Before you send your employees off to the broom closet for donuts, you might want to think twice, because the break room might be the most important room your company has.

I know you’re wondering if the break room seriously that important?  The answer is yes, and here’s why:  the break room draws people out of their offices and cubicles, and provides a central gathering place for employees to interact with one another face to face.

Although employees do not always discuss work related issues in the break room, the conversation usually will come around to the workplace and even when it doesn’t, employees are still building relationships.  It is kind of like a daily meeting that your employees are actually anxious to attend!

Many employers do not take advantage of their break room’s potential simply because they fail to take a few common sense steps to ensure an enjoyable atmosphere.  After all, who wants to go to a disgusting break room?  With a little planning, your break room can be the talk of the company.  Here are some things to think about when planning for a break room:

Set up of break room. 

Break room set-ups vary from company to company.  However, there are a few essentials.  First, you’ll need a table or tables and chairs for people to sit while they are eating.  You’ll also need a refrigerator, a sink, a microwave, and basic kitchen supplies like paper towels and dish washing soap.  You may even want to consider buying a set of plates mugs, and silverware to encourage your employees to take a more “green” stance in the kitchen.  Beyond that, the sky is the limit.  Some break rooms contain lounge furniture, but that decision is entirely up to you.  The key is to create an environment that is comfortable and conductive for conversation.

Cleaning the break room.

Everyone should help clean the break room.  You need to make it clear that people are responsible for cleaning up their own messes, including the removal of food items from the fridge.  Humorous, concise signage helps, but ultimately people will have to hold each other accountable for keeping the break room tidy and clean.  Even so, you should plan on making the break room a scheduled stop for the cleaning crew.

Footing the bill for coffee.

There are two schools of thought when it comes to who pays for the coffee.  Some employers happily provide coffee for their employees as a gesture of goodwill.  Others feel that employees should either pay a nominal fee for a cup of coffee or come up with their own system.  The decision is up to you, but whatever your decision, be sure to factor in how it will be received by your employees.  You may find that a can of coffee is a small price to pay for the benefit of the break room.

Who is allowed in the break room?

All employees and staff should be allowed to use the break room during scheduled breaks.  As the owner or manager of a company, it is important for you to spend some time in there too, especially if you are looking for a way to bond with your staff.  However, clients are strictly a no-no.  It is important to remember the break room is a place for employees to get away from customers, not eat with them.

By following these simple tips, your break room can become a retreat of sorts for your employees.  The right break room atmosphere will build up your company morale, help foster meaningful relationships and build teamwork.

According to studies conducted by BOSTI Associates, a workplace planning and design consultancy firm in New York, there is a clear correlation between how people experience the offices they work in and their productivity levels on the job including job performance, satisfaction and their ability to communicate with each other.

A survey conducted by ICM, a London based research firm, and Art & Business, a non-profit network that builds partnerships between businesses and the arts at the corporate level.  Their findings show that 73% of employees wanted more art in the workplace, stating that it both motivated and inspired them.

In yet another study, this one conducted by the Business Committee for the Arts, in collaboration with the International Association for Professional Art Advisers, researchers established a positive relationship between on the job productivity and the presence of art in the workplace.  Along with productivity, the study addressed other human factors such as stress, morale and creativity.  The survey polled employees from a variety of companies across industry lines, and demonstrated that art in the workplace:

1. Helps combat stress
2. Heightens creativity
3. Improves productivity
4. Encourages expression and creativity
5. Encourages diversity appreciation

Including artwork in company offices has a strategic importance in business planning.  By including art in your corporate budget you may also be aiding in managing human resources and marketing.  The inclusion of art in company offices is an excellent marketing strategy if your company is in the service sector where outside customers visit company offices on a daily basis.   As an example, many medical service providers in private practice continuously acquire art to support a sense of calmness and security.  Strategically placing pieces of artwork in company buildings is a strong public relations tool, setting the business apart from competitors.

In the long run, the inclusion of art in your strategic plans displays the company’s sense of social responsibility, teaching employees and customers to appreciate the value of art in society.  Art will also enhance your work environment, fostering the acceptance of diversity and boosting creativity among employees.

If you think including art in your workplace is a great idea, your next move is to decide how to go about acquiring pieces of artwork and what form of art should you use?  You should begin this process with a step-by-step analysis of your company’s needs.  Buying artwork is an important decision that requires substantial consideration.  Here are some points to think about:

1. What form of art, and in what medium?  Oil paintings on canvas, wooden sculptures, photographs?
2. Themes and content (Nudes and morbid imagery are a no no.)
3. Quantity vs. quality.  Few expensive pieces or numerous cheaper ones.
4. Budget.  Don’t spend what you don’t have.
5. Design and décor issues.  Sometimes it’s best to leave this to interior design professionals.

After making the best decision for your company, designate the responsibility of proposal preparation, procurement and collection management within the company, or contract from outside.

Numerous research studies have shown that workplace design is a major contributing factor to how satisfied and motivated workers are, how well they perform individually, and how they perform as a group. A majority of office workers, however, are not satisfied with the quality of their workplace design, including leading environmental quality factors such as lighting, thermal comfort and acoustics. While people demonstrate highly variable preferences for temperature and light levels, for example, thermal and lighting systems are designed as fixed output systems that will be comfortable for a majority, but not all occupants.

Since people costs outweigh building costs by a ratio of 13:1, organizations can generate desirable financial outcomes through investments in productivity, in particular by addressing workplace design. Studies indicate that workers relate comfort to workplace design, and that increasing job satisfaction can correlate to productivity increases. As a result, organizations today are highly aware of the need for integrating emerging technologies with innovative design to maximize satisfaction and performance among space occupants.

To bridge the gap between a fixed workplace design and highly variable need for lighting and temperature among individuals in a group and for each individual based on changing tasks, time of day and other factors, designers have increasingly adopted personal control solutions. Regarding lighting, this generally entails establishing a dimming system with each occupant in the space being able to interface with the lighting system (through PC, handheld remote, etc.) to control his or her local light levels.

A number of studies demonstrate that personal dimming can result in higher productivity-specifically in the metrics of vigilance, motivation and satisfaction-and also in energy savings. This dual impact can result in an improved bottom line and more satisfied employees and tenants. These advantages are resulting in a significant new trend towards adoption of personal dimming solutions among designers and building owners.

Researchers have deter­mined that providing office workers with control over lighting and ventila­tion in their workstations increases en­vironmental satisfaction while reducing the amount of energy consumed. Importantly, researchers observed “Large differences in chosen light levels and ventilation flow rates be­tween individuals.” Overall, however, study participants with control over light levels used 10% less energy for lighting than participants who did not have control over their lighting levels. In addition, study participants who had control over the ventilation in their cubicles also reduced air flow rates compared to others without control.

These findings are important be­cause “Research has demonstrated a positive correlation between environ­mental satisfaction and job satisfaction . . . job satisfaction is a major predic­tor of behaviors of consequence to organizational performance such as organizational citizenship (promoting the organization internally and exter­nally) . . . employee turnover . . . , and customer satisfaction.” Add to that the overall energy savings and you have an appealing mix for clients to consider.

It might be a common assumption that most people would prefer to sit rather than stand during a workday.  More than half of the survey respondents (57 percent) would spend at least part of their office time standing if provided the opportunity.  Most employees would love to “take a stand” while meeting with colleagues; although, others would most want to stand while talking on the phone or even working at their computers.

“Over half of all office workers spend more than six hours each day at their desks, which can feel even longer when you’re forced into a position that doesn’t suit your body shape,” said Derek Timm, special projects manager for WorkRite.  “This is comparable to walking around in ill-fitting shoes, or sleeping in a bed that’s too small.”  According to Timm, the desks, workstations and keyboard platforms that populate most cubicles and offices across the nation are archaic furnishings that are often passed down from one office worker to the next.  The furniture and accessories offer little room for customization to accommodate variances in height, posture or personal preferences.

More than two-thirds of the respondents to the “How Long Can You Stand to Sit?” study reported the need to leave their desks and stretch their legs at least five times daily.  Assuming that each break lasts approximately ten minutes, nearly an hour of potential work time is lost per employee each day.

According to the results of this study, office workers are clearly asking for and in need of height and tilt adjustable furnishings that will allow them to better relieve the stress placed on their bodies at work.  Timm says, “WorkRite responds with ergonomic designs that help employees to improve their work quality and morale, and that offer increased productivity and decreased worker’s compensation claim to employers.”

After looking at this survey, I decided to research working while standing a little further.  The principal benefits seem to be:

• Fewer posture-related back problems
• Sense of freedom, both of movement and thought
• Enhances multi-tasking for some purposes
• Measure of exercise, at least compared to sitting all day
• Freaks out unknowing co-workers

I also came across some health warnings about working while standing.  Keeping the body in a upright position requires considerable muscular effort that is particularly unhealthy even while standing motionless.  It effectively reduces the blood supply to the loaded muscles.  Insufficient blood flow accelerates the onset of fatigue and causes pain in the muscles of the legs, back and neck (these are the muscles used to maintain an upright position).  The worker can suffer not only muscular strain but other discomforts as well.  Prolonged and frequent standing, without some relief by walking, causes blood to pool in the legs and feet.  When standing occurs continually over prolonged periods, it can result in inflammation of the veins.  This inflammation may progress over time to chronic and painful varicose veins. 

My conclusion after reading the results of the survey as well as the pros and cons of sitting vs. standing, is that the optimal work set up is the one in which it’s easiest to change your position frequently, from sitting to standing and back.  Perhaps a high table with a stool, or an arrangement with two separate standing/sitting work surfaces or desks that can be adjusted vertically to accommodate both positions.

I followed my boss to a co-worker’s cubicle where my boss requested a certain document from the co-worker. The actual surface of the co-workers desk was not visible because it was covered with a cluttered pile of papers, catalogs, booklets, and other paraphernalia. I was prepared to see my co-worker embarrass himself by not being able to locate the requested document in that messy pile.

Some people mistakenly think having a cluttered desk will trick their boss into thinking they are keeping busy. Instead, a cluttered desk makes your boss think the following:

• You are disorganized
• You are a procrastinator
• you have poor time management skills
• you have low productivity
• You have lost control

My co-worker pushed his hand down into that cluttered mess and, to my amazement, instantly produced the requested document. Apparently this guy had a mental map of the location of every item in the seemly disorganized pile on his desk. Maybe we misjudge people that keep a cluttered desk.  People think that a worker with a messy desk does messy work. Misjudgment or not, if you have a messy desk, your boss might not want to risk giving you an important assignment. You will get only low profile, boring grunt jobs. Fair or not, that’s the way it is.

Things that clutter a desk:

• Pictures of family, pets, etc.
• Trinkets, plants, figurines, signs
• Food, cups, bowls, silverware, wrappers, crumbs

I’m not saying that you can’t have any personal items on your desk. Displaying a family photograph gives the impression of a stable, reliable individual, but too many photograph’s on your desk sends the message that you would rather be somewhere else. A plant on your desk can make your cubicle seem less harsh, but too many plants makes people think that your hobby is taking over your cubicle.

Yes, it requires a little extra time and work up front to get organized, but in the long run, you’ll make up that time. After you get organized, you’ll work less to be more productive, and your work will much less stressful. One way to keep your desk neat is to block off 30 minutes each morning to organize your desk. Divide things into three categories:

• Things to take care of now
• Things you will deal with later
• Things to file away for reference

Then utilize the following organizing tools:

• notebooks
• file folders
• boxes
• drawers
• cabinets
• briefcase

Use these organizing tools to create a place for every item on your desk. Everything should have a place, and everything should be in its place. Your desktop is the place for only one thing, the one thing you are working on this instant. The most important organizing tool is the one listed below:

• trash can

Some people hang on to things forever because they think they may need it at some time in the future. Study the item you are hanging on to. What are the odds that you will need it some time in the future? None to zero? In the slim chance that you do need it in the future, is there some other source for it?

Some people keep things related to active assignments on their desk so they won’t forget about what needs to be done. Instead, keep a prioritized task list. A prioritized task list is great for workers who constantly get interrupted. If the interruption is your boss, show them your prioritized task list and ask where the new assignment fits in. If the interruption is not your boss, show them your prioritized task list and tell them you’ll check with your boss as to where their chore fits into list.

The reality is that some people are never going to get organized. They believe that any other activity has a higher priority than organizing. The story about my co-worker indicates that being disorganized is not a reliable indicator of a deficient employee. But if you have a cluttered desk, that’s how you will be perceived. If you can’t use the tools described above (boxes, drawers, cabinets, etc.) to organize your cluttered desk, then at least use them to hide the clutter.

About The Author

Stephen Bucaro

To learn how to maintain your computer and use it more effectively to design a Web site and make money on the Web visit bucarotechelp.com. To subscribe to Bucaro TecHelp Newsletter visit http://bucarotechelp.com/search/000800.asp

Article Source: http://EzineArticles.com/

Open work environments are often thought of as one giant room with no boundaries or walls separating employees.  Although that can be one example of an open work environment, that doesn’t mean it’s the only open work environment.  Environments that are classified as “open” usually refer to a work setting that fosters flowing communication and many benefits such as:

Employees can receive mentoring from colleagues

Project directions are more clear and understood

Many can see how business runs by practice - not theory

Best environment for teams; fosters informal conversations that build trust for others’ judgment calls and expertise

Some drawbacks include a greater amount of noise and distraction, little acknowledgement in regard to status and hierarchy, and possible tension.

Open Layout

Alternatively, there are closed work environments.  Many employees prefer these environments for several reasons:

They allow more critical thinking and focus

Have lesser chance of noise and distraction

Provide the individual an authentic space of their own

Allow others to feel more comfortable having privacy

Signify status in regard to seniority/expertise

Although many employees prefer closedwork spaces, they actually work more productively in open ones.  In closed environments the free flow of information is extremely limited and many employees are denied learning since they cannot observe their colleagues.  Also, meetings are only scheduled and informal conversation is scarce.

Private Office

You should try to incorporate both environments into your office design.  Having an array of different work settings will be more effective than trying to have one particular space accommodate everything and everyone in your business. 

For open work spaces, you can practice zoning, where you build clusters or individuals with the same job functions in one area.  To offer closed work spaces, you can use panel systems to grant privacy, but not fully restrict the free flow of conversation between employees.  Conference rooms can work well for teams to develop and create, and their views and high-class appearance can be utilized for meetings with clients.

Be sure to draw, map out, and talk through your plans in order to find the best alternative that fits your company’s current needs.  Just remember, leave room for future expansion and growth.  Having the flexibility to move people and furniture around will save you both time and money. 

When looking into office cubicle layouts, you will want to compare the cost difference between open and closed layouts.  Typically, it is more expensive to create a closed plan because there are less shared panels between workstations and more panels needed for privacy.  Open plans usually use less panels and more frequently share panels between two workstations.

Find a Green Building

Green buildings are a rapidly growing sector in the commercial real estate market.  A recent study by CB Richard Ellis and the University of San Diego found that tenants in green buildings experienced increased productivity and fewer sick days.  The study also mentions that public image, recruitment and retention of employees are enhanced in green buildings.

The building that Earth911 recently moved into is LEED silver-certified.  The building uses a number of eco-friendly upgrades to hit silver certification such as:

• The use of native plants and landscaping to save water as well as for dust control.
• Eco-friendly construction materials, including recycled steel used for the building frames.
• High indoor environmental quality, including low-emissions materials like carpet and paint and space designs that utilize natural light.
• Comprehensive energy performance enhancements resulting in energy use that’s more than 14 percent below the U.S. Green Building Council’s base standards.
• The purchase of 35 percent of the buildings’ energy from green power.

Plan an Eco-Friendly Space

When planning a green office move or remodel, the primary concern should be for the individuals working within the space, how they will interact with the space and materials and how the space and materials will interact with them.  Through research you can find cost-effective, eco-friendly features to help make your space as aesthetically pleasing, functional and low-impact as possible.  Manufacturers of office flooring, wall coverings and cubicles offer a vast variety of great looking eco-friendly products.

Some of the features that Earth911 incorporated include:

• Zero VOC paint, finishes and adhesives
• GreenGuard certified furniture
• Recycled content carpet and chairs
• Recycled aluminum door frames
• Use of natural lighting, windows and open spaces throughout the office
• Infrared light timers to automatically turn off lights when not in use

Clear Out Your Clutter

Just like a residential move, your office move will probably uncover a host of outdated, unused and forgotten equipment.  Rather than trash your old furniture, look into selling it to a refurbisher like New Life Office, list it on local classifieds like Craigslist, or donate it.

Lose the Boxes

Earth911 found movers that specialized in utilizing reusable items that kept their reliance on throwaway material to a minimum.  While cardboard boxes may be the norm for most moves, they used reusable totes to transport the majority of their belongings.  They wrapped electronics in reusable bubble wrap bags for protection and stored them on rolling shelves that were easily transported to the new office. 

These measures helped to make their move fast and efficient.  Additionally, they weren’t left with a ton of beat up boxes and annoying amounts of wrapping to deal with once into a new space.

Keep it Up

Once you arrive at your new, green space, cleaned out your clutter and recycled everything possible, the most important step is to keep your momentum going.

Here are a few of the environmentally conscious practices that Earth911 uses to ensure their day to day operations are as green as possible:

• They have a bin for recyclables that aren’t accepted by their building which employees graciously take home when necessary
• They compost their own food scraps and coffee grinds
• They utilize reusable dishware in the kitchen, including coffee mugs and glassware.

These are some great ideas that I hope you can implement into your current office as well as utilize when it comes time for your office to make a move.

When you stop to think about it, a multi-generational workforce is nothing new.  Most people enter the workforce in their 20’s and, if they are lucky, retire in their 60’s.  But a major difference between workforces now, and say 40 years ago, is the management and workspace styles used to capture employee knowledge and ideas.  To be effective, companies must understand how each generation thinks and what is needed to produce quality work.

Before you can dive into minds at work, you must first know who is working.  It is important to be aware and acknowledge each group’s strengths, weaknesses and differences.  Today’s workforce includes the following four groups of employees:

Older workers, born prior to 1945, are experienced and knowledgeable about their field, and can provide excellent insight and wisdom, if companies are willing to listen.

The Baby Boomers, born between 1946 – 1964, also have a wealth of knowledge and experience, are mostly optimistic and competitive and tend to place value on titles.  Both Older Workers and Baby Boomers have a sense of loyalty towards their employers.

Generation X, born between 1965 – 1980, place more emphasis on improving and nurturing skills than on titles.

Generation Y/Millennials, born after 1981, grew up in the age of computers, video games, and nearly instant gratification.  Both Gen X and Y tend to have less loyalty towards employers, perhaps reflecting the environment in which they were raised.

Carroll suggests that Older Workers and Baby Boomers have a tendency to be more individually focused in their work, but have adapted to a more collaborative style, in order to compete.  Although these generations prefer individual space, they understand the need for shared, team environments, and are becoming more comfortable working in the open.  Gen X and Y grew up working in teams and open environments, so the trend to a collaborative workforce is nothing new.

In an effort to satisfy employees’ preferences of individual space and the need for collaboration, employers are providing space for both individual work and group huddles.  This is accomplished by moving private offices with desks deeper into the building, providing more space for cubicles in open plans, less private offices and more conference rooms for group meetings.  Designers are beginning to create workspaces that provide non-assigned space to employees, but increase employees’ ability to work individually or together when necessary.  Employers should make sure both needs are met so employees can work at their optimum level.  It seems that the days of uniform workstations are beginning to drift away.

As technology continues to change, so do the generations that accompany it, and the way these generations communicate.  Communication and open mindedness are vital to the success of any organization, which is why workplaces are seeing a change in attitudes towards collaboration.  Employers and employees must appreciate the varying degrees of creativity and knowledge among co-workers.  This diversity is a competitive advantage to companies that can harness each employee’s strengths, and channel that strength into a better team with increased productivity and quality.

     Too often, employees are accommodating their workspaces instead of their workspaces accommodating them.  Just think, all of that extra effort could be used towards company projects, client meetings and development tactics.  This point is illustrated well when you look at the effort employees put into personalizing their workspace with photos, memoirs, etc.  A company space needs to have a balance of functionality and creativity to help your business thrive.

     When it is time to invest your energy and money into a floorplan, make sure you do it right.  Don’t compare your company to other office setups.  They are not you and do not have the same culture, management or employee practices that you do.  Analyze current and emerging trends.  Try to identify specific challenges that your current space presents.  Just because there are no signs of dramatic failure, doesn’t mean there is zero need for improvement.

     Don’t just guess what your business needs.  Many companies guess how their businesses work by what they see.  Observation is helpful, but there is always more than meets the eye.  It is important to ask your employees about what they need and use.  For example, it doesn’t make sense to put a box/box/file pedestal in every office cubicleif some employees need to expand filing space.  By talking to employees and finding out about their needs, you would know that certain employees are better accommodated with a file/file pedestal or even a 2 drawer lateral file in their cubicle space. 

     Involving your employees in the design process will heighten internal morale.  An employee’s personal workspace is one of the few areas in which they feel a solid sense of control.  The last thing an employer wants to do is make employees feel powerless.  When you analyze your environment and keep your employees involved, you will better understand your company’s space.  This will help you avoid future problems with the design of your space and help you to gain a better understanding of your employees level of resistance to change.

     To successfully involve employees, conduct personal interviews, hand out surveys, create opportunities to review plans and decisions, communicate which decisions will be affected by employee feedback, and teach people new strategies to utilized their new space.    Be very clear and honest to your employees about your plans.  Genuinely listen to their suggestions and express the value of their opinions.  This will help them to better commit to the new workspace, feel a sense of control, and know that diversity is recognized within your company.