive information
• For companies that need separate meeting rooms

Best Practices for Implementing Open Plan Offices

Design your Layout for Success

It’s essential to set up your open plan office properly to facilitate different types of work.

For example, consider having zones for collaboration and other zones for quiet work, to ensure everyone has a zone for their style of work and what they’re doing on that specific day.

This ensures that employees can use the space however they wish, in a way that suits their requirements.

Incorporate Privacy Solutions

At some point in time, everyone will need privacy in the workspace, to enable them to either get some time to work alone, or when they’re discussing sensitive information.

This is where privacy solutions such as soundproof booths and dividers are essential for a successful open plan office.

As the Harvard study suggested, people can use headphones and personalised signals to show others that they are in focussed work mode.

In addition, having visual barriers such as bookcases or decorative screens can offer visual privacy, separating workstations and helping employees feel less exposed.

It’s important to balance open spaces with areas for focussed work, as this can enhance productivity and improve mental wellbeing for employees.

The Advantages and Disadvantages of Open Plan Offices

To conclude, it is evident that open plan offices can enhance collaboration amongst the right types of employees, providing a sense of community and facilitating flexible work styles.

In particular, they work well for creative teams and those in customer-facing roles, helping employees communicate quickly and exchange ideas in real time.

However, they can also be difficult for certain employees due to noise distractions and decreased privacy for focussed and sensitive work.

So, when evaluating office layouts, it is crucial to consider the needs of your workplace and your employees. Surveys and open conversations can really help you understand what your employees need from their workplace. Often, a hybrid approach which balances open spaces with private areas ends up being the ideal option for all, helping to accommodate a range of work styles and maximising collaboration and productivity at the same time.