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  • Putting the senses into use in office design – an aesthetic work environment increases wellbeing and performance

Putting the senses into use in office design – an aesthetic work environment increases wellbeing and performance

Working life causes a record stress for Finns. According to studies, offices have a clear connection to coping and enjoyment at work. Comprehensive office design takes into account not only rational solutions, but also aesthetics and emotions. 

According to a recent study by the Finnish Institute of Occupational Health, one in four Finns belongs to the risk group of burnout. Finns’ job satisfaction, work ability and work engagement have also decreased.

Remote work has become an established part of working life, and according to the study, it has both positive and negative effects on wellbeing at work. The physical workload is reduced and savings are made in commutes, but remote work causes loneliness and boredom at work and it weakens commitment to the workplace. 

There’s a lot of potential in offices

JLL’s nationwide survey highlights the connection of offices to coping at work and commitment to the workplace. Those employees who are dissatisfied with their offices have also been shown to be more stressed and bored with their work. As many as 40% of them are considering leaving their jobs within a year. 

According to a recent study, only one in three knowledge workers is satisfied with their office, so companies have a lot of potential to increase wellbeing at work by investing in their offices.  

Johanna Kiesiläinen-Riihelä, a developer of working environments and work habits, calls for more versatile use of different senses and consideration of positive aesthetic feelings in office design.

Wellbeing at work is a key factor behind successful businesses.

“We have numerous research results on how aesthetics and sensory design can contribute to the increase of joy and wellbeing at work and the improvement of performance,” says Kiesiläinen-Riihelä.   

According to Johanna Kiesiläinen-Riihelä, figures and rationale are emphasised in Finnish work environment planning, and the importance of sensory information as something that will improve wellbeing and motivation at work is not yet fully recognised.   

The four areas of wellbeing

Kiesiläinen-Riihelä divides the working environment into four different areas. For each area, it is possible to think about what things create wellbeing and make it enjoyable – and thereby increase work motivation and productivity. 

As the first area, Kiesiläinen-Riihelä raises issues related to corporate culture, working methods and management.

In aesthetic workplace design, space is approached through different senses. What does the office chair feel like, what does the office smell like and what feelings does the colour scheme of the space evoke? 

“It is a priority to think about what are the strengths of one’s own corporate culture and its inalienable core, what kinds of working methods and workplaces motivate the personnel, how the joy of work is nurtured in management and how the personnel is committed to change.”

We can only increase wellbeing at work when we know what affects us.

The expert encourages companies to boldly experiment with new kinds of solutions to work and the use of space.

“Not every office has to have a 500 square metre auditorium. For example, pet-friendly workspaces, concentration-promoting handicraft spaces or hybrid workstations shared with partner companies can be designed in the space.” 

In aesthetic spatial planning, it is a priority to listen to the wishes of the personnel. “Increasing wellbeing at work and the sense of community and innovation generated by in-office work are guaranteed to pay back investments many times over,” Kiesiläinen-Riihelä says.

Location is the most relevant

Next, Kiesiläinen-Riihelä recommends that you look at the office property and its location. 

“The office building plays a major role in the construction of professional identity. You can think about whether the location, architecture, history, quality or sustainability of the facilities builds professional pride and attracts customers. You can also discuss with the personnel what kind of feelings commutes, local services and the surrounding environment create.”

According to a recent study, the productivity of remote work is 18% lower than that of in-office work.

The expert highlights in particular the accessibility of the workplace. The main reason for working remotely is the time and money spent on commutes, so the central location of the office and having versatile transport connections to it are crucial for the wellbeing of the personnel and the attractiveness of the office.

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Offices play a major role in the construction of professional identity. For example, the quality of the construction of the office building, the historical milieu or the fascinating story of the building can be a great value for employees, which also creates pride in their own work.

The senses help with office design

As a third area, Kiesiläinen-Riihelä raises the physical working conditions of the office. What is the air quality, lighting, acoustics, fragrance and colour scheme in the office? Are the spaces flexible to different needs, do they allow for break exercise or creative handicraft moments? What about work ergonomics – how does the office chair feel and is there enough space for personnel’s supplies?

The importance of sensory information as a means of increasing wellbeing at work and motivation is not yet recognised.   

“After commutes, the main reasons for preferring remote work are a lack of peaceful working conditions and high noise levels. It is important that there is enough quiet space in the office. Good air quality, optimal lighting and an individually adjusted workstation also improve concentration and promote health.”

Small, joyful things can make a surprising difference. According to studies, fresh and healthy snacks are the third most important reason for coming to the office from remote work. 

According to Kiesiläinen-Riihelä, the smooth combination of everyday life and work also increases wellbeing – family responsibilities are the fourth most important reason for staying in remote work. 

Even the smallest thing can radically change our thinking about working.

“What if a company were to attract employees with the best sports or parenting benefits in the industry and offer its premises in the evenings or at weekends to employees or their families?”

Making tweaks to improve work engagement

According to Kiesiläinen-Riihelä, the fourth area of wellbeing at work arises from how employees relate to their own work and take responsibility for their own wellbeing. She talks about everyday beauty routines with which everyone can change their experience of work and cheer up their everyday life. These routines can be related to, for example, work mornings, dressing, breaks, or making little touch-ups to your own workstation.

What if you started the morning by meditating? Or what if you started doing yoga during lunch break or after work? In the best possible scenario, the office building would have a sports centre offering everyday exercise. 

“One can tune in to the workday by meditating, another can choose the most scenic commute route, and a third can get empowered by a playlist made for the commute. A fourth is inspired by cute office supplies or walking meetings,” Kiesiläinen-Riihelä lists. 

Kiesiläinen-Riihelä encourages employers to help employees notice and enable everyday routines. The company can, for example, arrange theme days that focus on different routines, or the employer can offer personnel supportive facilities or employee benefits.

Offices pictured: Naava Oy (Mannerheimintie 4), Unity oy (Kaivokatu 8), Logmore Oy, (Korkeavuorenkatu 35

Sources:

  • Finnish Institute of Occupational Health: How is Finland doing? study, 2024
  • JLL: Hybridityö nyt ja tulevaisuudessa, 2023–2024 (in Finnish)
  • Akava Works: Työhyvinvoinnin tuottavuusvaikutukset tutkimuksen valossa, 2022 (in Finnish)
  • National Bureau of Economic Research, Cambridge, 2023
  • Johanna Kiesiläinen-Riihelä: Työarjen estetiikka, 2024 (in Finnish)

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