While some Malaysian companies move away from cubicles towards ‘hot-desking’ (ie working from anywhere), others are sticking with the privacy and space personalization offered by cubicles.
EVERYONE wants to work at the Googleplex, where there are lap pools, hair salons, and pool tables, to name just a few of the amazing perks provided by one of technology’s biggest companies, Google.
Apart from these and other benefits like free laundry service and free gourmet food, though, the interior design of the campus (as the sprawling office complex is called) in California pushes the idea of the open office concept to the limit with quirky ideas like hallways with fake subway grates, a slide to get from one floor to another, and “quiet pods” where employees can take breaks.
The expansion of the campus, due to be completed in 2015, goes further and ensures that “no employee will be more than 2.5 minutes walk from a co-worker”, according to a 2013 Daily Mail report.
The earliest version of this radical concept is actually more than half a century old. According to a 2014 article in The New Yorker magazine, the idea came from a German team in the 1950s as a means “to facilitate communication and idea flow”. Then, in the 1960s, American designer Robert Propst (1921-2000) created his Action Office system comprising re-configurable desks and bold for its times workplace furniture. And so rooms and walls were broken down and cubicles were born.
Over the span of half a century, the look and feel of open concept offices have progressed in leaps and bounds, influenced by factors like technological innovations (the ability to work from anywhere with devices that connect to the Internet wirelessly, for instance) as well as research into the psychology of how we work. Many forward-thinking companies now take measures to transform their offices into spaces where employees collaborate better – and even have fun doing it.
Sleek open spaces
The idea of open offices have certainly caught up with Malaysian companies.
Telecommunications company Maxis has adopted the concept in its effort to create a culture that is open, collaborative, and agile.
“We want Maxis to be a showcase – a representation of being a modern company in the digital age. The new way of working is characterised by simplicity, enabling us to work well together, communicate better, and have fun.
We believe our new workspace truly reflects our vision of making Maxis one of the most desired workplaces in the country,” says Maxis Berhad head of people and organisation Adzhar Ibrahim, adding that by eliminating cubicles, the company allows colleagues to come together and get work done faster.
At Maxis, each employee has the same kind of workstation, regardless of ranking. Adzhar says this helps to promote a culture of inclusiveness and fairness.
“We eliminate the perception of hierarchy in the organisation. It also takes away the hassle of managing unnecessary administrative work such as allocating specific rooms for different designations,” he explains in an e-mail interview.
The cafeteria is piled high with board games and newspapers and has snacks machines and complimentary tea and coffee. It serves as a central hub that encourages collaboration through chance encounters, according to Adzhar.
“Our mini café is more than just a coffee shop or a space where employees sit down to have their lunch; it is a central hub that is spacious, with an open layout, and it has a constant buzz. The space was previously where the chief executive officer and other management were seated and now this space has been transformed into an area that everyone shares.”
When asked whether it was difficult for workers to adapt to the concept, Adzhar replies: “In many ways it wasn’t a difficult change for most of the employees because the leaders are the ones who were asked to make the biggest sacrifices in terms of giving up perks and privileges that used to come with their rank and seniority.
“The rest of the employees saw that the company really meant what it said. Although it might have taken us some time to become acclimated to the open concept, we believe that this type of workspace is beneficial, as it encourages more open dialogue and communication,” says Adzhar, adding that the office is fitted with modern and colourful furniture to help enhance creativity and energy as well as create a fun environment.
Mobile workforce
Pharmaceutical company Pfizer Malaysia has chosen to go with the cubicle-less concept in its office at Bangsar South, Kuala Lumpur, says its director of corporate affairs, health and values, Azwar Kamarudin, in an e-mail interview.
“Everyone sits in the open, as this creates a conducive working environment that leads to a more collaborative working style. Free seating is allowed on any of our three floors, enabling colleagues to exchange ideas easily. This also cuts through hierarchy and protocols as discussions can be done impromptu,” explains Azwar, adding that the office is fully WiFi-equipped and allows remote printing and connection anywhere throughout its premises.
The company decided on the open layout when it moved to new premises 2012.
“We believe that changing our work environment can make a difference in achieving our goals. Plus, our talents are increasingly getting younger and more mobile, so we saw the need to revamp the office dynamics through design.”
Indeed, one young worker agrees: a Pfizer medical representative, 30-year-old Kelly Low Kie Kie is pleased with the new office set-up, saying that it allows her to mingle with colleagues from various divisions.
“It also breaks the barrier of having bosses stationed in rooms where interactions are limited and hierarchy a concern. My boss sits out in the open and this makes us feel like we are part of the team.”
And Azwar begs to differ with recent reports stating that the lack of privacy in open concept offices is not good for productivity and communication.
“We have seen the benefit of sitting in an open office. Colleagues brainstorm without having to book meeting time and space. Colleagues and bosses sit in the same space – a natural open door policy. Networking across divisions is prominent because one can sit anywhere according to one’s needs,” says Azwar, adding that massage chairs and futsal tables are also provided to enable employees to unwind after work or during lunch time.
Encouraging sharing
Since 2007, telecommunications giant DiGi has opted for an office with paper-free desks, stating the concept comes from its tagline, “Always the smarter choice”. At its eco-friendly headquarters called D’House in Shah Alam, over 2,000 “DiGizens” have adopted the idea of “hot-desking” (working from a device wherever you are without assigned seats, cubicles or individual offices), casual meeting places, and social amenities to facilitate the exchange of ideas.
DiGi chief human resource officer Haroon Bhatti explains that the design has helped to improve communication and collaboration and accelerate decision-making. It also encourages workers to solve problems together and share knowledge. The result: people work more efficiently.
“It was designed to incorporate as much of our culture and values as possible – make it easy, keep promises, be inspiring and respectful. Simplicity, transparency and innovation are just some of the more visible representations of DiGi’s values in the overall architectural design of our headquarters and regional offices,” says Haroon at an interview at D’House.
From an architectural view, architect Kiat Tung of T&T Architect says open offices maximise space and work out to be cost efficient too, by minimising the energy required for cooling.
“Individual rooms require separate air-conditioning units. In an open office, there aren’t as many partitions, which allows air-conditioning to flow easily across the whole floor. This helps with energy savings.
“Plus, the layout of open offices is more flexible as spaces can be reconfigured easily,” says Kiat, who finds himself designing more and more such spaces for companies today. office.
Embracing the cube
While open spaces are trendy, there are companies that prefer giving their workers their own space.
Cosmetics brand Clarins Malaysia subscribes to the cubicle concept as its office layout is aligned with the guidelines of the Paris-based Clarins Group. Clarins Malaysia assistant human resources manager Lim Ean Ean says the set-up is designed to enable its 150 employees to have comfortable and spacious workstations.
“We believe in making every employee’s life more beautiful and want our staff to be happy to come to work. To keep everyone motivated, each employee has their own cubicle with designated desktops while heads of departments and managers have their own rooms,” explains Lim.
What about the criticism that rooms and cubicles cause a lack of team atmosphere? Lim says that it boils down to each worker’s personality and how they interact with colleagues.
“While we may have own work stations, we work closely and communicate often. Teamwork and productivity go hand in hand. Ultimately, it’s the employees’ mindset and attitude that matters most.”
Satellite pay TV operator Astro prefers a combination of cubicles and open spaces for its office layout in Bukit Jalil, Kuala Lumpur. The company doesn’t believe in a “one size fits all” approach, recognising that certain functions are more suited to open workplaces while others may require cubicles.
Most of its 5,000 employees are housed together in one building so that they can understand different roles across the company and how everything comes together.
“As many of us spend three-quarters of the day in the office, it is important that our work place is comfortable. We have also injected some fun and colour into the design of the workplace to encourage creative flow and inspire lively discussions,” says an Astro spokesperson.
Considering that staff spend long hours in the office, the company provides amenities such as a cafeteria and green “chill zones” (themed Jurassic Park and The Lost World after the movies!). These little incentives help employees relax and have better focus on projects.
Related story:
The flip side of hot-desking
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