Is Your Office Space Making You Depressed? How Environment Affects Productivity

How your office environment affects productivity

Office environments play a crucial role in enhancing — or lowering — employee productivity. Modern workplaces need to support different working styles, and thoughtful design changes can improve efficiency and collaboration. These benefits also help build a strong company culture.

Katie Decker-Erickson, principal at Color Works Design, is passionate about designing productive workspaces. “The concept of ontological design reminds us that while we shape the spaces we inhabit, those spaces shape us right back,” Decker-Erickson explained. “This idea is especially relevant in the workplace, where many of us spend a significant portion of our time.”

Decker-Erickson emphasized that workspaces don’t just accommodate their inhabitants — they actively shape people’s experiences. “So, when designing an office, we must be mindful of how these elements interact to create environments that support the well-being of everyone inside,” Decker-Erickson noted.

With that in mind, here are ways your current office setup may be affecting your team and practical steps to improve it.

1. Plain walls impact company morale.

Let’s face it: Most offices are drab. The standard wall palette ranges from eggshell to ecru, with maybe a hint of gray thrown in for good measure. You don’t need to paint every wall traffic cone orange, but a little color can make a big difference in how employees feel about coming to work each day.

For example, blues and greens tend to feel calming and can help people focus, while warmer tones like yellow can energize a space and spark creative thinking. The goal isn’t to follow color psychology rules to the letter, but to choose shades that fit your brand, your people and how the space is used.

2. Too much artificial light may cause fatigue.

The abundance of artificial light is a perennial problem in cubicle-centric workplaces. Spending eight hours a day under fluorescent lights with no access to windows can leave people feeling drained and less focused. That matters because lighting affects productivity and mood, which in turn influences how alert people feel, how much they can concentrate and how well they work.

According to research published in BMC Public Health, natural light helps regulate circadian rhythms, which play a key role in sleep and daytime alertness. In an office setting, windowless spaces can leave people feeling more tired, while access to daylight can help employees feel more energized and focused.

3. Too much noise can be distracting.

Complete silence is rare in a communal space. Some employees are more deeply affected by background noise than others. However, excessive ambient noise contributes to cognitive fatigue and increased error rates. In other words, stress and productivity don’t mix.

Decker-Erickson says businesses that mitigate noise distractions can make employees feel less stressed and more productive. “Noise is one of the biggest distractions in an office,” Decker-Erickson cautioned. “Use sound-absorbing materials like acoustic panels, carpeting and upholstered furniture to reduce noise and create a more focused environment.”

4. The wrong floor plan won’t allow for collaboration and privacy.

Open-office floor plans are popular workspace options. They aim to remove the feeling of separation between management and staff, and they encourage a more dynamic and collaborative work environment.

While open-office floor plans can bring those benefits, they can also create a lack of privacy. Without quiet or private areas, employees may struggle to focus or handle sensitive conversations.

A block of cubicles won’t fit everyone’s work style, nor will a totally open floor plan. Decker-Erickson says a balanced layout is key to creating workplace harmony. “Too much open space can lead to distractions, while overly segmented spaces might hinder communication,” Decker-Erickson explained. “Striking the right balance fosters both productivity and collaboration.”

5. A lack of nature affects mood and self-esteem

Bringing elements of nature into an office through plants, natural materials or daylight (a practice known as biophilic design) can help people feel more comfortable and focused at work. Adding plants to a sterile office space is an easy fix that can create a welcoming environment that improves mood and self-esteem.

Natural plants release small amounts of oxygen and can make a space feel fresher, which may contribute to better perceived air quality in communal spaces. “Clean, fresh air is essential for mental clarity and focus,” Decker-Erickson explained. “We recommend Alen air filters to reduce allergens and pollutants, ensuring a healthier environment. When air quality improves, so does cognitive function, energy and even attendance.”

6. Too much tech can be distracting.

Today’s professionals are often inundated with digital notifications, and these constant pings and messages can make it hard to get any meaningful work done. In fact, Microsoft research found that 68 percent of employees say they don’t have enough uninterrupted focus time during the workday.

To reduce distractions and get more accomplished, encourage employees to limit unnecessary digital alerts, use a focus setting on their phones, or even keep personal devices out of reach during focused tasks. 

7. Clutter can increase anxiety.

A cluttered office with excessive furniture and bulky items like printers can feel distracting and overwhelming. Aim for a streamlined, functional setup that reduces visual noise, improves office workflow and makes it easier for people to focus on their work.

Workstations can also accumulate clutter and foster disorganization. As an employee, take a few minutes at the start or end of the day to tidy your desk, wipe down surfaces and jot down your top priorities. You’ll feel calmer and more in control as you approach your work.

Your physical workspace can shape how you think and work. Removing nonessential items and even something as simple as cleaning your workspace can make it easier to focus on what matters most.

8. Confining spaces stifle movement and flow.

Sitting in the same chair all day can leave people feeling stifled, stiff and disconnected from their work. Spaces that let employees move around, even just to change posture or location, can help them stay more engaged and even improve productivity. A mix of work areas gives people flexibility to match their environment to what they’re working on.

“Include dedicated spaces for collaboration as well as quiet zones for focused work,” Decker-Erickson suggested. “Regular movement breaks prevent fatigue, keep employees engaged and can even spur creativity. Flexibility allows employees to choose environments that suit their tasks, boosting both creativity and efficiency.”

Encourage options like standing desks, soft seating areas or outdoor walking paths for informal check-ins. Supporting your team’s physical needs shows you’re invested in their comfort and well-being.

9. Uncomfortable workstations can harm employees’ health.

Employees’ comfort plays a crucial role in productivity and overall well-being. However, many offices still rely on standard desks and chairs that fail to prioritize ergonomics; this practice can lead to physical strain and long-term health issues. According to the Occupational Safety and Health Administration (OSHA), swapping in ergonomic solutions can help reduce musculoskeletal disorders and associated costs.

Decker-Erickson recommends investing in ergonomic workstations to reduce physical strain, including adjustable chairs, standing desks and well-positioned screens.

10. A lack of accommodations hinders job performance.

Providing the right business accommodations helps employees with disabilities do their jobs effectively and feel supported. Physical accessibility features, such as wide doorways, ramps and accessible parking, matter, but inclusivity also includes digital tools, sensory needs and flexible work options.

Common workplace accommodations include:

• Screen readers, video phones, closed captioning and text-to-speech tools
• Flexible or hybrid schedules, including remote work plans
• Adequate space for service animals
• Ergonomic workstations tailored to individual needs
• Accessible restrooms
• Advance notice of meetings or events held in alternate spaces

Ways to improve your office space’s productivity

Creating a more positive workspace is a step-by-step process. Some changes are easy to implement, while others require a more significant investment. Regardless of the scope, any adjustment can improve your office environment and boost employee well-being.

Here’s a checklist of a few things to address:

• Add color: Whether refreshing a startup hub or a corporate floor plan, color plays a role in how a space feels. A few cans of paint and some rearranging can turn your office from a place employees dread into one where they feel more comfortable and engaged.
• Bring in more natural light: If your budget allows, consider installing larger windows, glass walls or a skylight. Budget-friendly options include installing mirrors, painting the walls a lighter color or upgrading light bulbs to emit more natural-looking light. “Say goodbye to fluorescent lighting,” Decker-Erickson advised. “Opt for natural light where possible. Or, replace outdated bulbs with soft, warm-toned LEDs that mimic daylight. Better lighting enhances mood, energy and overall satisfaction.”
• Turn down the noise (pollution): Possible fixes for noise issues include:
  • Providing noise-canceling headphones to employees
  • Installing white noise machines or sound-masking technology
  • Instituting and enforcing daily quiet hours or “library” zones
• Design your workplace with tasks in mind: Implement activity-based working (ABW) principles by building open collaboration areas alongside cubicles, conference rooms, co-working spaces and quiet retreats. This approach lets employees tailor their surroundings to the work they need to do at the moment.
• Create a natural motivation boost with plants: Adding greenery can improve how a space looks and feels. Plants can make offices feel calmer and more inviting, which may help reduce stress. “Plants are a simple yet powerful way to elevate any workspace,” Decker-Erickson noted. “Not only do they improve air quality, but they also create a calming atmosphere.”