How to Design a Successful Open-Plan Office
The open-plan office offers flexibility and space savings, but poorly designed, it can harm productivity. Here are the keys to a balanced layout.
Summary
- Create differentiated zones for focus, collaboration, and relaxation
- Acoustics are the #1 priority: ceilings, panels, sound-absorbing furniture
- Provide retreat spaces (pods, phone booths) for calls and deep work
- Maintain fluid circulation (min. 1.20 m) without crossing workstations
- Involve users in the design for better adoption
Why Does the Open-Plan Office Have a Bad Reputation?
The open-plan office is often criticised for noise, lack of privacy, and constant interruptions. These problems are real... when the space is poorly designed. An open-plan conceived as simply removing walls is doomed to fail.
Studies show that the main complaints are:
- Noise and distractions (conversations, phones)
- Lack of privacy for calls or sensitive discussions
- The feeling of being watched constantly
- Difficulty concentrating on complex tasks
The good news? All these problems have solutions. A well-designed open-plan can combine the benefits of collaboration with the comfort necessary for concentration.
Step 1: Analyse the Real Needs
Before drawing a plan, ask yourself the right questions:
Key Questions
- What types of tasks are performed? (focus, collaboration, phone calls...)
- What proportion of time is spent on individual vs. collective work?
- Which departments need to interact frequently?
- How many people are present simultaneously (occupancy rate)?
- Are there particular confidentiality requirements?
Observing current flows and behaviours is invaluable. An audit with questionnaires and interviews helps to correctly size the different spaces.
Step 2: Define Functional Zones
A modern open-plan office is not a uniform space. It combines several types of zones:
Individual Work Zones
Standard workstations, ideally arranged to limit distractions:
- Back to traffic to avoid visual solicitations
- Light separators (panels, plants) to create a sense of personal space
- Away from traffic and social areas
Collaboration Zones
Open spaces for spontaneous or planned teamwork:
- High tables for quick meetings (stand-up)
- Sofas and poufs for informal brainstorming
- Whiteboards or screens for sharing ideas
Focus Spaces (Focus Rooms)
Essential in an open-plan, these pods allow for isolation for:
- Phone calls or video conferences
- Work requiring intense concentration
- Confidential conversations
Plan for 1 focus space per 8-10 people minimum.
Break Spaces
Breaks are essential for productivity. Create welcoming zones clearly separated from work areas (acoustically in particular).
Step 3: Address Acoustics
This is THE key success factor. Noise is the number one cause of dissatisfaction in open-plan offices. An effective acoustic strategy combines several elements:
Sound Absorption
- Acoustic ceilings: essential, they absorb 50-70% of ambient noise
- Wall panels: in areas with frequent conversation
- Sound-absorbing furniture: armchairs, sofas, textile dividers
- Carpet or soft flooring: reduces footstep and chair noise
Acoustic Separation
- Glass partitions for meeting rooms (sound insulation)
- Phone booths for calls and video conferences
- Tall dividers between zones with different uses
Sound Masking (Optional)
White or pink noise systems can reduce the intelligibility of distant conversations, thus limiting distractions. Test before deployment.
Warning
Plants, often cited as an acoustic solution, have only a very limited effect. They bring other benefits (wellbeing, air purification), but do not replace professional acoustic treatment.
Step 4: Optimise Lighting
Lighting strongly impacts comfort and productivity:
Natural Light
- Position workstations to benefit from light without screen glare
- Screens should be perpendicular to windows (neither facing nor with back to)
- Provide blinds to manage glare
Artificial Lighting
- Indirect general lighting: avoids shadows and glare
- Individual desk lamps: allow everyone to adjust according to their needs
- Colour temperature: 4000-5000K for work, warmer for break areas
Step 5: Choose Appropriate Furniture
Desks
- Sufficient dimensions: 140-160 cm wide minimum
- Height-adjustable desks (sit-stand) strongly recommended
- Integrated cable management
Chairs
- Ergonomic chairs with multiple adjustments
- In hot-desking environments, choose models that are easy to adjust quickly
Storage
- Individual lockers for hot-desking
- Low cabinets that can serve as dividers
- Collective storage spaces for shared files
Step 6: Plan Circulation
Fluid circulation avoids interruptions and improves comfort:
- Main corridors: minimum 1.50 m wide
- Secondary passages: minimum 1.20 m
- Avoid crossing focus zones to get elsewhere
- Place high-traffic areas (printers, cafeteria) on the periphery
Open-Plan Layout Checklist
Common Mistakes to Avoid
- Underestimating acoustics: this is the #1 factor for success or failure
- Forgetting retreat spaces: without focus rooms, concentration is impossible
- Over-densifying: below 8 m²/workstation, discomfort sets in
- Neglecting consultation: imposing without consulting creates resistance
- Making the space uniform: different zones meet different needs