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Quiet Rooms: Part of a Holistic Well-being Strategy

As companies’ global well-being strategies evolve into a truly holistic approach, they are increasingly looking at the role that their physical office space, or built environment, plays in promoting and sustaining that culture.

January 09, 2020

As companies’ global well-being strategies evolve into a truly holistic approach, they are increasingly looking at the role that their physical office space, or built environment, plays in promoting and sustaining that culture.

Workplace policies and facility amenities can positively address overall emotional well-being by impacting mood, relaxation and stress. Even different light settings can facilitate a more productive environment (“active” lighting for brainstorming working groups to energize, and relaxed lighting for contemplative thinking or to soothe stressors). Employers can also promote physical well-being not only through traditional ergonomics but by providing an environment that encourages movement with its design.

At a time when many companies are transitioning their office space to an open concept plan that encourages collaboration and group work, they must also address the other side of this spectrum to meet their employees’ well-being needs. There are times when employees need privacy or seclusion. Quiet rooms, mothering/lactation rooms or well-being rooms are some of the ways HR, health and well-being leaders are partnering with their facilities or real estate functions to retrofit existing spaces or incorporate these spaces into new construction.

How are companies approaching this strategy globally? To find out, the Global Institute facilitated a small group benchmarking session to hear how one company has approached this topic.

The company outlined several types of rooms that they use in several locations. They each serve specific purposes (i.e. well-being spaces or meeting spaces).

  • Quiet Rooms. They are intended for when employees need a quite place to work. Can be glassed in area in line with open concept design. No talking is allowed – not even a whisper. Likened to the quiet car on a train.
  • Well-being Rooms. Different amenities in different rooms around campus – couches, recliner, weights/mats, etc. Allows employees to use the room for a variety of things (i.e. stretching, reading, resting).
  • Mothers Room. Separate space for the sole purpose of mother needs/lactation. Equipped with items of best practice or requirements such as space.
  • First aid/sick room. A room equipped with first aid materials or a place to rest if feeling unwell. Nurse-staffed at larger locations.

Meeting Spaces

  • Bookable Rooms. Scheduled meetings. Reserved in advance.
  • Huddle Rooms. Unscheduled meetings. Small group discussions. Does not need to be booked.
  • Phone booth. 1 on 1. Private phone call.

Multipurpose space

To provide a design offering that promotes well-being, a company does not necessarily have to have all these individual rooms. Due to space requirements and local use needs, some companies design a multipurpose room that meets a variety of needs rather than constructing separate spaces for each.

In some locations, it is required by law to have separate mothering / lactation rooms. In this case, there would need to be a separate mothering room as well as a multipurpose room for other needs. However, this is not the case in all countries, allowing some global locations to provide mothering rooms that are dual-purpose. With longer maternity leaves (up to 12-18 months in some countries) mothering rooms are often underutilized. While some countries consider using temporary mobile pods to address needs, others provide a permanent physical space that is multipurpose.

The approach that is best will vary by company and within a company, by country and site location.

Implementing Quiet Rooms

Change management, communication and measurement as keys to success. When rolling out new spaces, employers should not underestimate the mindset change required. For the strategy to be successful people must use the rooms as intended. Common pitfalls include using well-being rooms as huddle rooms given the inviting space.

To address this, constant communication is required to describe the purpose of each space. Floor stewards can reinforce proper usage, especially spaces when spaces are first rolled out.

To round out the strategy, it is necessary to include the well-being design into the company’s global standards. Many companies have accreditation processes or scorecards to measure the status of their global well-being strategy in various locations. Using a green/yellow/ red or gold/silver/bronze are common ways to evaluate where sites are on the journey. For more about well-being accreditation see the Global Institute’s The Road to Global Well-Being Accreditation resource.

Conclusion

A global well-being strategy that is truly holistic must meet employees where they are. Employees spend a significant proportion of their time in company facilities. Providing space that is conducive to their well-being aligns to successful strategy.

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