Designing the perfect office: lighting, ergonomics, layout, and technology

Designing office space: the most important points in brief

• Position your workspace in natural light: Place your desk sideways to the window to avoid glare.
• Ergonomics: Height-adjustable desk, adjustable chair, monitor at eye level, short distances to keyboard and mouse.
• Divide the room into zones: Clearly separate areas for concentrated work, interaction, relaxation, and storage.
• Acoustics: Use carpets, partitions, acoustic panels, and plants; relocate noisy activities to quiet rooms.
• Lighting: Basic lighting plus workstation lighting for uniform brightness and fatigue-free working.
• Storage space: Store everyday items within easy reach, store infrequently used items in closed cabinets, clear categories and fixed cable routes.

Step 1: Describe what you want your office to be able to do

Gather all activities, equipment, space requirements, and your budget for designing the office space. This works for an individual office as well as for an office for your team or an open-plan office.

• Activities: How much time do you spend in front of a screen? How often do you have video calls or phone calls? Are meetings held in person?
• Work equipment and documents: What equipment do you use on a daily basis? What documents do you need? Are sketches or illustrations created?
• Space requirements: What needs to be accommodated in the room next to your desk? Are cabinets or visitor seating required?
• General conditions: What is your budget for designing the office space? Will you carry out the redesign in one step or split it up?

Step 2: Plan the floor plan and layout

Start with the desk and position it sideways to the window. This allows you to use daylight without reflections on the monitor. Avoid positions directly in front of radiators, doors, or passageways, as these cause drafts and unrest. You can ensure a very peaceful environment by furnishing your office according to Feng Shui principles.

• Define functional zones: Divide the room into a workspace, an area for communication (e.g., with customer visits) if necessary, and storage space.
• Route: Can the chair roll freely? Are doors, windows, and cabinets accessible without obstacles? Is the route to the workplace clear?

Tip: In open-plan offices, you should plan the zoning very carefully. Zones with individual workstations for concentrated work should be located away from team areas or telephone areas. You can organize this in a space-saving yet appealing way via desk sharing.

Office layout options

You can adapt these basic shapes to the size of the room:

• Wall workstation: Suitable for small rooms. The desk stands against a wall, saving space.
• Window-side workstation: Ideal for good lighting. The desk is positioned parallel to the window, creating a calm line of sight.
• Island or center placement: Useful for larger rooms or team use. The table stands freely in the room and allows for flexible extensions.

Step 3: Implement ergonomics

For an office that is used almost exclusively by yourself, you can adjust the desk and chair to suit your height and preferred sitting position. In open-plan offices, every workstation should be equipped in the same way so that different users can also set themselves up comfortably.

• Adjusting seat and table height: Adjust the seat height so that your feet are flat on the floor and your legs form an open angle. Adjust the table height or your seat height so that your forearms can rest horizontally without your shoulders rising.
• Use the backrest and armrests: Lean back completely against the backrest. Adjust the armrests so that they support your forearms and relieve pressure on your shoulders.
• Position the monitor at eye level: The top edge of the screen should be approximately at eye level. The distance should be about an arm's length away. If you are using a laptop, combine it with an external keyboard, mouse, and a riser.
• Place the keyboard and mouse close to your body: Both input devices should be directly in front of you so that your arms remain close to your body and you do not adopt a sideways evasive posture.
• Change positions: Switch regularly between sitting, standing, and short periods of movement. Even short breaks can relieve strain on your back and neck.

Ergonomics in open-plan offices: Equal equipment for all

In open-plan offices, all workstations should be set up in the same way:

• height-adjustable desks
• adjustable office chairs
• Monitor arms or stable monitor stands
• Docking stations or universal adapters
• Identical peripherals (keyboard, mouse, headset holder)

This enables ergonomic working for everyone and prevents large differences in quality between individual workstations.

When every workstation is equipped with identical technology, different users can quickly set it up without having to search for or reconnect anything. This enables active desk sharing and ensures that every workstation is ready for immediate use.

Step 4: Plan your lighting concept

Light has a direct effect on human well-being and can have a positive influence on concentration.

• Daylight: Position your desk sideways to the window. This will help you avoid glare on your screen while still taking advantage of natural light. Make sure that direct sunlight does not fall on your work surface. If necessary, use light curtains or an adjustable sunshade.
• Basic lighting for the room: Uniform ceiling lighting prevents harsh shadows and reduces eye strain. It should illuminate the entire room without causing glare.
• Workplace lighting: Use an adjustable table lamp. Position it so that it does not shine on the monitor and your writing or reading area remains clearly visible. For right-handed people, it makes sense to have the lamp on the left, and for left-handed people on the right.
• Light color and brightness: Neutral white light is suitable for working at a computer screen. It supports consistent perception without significant color distortion. Ensure that the brightness can be adjusted to suit daylight conditions and the task at hand.
• Shadows and reflections: Use matte surfaces to reduce reflections. Check whether windows, lamps, or bright surfaces are reflected in the monitor. Small adjustments to the position of the desk or screen are often enough to eliminate distractions.
• Video calls: For a clear video image, your face should be lightly lit from the front. Side lighting creates more natural contours than direct light from above.
• Combine light sources: Use basic lighting, workplace lighting and, optionally, a third light for shelves or a wall. The combination makes the room appear less flat and improves orientation and concentration.

Step 5: Select colors, materials, and style

Light wall colors such as white, off-white, or light gray create a clear and calm office environment. They reflect light well and ensure even lighting. All other colors and the choice of materials have an impact on well-being in the office.

• Accent colors: Use selected accents to create orientation or highlight certain areas. A single wall, a piece of furniture, or smaller elements are sufficient. Too many colored surfaces tend to create unrest.
• Select materials based on usage: Work surfaces should be robust and easy to clean. Matte table tops prevent reflections. Chairs and frequently touched elements should be durable and easy to clean.
• Textiles for better acoustics and atmosphere: Carpets, curtains, and textured fabrics absorb sound and improve room acoustics. At the same time, they add a pleasant tactile quality to the room.

Four simple styles:

• Scandinavian: Light colors, natural wood, clean lines. Good for quiet work environments.
• Modern minimalist: Neutral colors, smooth surfaces, minimal decoration. Reduces visual distractions.
• Natural/Biophilic: Wood, plants, muted green tones. Ensures a balanced indoor climate.
• Industrial: Metal, darker tones, rougher surfaces. Works well in larger rooms or lofts.

Step 6: Plan storage space and organization

You can determine your personal storage space requirements based on your current office situation. Don't expect to need significantly less, even if you plan to declutter before the redesign. For open-plan offices with desk sharing, there are many ways to make your employees' daily work easier.

• Sort storage space according to use: Keep things you need every day within reach. Documents you rarely need can be stored in closed cabinets.
• Combine open and closed storage: Use open shelves for quick access and closed compartments for things that are visually distracting or need to remain confidential.
• Tidy up cables: Use cable ducts or Velcro strips. This will visibly tidy up your workspace.

Storage space in open-plan offices and desk sharing

• Provide personal storage space: Desk sharing eliminates the need for a fixed, personal desk. Lockers, cubicles, or lockable rolling containers replace this space. They are used for the secure storage of work equipment, confidential documents, and personal items.
• Clean Desk Policy: Leaving your workspace tidy at the end of the day is necessary and fair to colleagues who will be using the space afterwards. Lockable compartments allow documents and data storage devices to be stored securely, thereby complying with data protection requirements.
• Reduce setup times: Headsets, mice, keyboards, and personal items such as favorite mugs do not need to be brought in every day. Employees store these items in their lockers and can easily use them again the next working day.

Step 7: Acoustics and indoor climate

Quiet and subdued acoustics promote concentration and improve speech intelligibility in video calls. Acoustically active elements can be used in both your personal office and in an open-plan office.

• Reduce reverberation: Use elements that absorb sound: carpets, curtains, upholstered furniture, or wall absorbers. They reduce reverberation and improve speech intelligibility.
• Identify sources of noise: Check which sources in the room are causing disturbance: printers, fans, hallway or street noise. If possible, move loud devices to adjacent rooms.

Acoustics in open-plan offices and desk sharing

• Zones for different activities: Separate concentrated work, exchanges, and meetings spatially. Quiet workplaces require acoustic shielding. 
• Acoustically effective furnishings: Use room dividers, partition walls, textile surfaces, ceiling panels, or acoustic ceilings for sound absorption. Large plants or green partitions also have a dampening effect.
• Provide quiet areas: Telephone booths and small meeting rooms prevent conversations and video calls from disturbing colleagues.

Designing offices for desk sharing

Desk sharing requires a different office structure than a traditional open-plan office, but offers significant advantages for both employers and employees. Workstations that were previously assigned to individual employees are no longer necessary. Instead, the entire office space can be redesigned to benefit employees.

• Quiet zones for concentrated work: Individual workstations with acoustic shielding.
• Exchange and workshop areas: Open spaces, rollable tables, and furniture that can be freely arranged.
• Private spaces: Phone booths and small meeting rooms for conversations and video calls.
• Break areas: Lounges or kitchen areas for relaxation and socializing.

PULT is your booking software for desks, rooms, and zones. With PULT, you can offer your employees the security and freedom to book suitable spaces at any time.

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