Business case for Open Plan Offices

Today’s businesses are faced with a challenge to either innovate or fall behind. This is how simple the competitive imperative for all businesses is today. The primary difference between losers and winners in business will be the ability to respond to the pace of change. While winners will be able to adapt and act quickly, losers may try to spend time trying to control and master change. It is in this context that we wish to debate the concept and practice of open plan offices which is still at an infancy phase in Zimbabwe and is viewed with a lot of scepticism in some organisations.

In an open plan space layout, there are no distinct rooms or fully enclosed spaces. Workspaces are positioned together sometimes separated by short screens or panels.

The business benefits have been the openness of communication among workers as well as collaboration hence removing the silo mentality. Other advantages to organisations include the increase in collaboration and relationship building. This is considered the biggest benefit to breaking down the literal walls as staff can share   ideas and ask for input. In sectors like the Developmental sector, the need to break down silos became evident when staff working on projects were developing tendencies of personalising projects as well as the need to mainstream cross cutting themes in programs. The introduction of cross cutting themes in projects, resulted in different experts having to work together on one project which immensely improved projects impacts and reach. In addition, these structural changes facilitated the building of effective relationships and interactions. As virtual teams work on project proposals, they had to be in one room to ensure that components of their expertise were all included in the project. The advantages of this approach has had far reaching results as the playing field was levelled and all parties were brought to common ground. Equally, in other sectors putting employees in a common room allows for improved performance as employees are able to track activities and do follow ups with ease. That consistent intermingling does not only generate a sense of oneness or camaraderie but also enhances information flow.

Additionally, open space layout has seen employees work together better as well as help save money. Economically, open space plans make more business sense. Organisations pay less for electricity as well as acquisition of heating and cooling conditions and other office utilities. Resources can be shared by a number of employees in one location. Even when employees’ needs evolve, these can easily be accommodated as staff are housed in one place.

Studies done on the use of Open Plan offices have also shown an improvement in employee health. In most organisations we normally have cases where some staff develop health problems like back pro, eye sight and arthritis challenges   because employees in their offices spend the day hunched over their computers. While the open plan set up gets employees to move around more often as they consult and share information. Bigger offices also allow in more sunlight from windows and improve air quality through increased air flow in a way that makes the work space more aesthetically pleasing.

However, embracing these architectural structures on their own without the supporting infrastructure may also pose huge challenges. The high levels of everyday   interactions in an undivided room may lead to noise and distraction that may make it difficult for employees to focus on their work and conduct business. Also lack of privacy is another potential problem as computer screens are easily visible by those walking. Telephone conversations can provide very good breeding ground to eavesdroppers hence may result in strenuous relationships. Legal and ethical issues may stem from the compromised confidentiality in regards to clients and colleagues. Diseases also spread fast and easily e.g. flue and coughs can end up affecting the entire staff and fear of spreading such diseases may increase absenteeism. The noise and other distractions can result in lower productivity and reduced concentration.

Our view, however, Businesses need not be deterred from moving with times because of the highlighted downsides.

We recommend that those organisations that have not tried the open space strategy with their teams to give it a shot. The Development sector, Financial institutions and others have embraced the open plan office layout and have realised the desired results.

Emmanuel Jinda is the Managing Consultant of PROSERVE Consulting Group, a leading supplier of Professional Human Resources and Management services locally, regionally and internationally. He can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it. Tel: 263 773004143 or 263 4 772778 or visit our website at www.proservehr.com