These days, majority of modern offices are communal spaces – an open-plan office. This means that you can see, hear, and even smell everything. Experiencing these things can be distracting, stressful and irritating for employees. Working in an open-plan office or environment can be great to an extent. Some people prefer their cooped up private space, whereas others are rather free willed. Follow these unspoken rules to ensure that you don’t unintentionally disrupt your colleagues.
Can you keep the noise down please?
A noisy office environment is one of the top drawbacks of open plan. According to a study by Steelcase (a US-based furniture manufacturer) and global market research company Ipsos, employees lose as much as 86 minutes per day due to noise distractions. Space planner at specialist office refurbishment company Tétris South Africa, Notango Matoti, says employees who share a common space should avoid speaking loudly to each other, or over the phone. ‘Our personalities are different, so what would be a normal noise level to you could be distracting to others,’ Notango says.
However, she points out that acceptable noise levels can differ depending on the industry. An advertising agency finds that the hustle and bustle of noise encourages creativity among colleagues, while a law firm needs a quiet environment to facilitate concentration and individual work. ‘If you work for a big corporate that has different departments, be mindful of this as you enter various spaces. Don’t assume that everyone works the way you do,’ she advises. Donald Pillai, strategic marketer and coach at GrowSmart Group, says it is important to be tolerant as noise will always be part of an open-plan office. ‘The reality is that we all create some necessary noise as we complete our tasks. We have to speak to people, both in person and on the phone. We need to move around, print documents, shuffle papers and type,’ he explains.
Don’t get angry if someone approaches you with a noise complaint. Discuss the problem and find ways to reasonably reduce the noise. ‘If you can’t, perhaps there’s a shortcoming in the sound performance of your space that you can both bring to the attention of your manager,’ he says.
Don’t introduce unnecessary noise
Be respectful of those who share the space with you. ‘Pencil tapping, finger rapping, singing, humming and playing music over speakers won’t win over those around you, unless they are used to it,’ Donald continues.
Cellphones and other gadgets can distract and irritate co-workers. Ringtones and notifications should be turned down, switched to silent or vibrate mode. This also applies to your desk phone, laptop and computer. Streaming videos should be viewed using headphones or earphones; the same rule applies if you are listening to music. Notango points out that some employees often use earphones to block out interruptions in an open-plan office, but check with your boss if this is appropriate. ‘Get the go ahead from your manager first, as this can also become a communication blocker when they call for your attention and you can’t hear,’ she advises. The office is not a place to air your dirty laundry. Colleagues feel uncomfortable if you are having an argument with your partner or discussing your medical condition in the office. Therefore, always step outside for private calls.
Respect privacy and keep the peace
Use good judgement before going to someone’s desk. Think of your colleague’s desk as an office. If you wanted to enter, you would knock first. ‘Open-plan sitting does not mean that the person is readily available for a chat, even if it’s work related,’ Notango says.
Donald adds that it is rude to hold meetings at a desk. Rather schedule it in advance and book a conference room. If unplanned conversations look like they are going to take time, find a private location. Don’t yell across the room. ‘If you have to raise your voice
to talk to someone two or three workstations away, your neighbour and anyone else within earshot isn’t going to appreciate it,’ he says. Walk to the person’s desk, phone or send an email. Open-plan offices can be fun, but can also cause arguments or heated debates. Donald says if a conversation becomes uncomfortable, move away from the workspace. Keep in mind that the corridor next to the kitchen might not be the best place to have this conversation, either. Take a seat in a pause area, meeting room or the canteen to diffuse the situation. Open-plan offices are not private and, therefore, you should always be cautious when starting a conversation with a colleague. Sensitive topics should not be discussed in earshot of the entire team. ‘If you hear business or personal information not intended for your ears, act as if you didn’t,’ he advises.
Food
Dealing with food can become a source of frustration. Some people don’t like loud chewing, while others can’t stand the smell of fish. Rather eat away from your desk. ‘Pause areas are created to give you the space to take a break, recharge and refuel. Remember that these spaces are also shared, so table manners are important,’ Notango concludes
Written by Wilma den Hartigh
Also see: How to fix being stuck in a rut at work
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