What are the main factors driving dissatisfaction with office environments in the era of hybrid work? Interestingly, the issues remain largely the same as before: a lack of peaceful working conditions and challenges in the usability of office spaces. However, hybrid work has changed the consequences of such dissatisfaction. Today, an unhappy employee may choose to work remotely instead of coming to the office. A study conducted by the Finnish Institute of Occupational Health explored the connections between remote work, work environment experiences, employee well-being, and sickness absences in various office settings.
While hybrid work has not diminished the importance of office spaces, it has shifted their role. The quality of office premises and employees’ experiences in these spaces are critical factors influencing the decision to work remotely or in person. Employees who view their workplace negatively tend to work remotely more often and express a stronger desire to increase their remote work. Conversely, positive experiences with office environments are associated with better workplace well-being.
“According to our research, peaceful working conditions are a key factor in attracting people to the office. That means the ability to focus on your work without any major distractions and interruptions. The office should enable opportunities for concentration, even if the premises are primarily intended to support encounters and collaboration,” explains Annu Haapakangas, Chief Researcher at the Finnish Institute of Occupational Health.
Designing Office Spaces for Hybrid Work Success
“Employees with different remote and in-person work profiles have different needs for office premises, which is why the design and role of the premises should be considered as part of organizations’ hybrid work model. The office must provide support for a wide range of tasks, and the premises must also be easy to use for those who visit the office less often,” notes Suvi Hirvonen, Senior Specialist at the Finnish Institute of Occupational Health.
To facilitate the development of hybrid-friendly office spaces, the HERO project has introduced the “Toimistotilat hybridityömallissa” (Office Premises in a Hybrid Work Model) development roadmap. This roadmap emphasizes collaboration, targeting its recommendations to a range of stakeholders, including management, HR, workplace designers and developers, and occupational health professionals.
Peaceful Work Environments Reduce Short Sickness Absences
The study found that peaceful working conditions in the office were associated with fewer short-term sickness absences.
“The results are in line with previous data on the effects of stress in open-plan offices. What was significant in this study was that workplace conditions were recognized to be linked to sickness absences even in hybrid work, where people spend less time at the workplace,” adds Annu Haapakangas.
The research also monitored the impact of the COVID-19 pandemic on the prevalence of remote work and short-term sickness absences. Despite the normalization of remote work, the frequency of short (1-3 day) self-reported sickness absences has remained at pre-pandemic levels. This finding indicates that remote work does not contribute to an increase in such absences.
Key Factors Driving Dissatisfaction with Office Environments in the Hybrid Work Era
In the era of hybrid work, dissatisfaction with office environments continues to stem from familiar issues that were prevalent even before the shift to flexible work models. However, the hybrid work environment amplifies these issues as employees now have the option to work remotely. Below is a detailed list of the main factors contributing to dissatisfaction:
1. Lack of Peaceful Working Conditions
- Noise and Distractions: Open-plan offices, although designed to foster collaboration, often lead to excessive noise and interruptions that disrupt concentration. Conversations, phone calls, and other activities in shared spaces make it difficult for employees to focus.
- Insufficient Private Spaces: Employees performing tasks that require deep concentration or confidentiality often find it challenging to locate quiet spaces within modern office layouts.
Explanation: Employees value the ability to work without interruptions, especially when tasks demand focus. In hybrid work environments, they can opt to work from home, where they can create quieter and more controlled conditions.
2. Poor Usability of Office Premises
- Inadequate Workstations: A lack of ergonomic furniture, appropriate equipment, or properly functioning technology can make working in the office less appealing. Employees expect the same level of comfort and functionality as they have at home.
- Difficulty Accessing Resources: Shared spaces and insufficient availability of meeting rooms or hot desks can create frustration when employees cannot find the tools or spaces they need to work effectively.
- Overly Complex Layouts: Poorly designed offices may lack logical flow, causing inefficiency as employees struggle to navigate the premises or find suitable areas for different types of tasks.
Explanation: Hybrid employees who visit the office less often expect a seamless and efficient experience. Complications in usability lower the incentive to work in person.
3. Limited Support for Diverse Work Tasks
- Focus vs. Collaboration: Hybrid workplaces often prioritize collaborative spaces over areas for individual, focused work. This imbalance does not meet the needs of employees performing a variety of tasks requiring both solitude and teamwork.
- Inflexible Work Environments: Offices that fail to offer adaptable spaces (e.g., modular furniture, soundproof pods, or quiet zones) hinder productivity for employees with diverse working styles.
Explanation: Employees need spaces that accommodate a range of tasks. Inflexibility drives them to prefer remote work, where they can tailor their work environment to suit specific needs.
4. Poor Air Quality, Lighting, and Ergonomics
- Physical Discomfort: Factors such as poor air circulation, harsh lighting, and uncomfortable seating negatively impact employees’ physical well-being, making office work less desirable.
- Health Considerations: Post-pandemic, employees are more conscious of their work environment’s impact on health and safety. Office spaces that fail to meet these standards drive dissatisfaction.
Explanation: Physical discomfort significantly affects employee productivity and well-being, causing many to choose remote work environments where they have greater control over these factors.
5. Insufficient Technology and Connectivity
- Outdated Tools and Equipment: Employees expect modern technology and reliable connectivity to mirror the setup they have at home. Outdated hardware or software creates unnecessary delays and frustration.
- Incompatibility with Remote Collaboration: Offices that do not provide seamless integration with remote tools (e.g., video conferencing technology) hinder hybrid work efficiency and reduce the incentive to come to the office.
Explanation: Effective hybrid work requires seamless technology integration. Poor tech infrastructure in offices makes remote work the more appealing option.
6. Lack of Incentives to Visit the Office
- No Added Value: If the office does not provide benefits beyond what employees can access at home, such as networking opportunities, amenities, or collaboration tools, they are less likely to commute.
- Rigid Policies: Mandatory office visits without clear purpose or benefit contribute to dissatisfaction and a preference for remote work.
Explanation: Employees want compelling reasons to visit the office. Without tangible benefits, the hybrid work model naturally favors remote work.
7. Lack of Community and Culture
- Disconnection from Colleagues: If offices fail to foster meaningful interactions and team bonding, employees see little value in commuting.
- Limited Networking Opportunities: Employees value spontaneous conversations, brainstorming, and knowledge sharing, but offices must actively support this.
- Impersonal Environments: Generic, uninspiring office designs can feel sterile and unwelcoming, offering little motivation for employees to engage in workplace culture.
Impact: Employees want office spaces that enhance collaboration, connection, and organizational culture. Without these elements, the office loses its purpose.
8. Absence of Added Value
- No Unique Benefits: Employees expect offices to offer something beyond their home setup, such as superior amenities, fitness facilities, or social opportunities.
- Minimal Support Services: Lack of on-site services like IT support, food options, or wellness programs reduces the office’s appeal.
- Poor Commuting Incentives: Time and cost spent commuting must be justified by tangible benefits that the office provides.
Impact: Employees want to feel that commuting to the office adds value to their workday. Without clear benefits, they prefer to remain at home.
9. Poor Organizational Support for Hybrid Work
- Lack of Guidance: Organizations failing to define how hybrid work integrates with office space usage create confusion for employees.
- Ineffective Communication: Employees need clear information about when and why office attendance is beneficial.
- Misalignment of Expectations: If management’s expectations for office use do not align with employees’ needs, dissatisfaction grows.
Impact: Effective hybrid work requires clear communication and alignment. Poor support reduces trust and engagement with office spaces.
10. Inefficient Office Design for Hybrid Workers
- Limited Access for Occasional Visitors: Employees who visit the office infrequently may find the space difficult to navigate or use.
- No Adaptation to Hybrid Trends: Offices designed pre-pandemic may no longer reflect the needs of hybrid workers, resulting in outdated layouts and functionality.
- Lack of Personalization: Employees often miss the sense of ownership or personalization they have in home offices, such as tailored setups or décor.
Impact: Office spaces need to evolve to meet the expectations of hybrid employees. Static designs and outdated features reduce engagement.
