Dibsido: What exactly does your work as a workplace consultant involve?
Michaela: My job is to optimize workspaces so they align with a company’s strategic goals. Put simply, whether a company is planning to grow, improve employee engagement, or cut costs, the office setup should reflect those goals.
An office should also reflect the company’s culture. This is especially crucial for service-based businesses that don’t sell a physical product. In those cases, the office is often the only tangible expression of the company’s DNA and what it represents.
Dibsido: Can offices be tailored to the people who work in them?
Michaela: Absolutely. The way people work is one of the most important factors shaping the final design of an office. You only need to walk through different departments or office spaces to see the contrast—for example, between IT and sales teams. Their habits differ in everything from phone calls, meetings, or client visits.
A workplace consultant’s job includes analyzing space usage, team workflows, and the current state of the office. We address hybrid work integration and ultimately propose changes and recommendations.
More Savings Through a Well-Designed Office
Dibsido: What are the typical outcomes of your analyses?
Michaela: Most often, it’s a brief for architects. This gives them a clear breakdown of how to allocate space—for example, how much room is needed for individual work, meeting rooms, or social interactions.
We also often provide recommendations that extend into HR, such as introducing hybrid work policies.
Dibsido: Where do you gather data for your work?
Michaela: Primarily through qualitative and quantitative analyses. On the qualitative side, I focus on strategic discussions and planning sessions with management, the board, and senior leadership. The goal is to understand the company’s goals so the office can be designed to support them.
Then, I move to quantitative analysis, working with data from desk booking apps, sensors, or attendance systems if available. I also collect my own data through the Workplace Performance Index, which is based on survey findings.
“I try to spend as much time as possible at the client’s office to understand the company culture, observe people’s habits, and identify where employees naturally gather, their favorite spots, or areas they rarely use.”
Dibsido: Do companies see your service as a developmental investment, or do they hire you to solve specific, long-term problems?
Michaela: For some companies, it’s about engaging their employees by involving them in shaping the workspace. For others, it’s a more critical step and a tool to help manage fixed expenses. A well-optimized space can save companies incredible amounts of money.
Tips for a Better Workplace
Dibsido: Can you share a simple hack for making offices more comfortable?Michaela: Start with acoustics. Poorly managed acoustics can be very draining, while good acoustics can boost productivity by up to 70%. However, overly muted environments aren’t ideal either. We’re used to hearing sounds around us, and complete silence can also be exhausting.
Natural Materials as Productivity Boosters
Michaela: My second tip is to incorporate more plants and natural materials into offices. Humans are biologically and evolutionarily connected to nature, and being able to see greenery or simply look out the window works wonders for focus, productivity, and relaxation.
Dibsido: Can you recommend a plant that survives even in office conditions?
Michaela: Try a ZZ plant (Zamioculcas zamiifolia). It’s incredibly resilient and doesn’t need much care.
Dibsido: What about furniture?
Michaela: The same principle applies. I’m not a fan of those standard white laminate desks—they feel like a doctor’s office. Natural materials like wood create a much more pleasant working environment.
Dibsido: Is your work based on universal principles that apply across industries?
Michaela: It depends on when I start working with a company. If we’re designing a new office from scratch, the process is fairly standardized.
More often, though, companies come to me with specific issues, like employees not wanting to come to the office. In such cases, the causes are usually more complex—for instance, a lack of proper mechanisms for online work. Solutions need to be tailored to the specific situation and company.
Why are people in Tokyo or Prague more willing to come into the office than those in San Francisco? And how can you show employees that working from the office has its benefits? You’ll find the answers in the second episode of our interview series with workplace consultant Míša Novotná, coming out on February 25.