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Creating a Comfortable Workspace

Work & Career According to the Workspace Comfort Model [1], physical comfort is the foundation of
the employee experience with the potential to help people get work done or make their
Exercise
work more difficult. While comfort is subjective, the environmental dimensions commonly
20 min impacting physical comfort include lighting, temperature, noise levels, furnishings, and
personalization [2].
Client
No Workspace comfort links individuals’ environment to their needs and increases
productivity, job satisfaction, employee retention, and well-being [3]. Further, workspace
comfort contributes to morale [4] and the ability to cope with pressure and stress at work
[5]. Conversely, an uncomfortable workspace can restrict employees’ ability to function
effectively, reduce job satisfaction [2], and cause workers to expend unnecessary energy
on overcoming environmental barriers [2].

While many employers have funding and occupational health guidelines that support
physical comfort, remote workers may not have access to the same resources, and the
effects of an uncomfortable workspace can be left unaddressed [7]. Indeed, individuals
who regularly work from home are particularly vulnerable to the effects of workspace
discomfort, with 70% of remote workers reporting musculoskeletal stress [7], for example.

With this in mind, it makes sense for employees to attend to factors that will create a
more comfortable workspace. In this exercise, clients will analyze the physical aspects of
their workspace and identify ways to optimize their work environment to create a more
comfortable workplace.

Author

This tool was created by Elaine Houston.

Goal

This exercise aims to help clients create a more comfortable working environment by
analyzing and optimizing their workspace’s physical and psychological characteristics.
In doing so, clients can ensure it includes everything required to work effectively and
productively.

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Advice

■ This exercise is particularly valuable for people not working in a traditional office
environment. For example, freelancers, hybrid workers, and individuals who regularly
work from home, for whom ergonomics and occupational health are, perhaps, not at
the forefront of their choices.
■ It should be emphasized that one client’s idea of comfort may not apply to others. The
physical comfort of any workspace is subjective and varies from person to person.
■ It is important to note that some workspace improvements will likely be more time-
consuming and/or costly than others. For example, a client who decides to invest
in an ergonomic desk and chair might spend time researching and saving money to
buy them. In such instances, clients can begin by making smaller changes to their
workspace as they work toward implementing more dynamic changes.

References

1. Vischer, J. C. (1989). Environmental quality in offices. Van Nostrand Reinhold.

2. Vischer, J. C., & Wifi, M. (2017). The effect of workplace design on quality of life
at work. In G. Fleury-Bahi, E. Pol, & O. Navarro (Eds.), Handbook of environmental
psychology and quality of life research (pp. 387-400). Springer, Cham.

3. Clements-Croome, D., & Baizhan, L. (2000). Productivity and indoor environment.

Proceedings of Healthy Buildings, 1(1), 629-634.

4. Cummings, T. G., & Worley, C. G. (2005). Organization development. Thomson

South-Western.

5. Lusa, S., Käpykangas, S. M., Ansio, H., Houni, P., & Uitti, J. (2019). Employee
satisfaction with working space and its association with well-being: A cross-sectional
study in a multi-space office. Frontiers in Public Health, 7, 358.

6. Moretti, A., Menna, F., Aulicino, M., Paoletta, M., Liguori, S., & Iolascon, G. (2020).
Characterization of home working population during COVID-19 emergency: A cross-
sectional analysis. International Journal of Environmental Research and Public Health,
17, 6284.

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Creating a Comfortable Workspace

The comfort of your workspace has a significant effect on your work and your well-being. An uncomfortable
workspace can negatively influence your mood, motivation, and creativity; reduce productivity and job
satisfaction; distract you; and even cause physical discomfort or pain.

On the other hand, a comfortable workspace can help you be more productive and engaged with your work,
reduce stress and physical discomfort, and improve your overall well-being. With this in mind, it makes sense
for you to take steps toward creating a more comfortable workspace.

What determines workspace comfort? The criteria for comfort are individual and personal; however, some
common physical and psychological factors influence workspace comforts, such as lighting, temperature,
equipment, privacy, and personalization.

In this exercise, you will analyze your workspace’s physical and psychological characteristics and identify
ways to optimize your environment to create a more comfortable workplace.

Physical Characteristics

To begin, you will consider the physical aspects of your workspace, including temperature, humidity, noise
level, ventilation, lighting, and equipment. These play an important role in workspace comfort. In the
following exercise, you will rate the comfort level of each aspect in turn and, if necessary, identify ways to
increase your rating and optimize your workspace.

1. Temperature

Thermal comfort can affect your mood, efficiency, productivity, well-being, and work satisfaction. While
there is no universally agreed ‘perfect’ temperature, a workspace outside your comfort zone - too hot or too
cold - will likely feel uncomfortable.

When the temperature is too high, people feel lethargic and struggle to concentrate. When the temperature
is too low, people make more mistakes and become less productive. Neither facilitates high-quality work or
happy workers.

Advice for ensuring thermal comfort:

■ Workspace temperature should not fall below 16C.

■ Don’t exceed a temperature of 24C.
■ Use storage heaters and cooling fans when needed.
■ Wear layers that can be removed/added as needed
■ Invest in a smart thermostat that senses temperature variations throughout the day and automatically
adjusts heating/air conditioning for comfort and efficiency.

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Step 1: Rate thermal comfort

On a scale of 1-10, rate how comfortable you find the temperature of your workspace:

1 2 3 4 5 6 7 8 9 10

(Not comfortable) (Very comfortable)

Step 2: Describe your current situation

Now that you have rated your thermal comfort level, use the space provided to briefly describe your current
situation concerning this factor.

My current situation:

Step 3: Action (optional)

You will now think about how to improve the comfort rating from step 1. What steps can you take to
increase your initial rating? For example, you might use wrist warmers, a desktop heater, or fingerless gloves
to make your workspace warmer. Write your response in the space below.

If you are happy with the thermal comfort of your workspace, feel free to move on to the next physical
aspect: humidity.

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2. Humidity level

The humidity level of your workspace reflects the amount of moisture in the air, with comfortable humidity
levels falling between 40% and 70%. Low humidity levels can cause dry skin, dry and irritated eyes, respiratory
problems, and the spread of viruses and bacteria.

High humidity can cause discomfort, fatigue, surface condensation, and mold growth, leading to respiratory
issues. Comfortable humidity levels make it easier to concentrate and help you avoid illness and maintain
productivity.

Advice for ensuring comfort:

■ Use a hygrometer to measure the humidity in the air (relative humidity should be between 40% and 70%).
■ Open/close windows for ventilation and ensure adequate insulation.
■ Use humidifiers or dehumidifiers around your workspace.
■ Bring plants into your workspace. Some ferns, mosses, and cacti can help remove excess moisture in the
air, while spider plants, snake plants, and aloe vera help increase humidity.
■ Boil water on your stove or place bowls in various locations to increase humidity.

Step 1: Rate humidity comfort

On a scale of 1-10, rate how comfortable you find the humidity level of your workspace:

1 2 3 4 5 6 7 8 9 10

(Not comfortable) (Very comfortable)

Step 2: Describe your current situation

Now that you have rated the humidity of your workspace, write a brief description of your current situation
concerning this factor in the space below.

My current situation:

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Step 3: Action (optional)

You will now think about how to improve the comfort rating from step 1. What steps can you take to
increase your initial humidity rating? For example, you might use a humidifier/dehumidifier, moisture traps,
or incorporate plants that add/remove excess moisture from the air. Write your response in the space below.

If you are happy with your initial rating, you can move on to the next aspect of workspace comfort: noise level.

3. Noise level

A noisy workspace can be distracting and irritating. Noise can come from traffic, air conditioning, other
people’s conversations, and construction work. While some people have a higher tolerance for ambient
noise, excessive noise levels can cause stress or irreversible hearing damage, impede concentration, and
disrupt productivity.

While recommendations vary, for most people, 80–90 decibels (equivalent to that of heavy traffic, a hairdryer,
or a busy restaurant) is considered a “safe level” for an 8-hour working day. Noise at this level helps maintain
a comfortable and productive working environment where you can concentrate and be more productive.

Advice for ensuring comfort:

■ Invest in noise-canceling headphones or earplugs to drown out external sounds and minimize distractions.
■ Designate a specific area for quiet work that requires your full concentration.
■ Insulate/close windows to reduce external noise.
■ Listen to white noise to help mask/tune out ambient background noise.
■ Add soft furnishings like rugs and cushions to absorb noise.

Step 1: Rate noise comfort

On a scale of 1-10, rate how comfortable you find the noise level of your workspace:

1 2 3 4 5 6 7 8 9 10

(Not comfortable) (Very comfortable)

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Step 2: Describe your current situation

Now that you have rated the noise level in your workspace, write a brief description of your current situation
concerning this factor in the space below.

My current situation:

Step 3: Action (optional)

You will now think about how to improve the comfort rating from step 1. What steps can you take to
increase your initial noise comfort rating? For example, you might use noise-canceling headphones, turn
off background music, or add sound-absorbing materials to walls. Write your response in the space below.

If you are happy with your initial rating, you can move on to the next aspect of workspace comfort: ventilation.

4. Ventilation

Ventilation is, in essence, the process of removing stale air and replacing it with ‘clean’ (normally outdoor) air.
Your workspace needs adequate fresh air to remove stale air, impurities, odors, and moisture and dissipate
excess heat.

A poorly ventilated workspace makes controlling dust particles and other allergens difficult and encourages
condensation and mold growth. It can also negatively affect attention and memory. Conversely, good
ventilation reduces pollutants, moisture, and unpleasant odors. Adequate ventilation also minimizes health
issues like allergic reactions, respiratory problems, headaches, and sinusitis.

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Advice for ensuring comfort:

■ Use a CO2 monitor to measure carbon dioxide levels.

■ Open windows, doors, and vents to allow natural ventilation.
■ Service air-conditioning systems regularly.
■ Use a fan to circulate the air.
■ Ventilation systems and air inlets should be located where they can draw fresh air.

Step 1: Rate ventilation comfort

On a scale of 1-10, rate how comfortable you find the air quality of your workspace:

1 2 3 4 5 6 7 8 9 10

(Not comfortable) (Very comfortable)

Step 2: Describe your current situation

Now that you have rated the ventilation of your workspace, write a brief description of your current situation
concerning this factor in the space below.

My current situation:

Step 3: Action (optional)

You will now think about how to improve the comfort rating from step 1. What steps can you take to
increase your initial rating? For example, you might open windows and vents, use a ceiling fan, and leave
doors open to help circulate air. Write your response in the space below.

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If you are happy with your initial rating, you can move on to the next aspect of workspace comfort: lighting.

5. Lighting

Adequate lighting is essential for workspace comfort. Too much light (particularly bright, blue light from
fluorescent bulbs, for instance) can lead to glare headaches, blurred vision, and shadows that can cause eye
fatigue. Dull, inadequate lighting can cause headaches and eye strain. Lighting that is too bright or dull can
lead to mistakes, low productivity, and poor-quality work.

Workers exposed to adequate and, if possible, natural light are more alert, energetic, and creative and
experience fewer health issues.

Advice for ensuring comfort:

■ Maximize natural daylight.

■ Illuminate your workspace evenly and reduce dark spots and shadows using direct and indirect lighting.
■ Use lamps/desk lights to maximize control of ambient lighting.
■ Change lighting depending on the task being performed. For example, additional lighting might be
required for very intricate work.
■ Reduce direct and indirect glare (including glare from natural light) by repositioning light sources or
moving workspace equipment.
■ Use an anti-glare screen filter to filter out blue light and glare.

Step 1: Rate lighting comfort

On a scale of 1-10, rate how comfortable you find the lighting in your workspace:

1 2 3 4 5 6 7 8 9 10

(Not comfortable) (Very comfortable)

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Step 2: Describe your current situation

Now that you have rated the lighting in your workspace, describe your current situation concerning this
factor in the space below.

My current situation:

Step 3: Action (optional)

You will now think about how to improve the comfort rating from step 1. What steps can you take to
increase your initial rating? For example, you might buy a desk lamp, move your desk to minimize glare, or
use a light source that mimics natural light and minimizes blue light. Write your response in the space below.

If you are happy with your initial rating, you can move on to the next aspect of workspace comfort: equipment.

6. Equipment

Workspace equipment includes things like your desk, chair, mouse, keypad, and any other furniture or
equipment you use during an average day at work. A non-ergonomic workstation can cause wear and tear
on the body, creating postural changes, joint pain, back pain, carpal tunnel syndrome, tendinitis, and other
health problems.

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Ergonomic equipment is designed for comfort and physical support and helps reduce the risk of discomfort,
pain, and repetitive strain injuries. Ergonomic equipment can also help you be more productive and produce
better quality work because you will be less tired and distracted by pain or discomfort.

Advice for ensuring comfort:

■ Use ergonomic furniture and equipment when possible.

■ Set your chair and desk at the correct height to prevent back, neck, and shoulder strain.
■ Ensure your monitor is at eye level and approximately arms-length (around 50cm) away to avoid eye strain.
■ Use a footrest, gel pads, and wrist rests for extra support.
■ Your shoulders should be relaxed, and your wrists should remain flat when typing.
■ Both feet should be on the floor, and your chair should support your back.

Step 1: Rate equipment comfort

On a scale of 1-10, rate how comfortable you find the equipment in your workspace:

1 2 3 4 5 6 7 8 9 10

(Not comfortable) (Very comfortable)

Step 2: Describe your current situation

Now that you have rated the equipment in your workspace, describe your current situation concerning this
factor in the space below.

My current situation:

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Step 3: Action (optional)

You will now think about how to improve the comfort rating from step 1. What steps can you take to
increase your initial rating? For example, you might adjust your monitor to a suitable height, buy an ergonomic
keyboard, or use wrist supports. Write your response in the space below.

If you are happy with your initial rating, you can move on to the next part of the exercise: psychological
characteristics.

Psychological Characteristics

Now that you have considered the physical characteristics of workspace comfort, you will think about the
psychological aspects. Psychological aspects of your workstation include inspiration, concentration, and
privacy. In the following exercise, you will rate the comfort level of each aspect and, if necessary, identify
ways to increase your rating and optimize your workspace.

1. Inspiration

Your workspace should be inspiring, and the key to inspiration is personalization. A dull, impersonal, and
colorless workstation can feel uncomfortable and will do little to motivate and inspire you. A personalized
and inspiring workspace drives creativity, productivity, engagement, and satisfaction.

It makes sense to personalize your workspace in ways that help you feel inspired.

Advice for ensuring comfort:

■ Add accessories and items that are both functional and represent your personality, style, and taste; for
example, add a decorative box for business cards or colorful planters for your potted plants.
■ Include happy memories. For example, you could add photos of those you care about the most. While
you should not cover every surface with personal photos, 1-3 curated images will add a personal touch
and maintain a professional workspace.
■ Add some art, inspirational quotes, or prints.
■ Personalize your desktop image and screensaver.
■ Add a pop of color. For example, according to color theory, cool colors like blue, green, and purple are
calming, while warm colors like red, orange, and yellow can create feelings of warmth and comfort.

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Step 1: Rate your workspace

On a scale of 1-10, rate how inspiring your workspace is:

1 2 3 4 5 6 7 8 9 10

(Not inspiring) (Very inspiring)

Step 2: Describe your current situation

Now that you have rated your workspace in terms of inspiration, write a brief description of your current
situation concerning this factor in the space below.

My current situation:

Step 3: Action (optional)

You will now think about what you can do to improve the rating from step 1. What steps can you take to
increase your initial rating? For example, you might change your desktop screensaver to a photo of your pet,
add calming colors, or place a few potted plants around your workspace. Write your response in the space
below.

If you are happy with your initial rating, you can move on to the next aspect of workspace comfort:
concentration.

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2. Concentration

A comfortable workspace makes it easier to concentrate. When people are surrounded by mess and clutter,
they tend to feel restless, stressed, distracted, and unable to concentrate. Additionally, a disorganized
workspace can make you become frustrated by misplaced items.

On the other hand, a clean, organized workspace minimizes distractions caused by visual noise and reduces
wasted time because it is easier to keep track of important documents. A tidy workspace can also encourage
feelings of positivity and calmness while helping you be more productive.

Advice for ensuring comfort:

■ Declutter and reorganize your workspace.

■ Keep your items like stationary and paperwork tidy and in order.
■ Keep your workspace clean and remove litter.
■ Make sure there is ample storage to place items that are not needed.
■ Use closed cupboards to minimize ‘visual noise.’
■ Recycle documents you no longer need.

Step 1: Rate your workspace

On a scale of 1-10, rate how easy it is to concentrate in your workspace:

1 2 3 4 5 6 7 8 9 10

(I cannot concentrate at all) (I can concentrate very well)

Step 2: Describe your current situation

Now that you have rated your workspace in terms of your ability to concentrate, write a brief description of
your current situation concerning this factor in the space below.

My current situation:

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Step 3: Action (optional)

You will now think about what you can do to improve the rating from step 1. What steps can you take to
increase your initial rating? For example, you might reorganize your desk, find a space to put items you do
not use regularly, and archive/recycle old paperwork. Write your response in the space below.

If you are happy with your initial rating, you can move on to the final aspect of workspace comfort: privacy.

3. Privacy

A workspace that provides adequate privacy is an important comfort factor. Working in an environment
with little (or no) privacy can make it feel awkward and uncomfortable. A lack of privacy can also create
distractions and reduce productivity, motivation, and morale.

In a private workspace, people know they can view and discuss sensitive topics away from others who might
be watching or listening. Privacy also helps workers feel more creative, relaxed, and comfortable in their
surroundings.

Advice for ensuring comfort:

■ Buy a desk with lockable drawers.

■ Use portable space partitions.
■ Use a monitor privacy filter to make it difficult for others to view your screen.
■ Set your computer to lock automatically after a few minutes of inactivity.
■ Temporarily move to another room/location that offers privacy when needed (e.g., a conference room
or another unused space).
■ Apply reflective one-way privacy film to windows.

Step 1: Rate your workspace

On a scale of 1-10, rate how private your workspace is:

1 2 3 4 5 6 7 8 9 10

(Not private) (Very private)

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Step 2: Describe your current situation

Now that you have rated your workspace in terms of privacy, write a brief description of your current
situation concerning this factor in the space below.

My current situation:

Step 3: Action (optional)

You will now think about what you can do to improve the rating from step 1. What steps can you take to
increase your initial rating? For example, you could install locks on desk drawers, move to a more private
location when needed, or use privacy screens. Write your response in the space below.

You can skip this step if you are happy with your initial rating.

Reflection

■ What did you learn from completing this exercise?

■ Which of your implemented changes had the greatest effect on your workspace comfort?
■ How has this exercise helped you understand the value of workspace comfort?
■ In what ways has making your workspace more comfortable changed your work life?
■ What other steps can you take to improve your workspace comfort in the future?

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