Workspace Archives

The Shrinking World of Work

Our world has shrunk. Before the shift to remote and hybrid work models, daily life meant moving around, driving, using public transport, being in traffic… whatever your mode of commute is. At the office or workplace, there was constant navigation between different spaces. You moved from your desk to a meeting room, cafeteria, bathroom, someone else’s desk, another meeting room, kitchen, printer, etc. The reality is that there was constant visual- (seeing) and auditory (hearing) variety while your body was physically (moving) between these spaces, regardless of your type of work or your working environment. The current reality looks quite different: your working world is now about the size of your computer screen and its immediate surrounding space… and it is pretty small. Your eyes are in another kind of lockdown on your screen, particularly when you are in digital meetings. And your ears are trying to contest with the distractions of your screaming toddler, a hungry teenager (in my case), a barking dog, an irritable spouse, etc. This is happening while you are seated for much longer times than usual and your body is just not moving as much as it used to.

The Toll on Body and Mind

The obvious result is a higher level of fatigue, headaches, joint strains and other physical body complaints. Not to even mention the stress, irritation, mental pressure and anxiety coupled with it. Our bodies are taking physical strain and our minds are taking mental strain. That is an unfortunate fact.

Making Your Digital World Less Stressful

As sensory beings, we interact through our 7 senses in a dynamic way with our world. This constant navigation helps us to obtain a modulated response in how we focus, behave and emotionally respond. We need the ebb and flow of daily living through varied sensory stimulation to be our best. With this in mind, we are using our specialist knowledge of neuroscience and sensory processing to add some practical insights into how you can make your digital world less stressful… and continue being your best:

1. Lower Your Expectations

Lower your expectations and don’t try to be the best at everything. We are all trying to juggle homeworking, managing our kids in a whole new way, homeschooling (and we are parents, not teachers), living in restricted and limited environments while trying to keep ourselves and our families together in one piece. We are experiencing an influx of information and technology overload.

2. Listen To Your Body

Listen to your body and be mindful of the signals it is sending you. Are you feeling dizzy, lethargic, or tired? Do you have a headache? Are you feeling anxious? Your body will provide you with signals to show you if something is wrong. Make a note, write down how you are feeling, the time of day and what you were busy doing before it happened. It helps to be more in tune with what is going on, reading your own signals and making the necessary adjustments before it turns bad.

3. Maximizing Auditory Processing

For meetings, use a headset or earphones, particularly when you don’t have a quiet, designated workspace. It will reduce distractions for you as well as your online colleagues or audience. Sounds get amplified in online meetings and you might be conveying a different message than what you intended.
Test your microphone and sound prior to meetings. Set a volume that is comfortable for you. Navigate between sound muted or unmuted where necessary. Mute your microphone particularly when there is an increase in background noise and if you are sneezing, coughing or drinking water. And obviously don’t eat anything when on a call. Not even gum… it looks and sounds dreadful.
Disable any sound notifications to reduce noise levels. It is extremely irritating to hear another person’s constant ping. And although intended to be background noise, the sound will be amplified for the others on the call. It will help everyone to be more focused and less distracted. Have designated times when you check your email and messages to avoid constant interference while on calls or working on a task.
You can also revert to using the chat box instead of speaking when your microphone isn’t working when there are too many distractions or if you just don’t trust your voice at any given time. It does interfere with the level of human interaction but will reduce auditory overload.

4. Maximizing Visual Processing

Check your positioning in the room for maximum use of light. Be mindful that the light should not be from behind as it will be difficult for others to see you clearly. It is ideal to have incoming light from your front, i.e. sit in front of an open window. An alternative is to have a side lamp on your desk shining on your face. Light will help you work better but also make you more visible and easier to see for your colleagues and thus improve human interaction.
Make sure your desktop and screen(s) are cleaned up and tidy. Clean your screen, reduce your icons and/or group them. Work with as little on-screen clutter as possible. Limit the number of tabs you have open. Set bookmarks for quick and easy access to your most-used apps or websites.
Set your screen brightness and type of background to your liking. An image that provides joy and calmness is ideal. Some people prefer to have a single colour as a desktop background.
Having meetings without video is very impersonal and reduces human interaction. If WiFi connectivity is an issue then videos are disabled but it is always a pity and preferable to have it enabled. We have to work much harder to be “human” through our digital channels to make it as real as possible help. That includes showing off your face and your voice. So make sure you are dressed and groomed properly. No pyjamas, no bed head, no beach clothing…

5. Maximizing Movement and Self-Regulation

Movement breaks will be your number one priority to save your energy and lower your fatigue. The brain is designed to tap into movement brain breaks in order to function and focus optimally. A water bottle next to you helps to hydrate you and then increases the need for bathroom breaks. The best and most effective self-regulation tool!
Having movement breaks between meetings is non-negotiable. If you go from meeting to meeting you are going to start talking rubbish as your brain will dip into fatigue. Even a quick leg stretch (2-5 minutes) can help. You can always negotiate with your meeting members to all have a quick stretch in longer meetings and return at a designated time.
Don’t have a movement break while you are on a call and move around excessively. You will make the other people seasick, particularly if they are visually sensitive and in sensory overload. You can shift your body or move your position but don’t walk around with your phone or laptop while talking. If you do need to display anything to your group, make sure to keep your phone or laptop as steady as possible.

6. Scheduling and Time Management

Scheduling and time management for online working will depend on the amount of control you have over your schedule. Where possible keep 1-1 online meetings to a maximum of 30 minutes, group meetings to a maximum of 60 minutes and webinars or training to a maximum of 90 minutes. When the group is bigger, there will be less focus on one particular individual which makes it easier to go for longer periods of time. If you can negotiate schedules with your work colleagues, family and children that is ideal. Sticking to a routine for homeschooling your children will not only make their lives but also yours much easier. Kids need and love routine. Therefore try and create a clear routine at home during the lockdown. And write it down or draw simple pictures so it makes it easier for them to follow.

7. Sensory Styles

Sensory styles are a great way to help us understand our environments and navigate best. We are all unique and different. We process the world differently. What works for some won’t work for others. Sensory sensitivity and avoiding behaviours occur for 25% of the population: this group will most likely get overloaded faster by their digital environment. They will take more care and effort to reduce overload. Sensory-seeking behaviours occur for 36% of the population: they take longer to get overloaded. However, they usually realize it too late and they are more likely to crash “unexpectedly”. For 39% of the population, the environment has a neutral impact: they can navigate fairly easily and are flexible within their work- and online environments. This is the beauty of human genes and makeup. Completing your Sensory Matrix™ will help you to be more in tune with your needs and make your accommodations personalized.

“The only way to make sense out of change is to plunge into it, move with it, and join the dance.” – Alan Watts

The new world of work is hybrid and flexible
The post-COVID-19 resulted in unprecedented changes to the way we work. As organizations worldwide adapted to the challenges posed by the global health crisis, hybrid working emerged as the new norm, fostering an increased sense of flexible working and work-life balance. This article explains how we at Sensory Intelligence® can assist in getting hybrid working right. Business leaders play a vital role in understanding and leveraging Sensory Intelligence® to create productive and inclusive work environments that cater to the diverse needs of their employees, not only as productivity but also as a staff retention solution.

Understanding Sensory Intelligence®
Sensory Intelligence® refers to how people use and process their daily work environment through the 7 senses. We are surrounded by an onslaught of incoming stimuli providing the baseline data our brains need to process daily. Each person has a unique genetic code and sensory wiring, which influences their sensitivity to environmental factors. These daily sensory processing patterns affect attention, emotion, and behaviour, all forming the baseline for workplace productivity and efficiency.

What we observed during and following the COVID-19 pandemic
The pandemic provided an opportunity to observe the impact of Sensory Intelligence® on remote work. Research conducted during the pandemic revealed that about 30% of people with high sensory thresholds are relatively oblivious to sensory stimuli, not getting overstimulated quickly. Another 30% of individuals with low thresholds, however, are more sensitive to environmental stimuli, get overstimulated and overloaded quickly and more frequently. The latter group experienced increased productivity, comfort, and happiness while working from home, as they could control their environment and eliminate distractions. This group also reported less stress, less burnout, more energy and better use of their time. On the other hand, the former group group struggled with isolation, feeling lonely and deprived of social interaction. Their ideal work environment, such as the bustling office space, is filled with activity, variety, and collaboration.

The Need for Hybrid Working
The pandemic highlighted that what works for one individual may not be suitable for another – a “one size fits all approach” is outdated. Employees with low sensory thresholds thrive in home working environments. On the other end, employees with high sensory thresholds thrive in the busy office. There are advantages and challenges to both. The solution lies in adopting a hybrid approach that combines the best aspects of traditional office-based work with the flexibility of remote work. For the 40% of individuals who can adapt to various work environments, accommodating their preferences for optimal productivity is relatively straightforward as they can work anywhere.

The Benefits of Hybrid Working
Hybrid working offers several advantages. First, it acknowledges that humans have different needs and preferences, enabling organisations to create tailored work environments that enhance productivity and employee satisfaction. By implementing a hybrid model, organizations can become employers of choice, attracting and retaining top talent. Additionally, the adoption of hybrid working can lead to cost savings through reduced office space requirements.

Guidelines for Successful Hybrid Working
To make hybrid working successful, business leaders and managers should consider the following guidelines:

Embrace Individualality: Assess employees to determine their best-fit work environment, whether it is remote, in-office, or a combination. Accommodating individual preferences not only boosts productivity but also promotes employee happiness and retention. Especially the younger generation wants flexibility and choices.
Implement a Scheduling System: Establish a scheduling system that ensures fair access to office space while maximizing efficiency. This may involve additional administrative efforts but can result in cost savings through rental office space.
Encourage Face-to-Face Engagement: Face-to-face engagement is essential for boosting morale, ensuring healthy communication and promoting teamwork. Those in leadership positions should recognize that sensory avoiders may require less contact, while sensory seekers may benefit from more interaction. Human connections and social isolation are the risk factors associated with remote working, so it must be top of mind for leaders and team managers.
Support Remote Workers: While remote work is encouraged, leaders must acknowledge that not everyone has an ideal home working space. Provide guidance and support for employees in setting up effective home workspaces. If necessary, consider flexible working options and create focused and quiet spaces within shared office workspaces.
Focus and manage on Output, Not Hours: Shift the focus from monitoring hours worked to measuring output and productivity. Implement systems that track and document the results employees produce, regardless of where or when they work.

Key Takeaways
Work environments matter and are a key driver for employee productivity and well-being. By embracing individual differences, implementing effective scheduling systems, fostering face-to-face engagement, supporting remote workers, and focusing on output rather than hours worked, leaders and managers can navigate the challenges of hybrid working successfully. Some leaders seem to want to revert to bringing everyone back to the office which is a pity. The pandemic taught us that the new workspace is hybrid and flexible and should be embraced by progressive leaders.
Leaders can create work environments that foster the diverse needs of employees, utilise individual differences and be prepared to cater for these varying needs of employees. Doing this will not only maximize employee productivity and promote employee well-being but also increase employee loyalty. Hybrid working offers the flexibility to accommodate different sensory styles, allowing employees to thrive in their preferred work settings.
It is crucial to champion the benefits of hybrid working and advocate for its adoption within organizations. By harnessing the power of Sensory Intelligence®, organizations can retain top talent, boost productivity, and create a positive work culture.

The future belongs to organisations that prioritize individuality, leverage Sensory Intelligence®, and embrace the benefits of hybrid working.

To discover how Sensory Intelligence® can transform your hybrid working strategy so that your employees are set up to succeed contact us, at [email protected]

Watch this to learn more about how Sensory Intelligence® tackles the idea of hybrid working.

Category: Workspace

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