Making the workplace ideal for everyone — How much is too much?

It has become a trend for companies to invest heavily on creating office spaces that cater to the needs and preferences of all their employees. The trend is surely growing and how! From the most comfortable furniture and adjustable standing desks to open-plan layouts and designated breakout areas, the modern office has undergone a significant transformation in the pursuit of creating a productive and inclusive environment.

Is this level of investment and attention to detail really necessary? Are we caring too much about making the office right for everyone? How much focus —on making it right for everyone— is too much?

P Dwarakanath, former non-executive chairman, GSK, agrees that in recent years, there has been a growing emphasis on creating office environments that are inclusive and accommodating to everyone’s needs. This shift is in response to a number of factors, including changes in technology, shifting societal values and the impact of the COVID-19 pandemic on how we work.

P Dwarakanath, former non-executive chairman, GSK

Chandrasekhar Mukherjee, CHRO, Bhilosa Industries, says that organisations endeavour to cover all their employees equally and within the philosophy of their company. They always try to fulfill the basic and necessary needs of their employees.

“Organisations attempt to make uniform policies designed to cover and benefit the maximum number of employees. While they always try to meet their basic needs, including that of insurance, holidays and necessary leaves, it’s not feasible for them to consider each and every need,” points out Mukherjee.

Additionally, he states that organisations can have policies in place that could cover the adverse emergency needs of their employees. He suggests, “Creating a workplace that is inclusive and welcoming for everyone is an important goal for many reasons, such as bringing a wide range of perspectives, welcoming respect and helping the employees feel valued. When employees feel comfortable and accepted at work, they are more likely to be engaged and productive, leading to better business outcomes.”

Investing in a workspace that accommodates the needs of all employees can have a significant positive impact on productivity and employee satisfaction. When workers feel comfortable and supported in their environment, they are more likely to perform better and feel more engaged with their work. This is particularly important in today’s competitive job market, where attracting and retaining talent is a top priority for many organisations.

“Organisations attempt to make uniform policies designed to cover and benefit the maximum number of employees. While they always try to meet their basic needs, including that of insurance, holidays and necessary leaves, it’s not feasible for them to consider each and every need”

Chandrasekhar Mukherjee, CHRO, Bhilosa Industries

Designing an office with diversity and inclusion in mind can help foster a sense of community and belonging among employees. By creating spaces that cater to different working styles, personalities and preferences, employees can feel valued and respected for who they are. This can help build stronger teams and improve morale.

“While it’s certainly important to be flexible and considerate of individual needs, some organisations may feel they are going too far in trying to make the office environment right for everyone. For instance, some worry that the emphasis on accommodating everyone’s individual preferences can lead to a loss of discipline and professionalism in the workplace,” points out Dwarakanath.

His suggestion is to strike a balance, that is, create a comfortable and engaging work environment while still maintaining a sense of structure and professionalism. This requires a set of guiding principles and policies that promote inclusivity and accommodate individual needs, even while emphasising the importance of productivity, discipline and professionalism.

Striking the right balance

However, there is a flip side to this argument. While designing an office to suit everyone may seem a noble goal, it can also be challenging to achieve in practice. With so many individual needs and preferences to consider, it can be difficult to strike the right balance and create a space that works for everyone.

Sujiv Nair, global CHRO, Re Sustainability, says that the way offices work should not be limited to one extreme or the other. Rather, it should be a combination of conventional and hybrid methods that suit the type, industry and organisation.

However, he believes, “It is crucial to take care of employees’ health and safety, including posture and first aid, and address mental health issues such as depression. Respecting human rights involves providing basic facilities and ensuring diversity, equity and inclusion.”

“Engaging with communities around the workplace is also important, and companies should take precautions to avoid bonded labour and adhere to minimum wage standards. It is crucial to consider social impact beyond just providing facilities such as gyms and offices, particularly in a country where 70 per cent of the population is still marginalised,” cautions Nair.

“It is crucial to take care of employees’ health and safety, including posture and first aid, and address mental health issues such as depression. Respecting human rights involves providing basic facilities and ensuring diversity, equity and inclusion”

Sujiv Nair, global CHRO, Re Sustainability

Is it even possible to create an environment that truly accommodates everyone’s needs? After all, different employees may have conflicting preferences, and it may be impossible to find a solution that satisfies everyone. In some cases, the effort to create a one-size-fits-all workspace may end up satisfying no one.

There are both benefits and drawbacks to investing in a workspace that caters to the needs of all employees. While it can have a significant positive impact on productivity and employee satisfaction, it can also be challenging and expensive to achieve.

Mukherjee explains that it is also important to acknowledge that creating a workplace that is right for everyone is not always easy and requires ongoing effort and commitment from both employers and employees. It’s important to listen to feedback from employees and be willing to make changes to improve the workplace environment. It’s also important to recognise that everyone has different needs, preferences and perspectives, and finding a way to accommodate everyone can be challenging.

According to Dwarakanath, it’s up to each individual organisation to strike this balance in a way that works best for their particular industry and culture. “By finding this balance, we can create work environments that are both accommodating and productive, while still maintaining a sense of professionalism and discipline,” asserts Dwarakanath.