A functioning workplace isn’t automatically a great one. Sure, a desk, ergonomic chair, solid Wi-Fi, and meeting rooms tick the basic boxes, but do they inspire people to think, collaborate, and create at their best?
Generally, we tend to think that what makes a space is simply what’s in it and how it’s used. But research in cognitive science and organizational psychology paints a richer picture. Our cognition isn’t confined to our heads, it includes our body, extends into our environment and is shaped by the interaction with our surroundings (Malinin, 2016). Just as a scent can trigger a vivid memory, the design of a space can spark creativity, trigger emotions, create attention, increase productivity and even facilitate decision-making (Peschl & Fundneider, 2014).
Workplace environments can act as “cognitive scaffolds”. They can ease mental load, support focus, spark social connection, or, if poorly designed, do the exact opposite. A systematic review by Thoring et al. (2019) shows that spaces designed with creative processes in mind, spaces that allow for both stimulation and reflection, can significantly boost idea generation and problem-solving.
And yet, while we regularly update our IT systems, most offices stay the same for years, despite shifting workflows, evolving teams, and hybrid working norms. The pandemic was a wake-up call: work has changed, but have our spaces followed suit?
The good news: we don’t need to redesign everything from scratch. Small, targeted updates, based on a clear understanding of how your people work, can have a dramatic impact on how your space functions and feels, and thus create positive bottom-line effects.
Take the open-plan vs. private office dilemma. One encourages transparency, flexibility and informal exchange; the other enables focus, boundaries and personal comfort. A three-year longitudinal study at Novartis Coradi et al. (2014) showed how different workspace layouts support different types of knowledge work: high proximity fosters exploitation (redefining knowledge through rapid feedback), while high visibility fosters exploration (generating new ideas through diverse encounters). Takeaway? It’s not about either-or, it’s about choice.
Another common trap: the “showroom office”. Designed to look impressive with white walls, minimalist furniture and echoing silence, but lacking personality, warmth, and identity. These spaces might win design awards, but they rarely win hearts. Real teams need real environments: spaces that feel alive, human, and tailored to their culture.
Whether it’s zoning challenges, underutilized areas, clutter, or a missing sense of belonging, often it only takes a few well-placed changes to unlock a space’s potential. Thoughtful lighting, flexible furniture, natural elements, collaborative corners, and even small rituals like “reset moment” on Fridays can reshape how teams interact with their environment, and eventually with each other.
You don’t need major renovations or sky-high budgets to get there. What you need is insight and smart design, delivered through a simple, collaborative process. Curious what an update could do for your office? We would love to explore it with you.
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