In the UK, the Equality Act 2010 legally protects people from discrimination in the workplace. However, designing an inclusive office is not just about style or compliance; it is also about ensuring that every employee feels like they belong and can work effectively. It is essential for employers to consider the needs of their staff to make their workspaces both functional and welcoming for everyone.
We’ve seen how inclusivity has become a key requirement when businesses are choosing office space to rent.
What is Inclusive Office Design?
Inclusive office design means creating workspaces that allow everyone to work and contribute fully. This involves physical accessibility, sensory considerations, comfort and cultural or lifestyle needs.
True inclusivity is achieved by listening to employees, gathering feedback and designing an office space that reflects the real needs of the people working there.
Why Inclusivity Matters for Businesses
Embracing inclusivity can help attract and retain staff, which is especially useful in competitive markets, such as London’s serviced office sector.
This can boost wellbeing by reducing stress and comfort, as well as ensuring employees feel welcome, understood, and valued.
Inclusive workspaces also improve productivity because employees' needs are met, allowing them to work in a way that suits them.
A genuine commitment to inclusivity builds trust and credibility while strengthening brand reputation, as clients and stakeholders value a company’s dedication to diversity and responsibility.
Key Elements of Accessible Workspaces
Accessibility is central to inclusivity, ensuring people can access the building and move around the office freely. When viewing office space, we’ve seen clients look for these accessibility elements:
• Step-free entry and access
This includes installing ramps, lifts and automatic doors to allow independent movement around the office and between floors.
• Space to navigate
Creating wide corridors and doorways, as well as open-plan spaces without clutter, ensures there is ample space for employees, particularly for those who require mobility aids.
• Clear signs for everyone
Signs should be high-contrast, with tactile markers, braille and multilingual options to allow all employees and visitors to find their way around.
• Inclusive facilities
This includes supporting diverse needs through features like accessible kitchens and gender-neutral toilets to ensure all staff members feel respected and comfortable using shared spaces.
• Inclusive alarm and alert systems
Alarms and alerts must be both visual and auditory to support everyone’s safety, particularly during emergencies.
How to Create Comfortable and Adaptable Office Spaces
As well as being able to move freely, it is also important that staff members can work comfortably. In our experience, inclusive serviced offices often prioritise:
• Include ergonomic furniture
Ergonomic furniture is designed to help people work more comfortably. Choose height-adjustable desks with sit-stand options and supportive seating for different body types. This helps support those with chronic pain or injury, while also reducing strain, discomfort, and long-term health problems.
• Provide Flexible layouts
Install temporary and movable partitions or adaptable rooms that support changing needs, including tasks and team sizes.
• Offer a variety of work settings
Provide different working options, such as private spaces, shared desks, or collaborative hubs, to support various working preferences. Some people may value privacy and quiet workspaces, whereas others may be more social, taking inspiration from those around them.
• Integrate Hybrid/remote working
Makes it easier for employees to divide their time between the office and their home if they are unable to travel into the office every day. This can be achieved by installing cloud-based technology, allowing hybrid workers to access tools and documents from home, and introducing video conferencing facilities to enable all staff members to stay connected.
We’ve noticed that more employers are offering hybrid or remote work as an option, as it provides flexibility for those with different needs or who are unable to come into the office every day.
Tips for Creating Inclusive Social and Wellbeing Spaces
Providing employees with somewhere to relax and recharge is vital for productivity and wellbeing. There are several ways to create more inclusive spaces:
• Incorporate wellness and quiet rooms
Design private and quiet areas which can be used for personal downtime, meditation, reflection or prayer during time away from the desk. This promotes inclusivity by recognising and respecting different cultural, spiritual and wellbeing needs and ensures all members of staff have somewhere in which they feel safe and comfortable.
• Provide versatile breakout spaces
Create larger collaborative areas for socialising, alongside smaller nooks for those who prefer peace and less stimulation. Providing this balance helps to ensure that everyone’s needs are accommodated.
• Introduce biophilic design
Bring in elements of biophilic design like greenery and natural light to create a more positive, calming and nature-inspired environment. This can reduce stress, increase productivity and improve employee wellbeing, as well as create an environment where employees with sensory sensitivities are more at ease.
• Offer family-friendly spaces
Add facilities like comfortable nursing rooms to ensure working parents feel comfortable and supported when balancing their work and parental duties.
Ways Employers Can Support Neurodiversity and Sensory Needs
Neurodiverse employees often benefit from environments that consider sensory needs and limit overstimulation.
Acoustic panels and pods help to lower noise, whilst adjustable lighting can reduce glare. Clients have told us that these help those with visual and auditory sensitivities to feel more comfortable. Introducing calming colours and tactile finishes to the office space helps with sensory overload and creates a more welcoming environment.
How to Use Technology to Enhance Inclusivity in the Office
Employers can use technology in a variety of ways to enhance inclusivity; some examples of this include:
• Installing smart, voice-activated controls like Amazon Alexa or Google Assistant, which allow staff members to personalise temperature and lighting and maintain comfort.
• Integrating features like translation tools, audio description and live captions in meeting rooms to ensure everyone can participate and engage equally.
• Using additional tools such as speech-to-text software and screen readers, which help to limit digital barriers.
We’ve noticed demand has grown for serviced offices that integrate assistive technology, as employers want to make sure all employees can contribute, whether in person or remotely.
Inclusivity in the workplace means designing an office that supports everyone’s needs. Organisations that successfully achieve this embed inclusivity into every detail, from sensory-friendly features to assistive technology and adaptable layouts.
At FreeOfficeFinder, we’ve seen our clients prioritise these features when looking for office space to rent as they recognise that it strengthens their reputation and brand values.
