Why office designs require an HR leader’s touch

It is not only the working methods that have changed (especially since the pandemic). The advent of hybrid or offshore work, the transformation of the talent market, and the flexibilization of employee-employee relations have changed in recent years. And with it, another aspect that many still do not think about: office design. More important than it seems: physical space is a factor that influences the well-being, mental health, attitude, commitment and even productivity.

The modern office is undergoing a radical transformation. Once merely a space where employees went to complete their daily tasks, today’s office is evolving into a hub for collaboration, creativity, and employee well-being. And the role of Human Resources (HR) in shaping office design has become indispensable.

While architects and facilities managers may traditionally lead office design projects, HR leaders bring unique insights into employee preferences, work habits, and well-being—making their involvement critical in creating spaces that foster both productivity and engagement. From promoting wellness to supporting hybrid work models, HR leaders are now essential players in crafting environments that reflect the needs of the workforce and align with company culture.

The workplace culture has evolved dramatically in the wake of the pandemic, which accelerated remote work and the need for more flexible office spaces. No longer are offices purely functional environments. Instead, they serve as hubs for interaction, mental health support, creativity, and inclusivity. HR leaders, with their comprehensive understanding of the workforce, are best positioned to ensure that office design adapts to these new expectations.

Why is this shift so important now?

The pandemic forced organizations to rethink not only how they operate but also where work happens. Many companies have adopted hybrid work models, with employees working part of the time remotely and part in the office. This shift has reduced the traditional role of offices as places to complete daily tasks and increased their importance as spaces for collaboration, social interaction, and professional development. HR’s role has expanded in response to this change. No longer limited to recruitment and employee management, HR leaders now influence how organizations design workspaces that enhance employee experience (EX) and align with company culture.

At the core of HR’s involvement in office design is the deep understanding of what employees need to thrive. Through employee feedback, performance reviews, and wellness initiatives, HR professionals collect data that provides valuable insights into what workers want from their physical workspaces. This can range from quiet zones for focused work to communal spaces that encourage collaboration.

For example, an organization might find that employees seek out private, quiet spaces to conduct deep work in contrast to open-plan offices, which can sometimes be distracting. HR can advocate for creating a balance between open and private spaces. Additionally, HR leaders can champion the inclusion of wellness spaces—such as relaxation rooms or areas for meditation—to support employees’ mental health.

Collaboration and Innovation

Collaboration is essential for innovation. Offices that encourage teamwork are increasingly replacing traditional, siloed spaces. However, finding the right balance between collaboration and individual work can be a challenge. Too much open space can lead to constant interruptions, while overly rigid layouts can stifle creativity.

HR leaders, who understand team dynamics and the nuances of how different departments work together, are well-suited to influence this balance. They can ensure that offices are designed to accommodate both collaboration and focused work, with flexible spaces that allow employees to interact when necessary but also find privacy when needed. Their input helps create environments where innovation thrives, without sacrificing productivity.

Fostering Well-being and Inclusivity

Employee well-being has become a top priority for many organizations, as research continues to show the correlation between employee satisfaction and performance. Physical workspaces play a significant role in supporting mental, emotional, and physical health. HR leaders, who often lead wellness programs, are well-equipped to advocate for design choices that support well-being.

For example, ergonomically designed furniture, natural light, and access to green spaces can significantly enhance an employee’s workday experience. Moreover, HR can ensure that office spaces cater to diverse needs, promoting inclusivity. Whether it’s providing wheelchair access, designing quiet spaces for neurodiverse employees, or ensuring that the office supports various work styles, HR can push for a more inclusive and welcoming environment.

The hybrid work model, where employees split time between working remotely and in the office, is becoming the new norm. This shift requires a complete rethinking of how office spaces function. Instead of spaces solely focused on individual work, companies now need to design offices as hubs for collaboration and creativity.

HR leaders, who manage remote work policies and have insights into how employees prefer to work, are crucial in shaping offices that support both in-person and virtual collaboration. They can guide the design of flexible workspaces—such as tech-enabled collaboration rooms or “touch-down” areas where employees can come in for meetings without needing a dedicated desk. This not only supports hybrid work but also ensures that the office remains a vital part of the company’s operations.

Aligning Office Design with Company Culture

A well-designed office should reflect the values and culture of the company. Whether it’s a casual, open startup environment or a more traditional corporate setting, the office should reinforce the organization’s brand. HR leaders, who are deeply involved in shaping company culture, are key in ensuring that office design aligns with these cultural values.

For instance, a company that prioritizes transparency and openness might opt for open-plan layouts with glass walls and communal areas, while a more private, hierarchical company may benefit from individual offices and more secluded workspaces. HR’s role is to make sure that the design aligns with how the company wants to be perceived and how it functions on a day-to-day basis.

Experimenting and Evolving with Design

As companies experiment with different office designs post-pandemic, HR leaders can spearhead smaller initiatives to test what works best for their workforce. Instead of a complete redesign, organizations can start by repurposing existing spaces, like turning conference rooms into collaboration hubs or investing in new furniture that supports flexibility.

HR leaders can build stronger office environments by partnering with external organizations that offer programming aligned with employee interests. Offering yoga classes, meditation sessions, or opportunities for community service can help employees feel more connected to the office space. Simple initiatives, like showcasing local artists or organizing pop-up food truck events, can foster a sense of purpose and community among employees.

By collaborating with external partners, HR leaders can offer employees unique experiences that go beyond traditional office perks, making the workplace more engaging and enjoyable.

By working closely with designers and facilities managers, HR leaders can help create office environments that promote collaboration, innovation, inclusivity, and well-being. Ultimately, a well-designed office that aligns with both employee needs and company culture is a powerful tool for driving engagement, retention, and success.

Seven Key Points:

• Shift in Work Culture: Offices are now hubs for collaboration, creativity, and well-being, not just places to complete tasks.

• HR’s Insight: HR leaders provide crucial insights into employee preferences and needs, driving better office design.

• Well-being and Inclusivity: HR advocates for spaces that support mental health, physical comfort, and inclusivity.

• Hybrid Work: HR plays a key role in designing offices that accommodate hybrid work models and flexible workspaces.

• Company Culture: HR ensures office designs reflect and reinforce the company’s values and culture.

• Experimentation: HR can lead the charge in testing new office designs, gathering feedback, and iterating on what works.

• Engagement: Partnerships with external organizations for wellness programs or social causes help make the office a more engaging environment.