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 spaces evolve to accommodate an organization’s needs; when thoughtful changes are implemented, the office environment can enhance efficiency and teamwork. These benefits, of course, 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 so many of us spend a significant portion of our time.”

Decker-Erickson emphasized that workspaces don’t just accommodate their inhabitants — they actively participate in shaping 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 this in mind, consider the following ways your office may be affecting your team — and how to improve the environment for everyone’s betterment.

1. Plain walls impact company morale.

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

Are you aiming to create a sense of calm? Look to Mother Nature for inspiration and go with shades of blue and green. Need to stoke creativity and productivity? An optimistic yellow might be in order. Finding the right balance of hues for your particular workforce’s needs is key.

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 bathed in fluorescent light, far from any windows, is a recipe for depression and listlessness. And, as it turns out, lighting affects productivity and mood — extending its effects far beyond the office.

According to SleepFoundation.org, office environments lacking natural light can lead to employees suffering from abnormal sleep activity. Windowless offices often result in a tired and sluggish workforce. A space with more natural light can create more successful and healthier employees.

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. But, a noisy work environment can lead to an overall decline in productivity and an increase in stress. And 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 undoubtedly bring those benefits, they can also create a distinct lack of privacy. This absence of personal space can interrupt employees’ focus and make them feel like they’re constantly being monitored by management.

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.

For decades, studies have correlated the positive effects of plants and productivity. Adding plants to a sterile office space can create a welcoming environment that improves mood and self-esteem.

Natural plants also add oxygen, which can help improve 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.

Everyone has access to multiple tech gadgets, including phones, tablets, and computers with numerous apps and software installed. While technology is incredibly helpful for efficiency, tech addictions can contribute to workplace clutter and lead to wasted time and significant productivity losses.

To combat this technology downside, consider asking employees to pare down their personal tech — even tuck devices in a drawer or bag so they’re out of sight and mind. If you’re a professional seeking to minimize tech distractions, consider turning off notifications when you’re working.

7. Clutter can increase anxiety.

A cluttered office with excessive furniture and bulky items like printers can create a distracting atmosphere and promote anxiety. As a business owner, consider paring down to the essentials to create a streamlined space and improve your office workflow.

Workstations can also accumulate clutter and foster disorganization. As an employee, take a few minutes at the beginning or end of your day to organize your workspace, sanitize surfaces and make a to-do list. You’ll feel calmer and more in control as you approach your work.

Think of your office area as a blank canvas. Remove all distractions so you can be your best mentally to stay on top of project deadlines.

8. Confining spaces stifle movement and flow.

Workspaces that confine employees to a single area can hinder creativity, reduce engagement, and limit opportunities for collaboration and focus. In contrast, a workplace that supports movement and flexibility fosters creativity and improves productivity. Providing diverse, adaptable spaces allows employees to choose an environment that suits their tasks and preferences.

“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 movement throughout the day, whether through standing desks, lounge areas, outdoor areas or designated spaces for informal meetings. It shows your team that you value their well-being. By responding to how the environment affects them, you’re creating a workspace that adapts to their needs.

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.

Decker-Erickson recommends investing in ergonomic furniture 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 is essential for supporting employees with disabilities and ensuring their productivity and well-being. Physical accessibility features, such as wide door openings, ramps and parking spaces, are essential. However, businesses must go beyond the bare minimum to create an inclusive environment where all employees can thrive.

Accommodations can include the following:

• Screen readers, video phones, closed captioning and text-to-speech devices
• Flexible or hybrid work schedules with the option of remote work
• Adequate space for service animals
• Ergonomic workstations tailored to individual needs
• Accessible restrooms
• Advance notice of meetings or gatherings 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 your employees’ well-being.

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

• Add color: Whether you’re starting a business or improving conditions for current employees, color plays a vital role. A few cans of paint and some rearranging can turn your office from a place employees dread into one where they thrive.
• Bring in more natural light: If your budget allows, consider installing bigger windows, glass walls or a skylight. Budget-friendly options include installing mirrors (instead of covering existing windows with curtains or blinds), painting the walls a lighter color or upgrading light bulbs to emit more natural 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 could include:
  • Providing noise-canceling headphones to your employees
  • Installing white noise machines around the office
  • Instituting and enforcing daily quiet hours
• Design your workplace with tasks in mind: Build open collaboration areas along with cubicles, conference rooms, co-working spaces and social retreats. It means your employees can tailor their physical surroundings to the job they need to do at that moment.
• Create a natural motivation boost with plants: Adding a little greenery can improve the office atmosphere by offering physical and emotional benefits. For example, plants purify the room’s air, reducing stress and depression. “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.”