Maximising CoWorking Spaces A Guide for Effective Open Plan Office Signage
The open plan office: an expanse where collaboration meets chaos and desks become a sea of possibilities. While the perks of these quirky ecosystems can foster teamwork, without strategic planning they can double as a hub for distractions and unsolicited over-the-shoulder reads. With that said, when done right, savvy concise signage can carve out inviting nooks, directing wandering masses to where they need to be and inserting functionality to make sense of the space.
We've condensed our experience in designing / building / installing signage for open plan offices into content that we hope will help you create an environment that's productive, welcoming and on-brand. Whether you are moving into a new space or looking to improve an existing one - let's explore tips and tricks for maximising it through the clever use of signs.
Contents:
Zones and spacesGuiding trafficWayfinding signsInstructional signageBrand identityChoosing materialsClear messagingConsider visibilityAccessible signageInstallation
Use Signage to Delineate Areas
One of the biggest challenges in open plan offices is the lack of physical barriers between different working zones. Employees can easily be lured into a symphony of sounds and movement, from the nearby conversations of neighbours to the hustle and bustle of the kitchen. Strategically placed signs can protect from the siren song - creating virtual boundaries and communicating acceptable noise levels or activities for each zone.
Some ideas for signage to define spaces:
Focus Zones: Demarcate quiet areas for heads-down work with signs like "Quiet Please" or "Do Not Disturb". Consider using wall graphics, floor stickers, or hanging signs.
Collaboration Hubs: Identify open areas for impromptu meetings and creative teamwork - these can even be extensions of nearby project rooms. Brand them with signage like "Ideas Lab" or "Collaboration Corner".
Phone Booths: Signpost small enclosures for private calls with uniform "Phone Booth" signs. Add instructions to keep noise levels low near booths.
Breakout Areas: Use fun, engaging graphics to label lounge areas, game zones, and kitchen or cafe spaces.
Meeting Rooms: Place clear signage outside each room denoting things like name, capacity and even available amenities (e.g. AV equipment, whiteboards).
Support Functions: Identify copy rooms, supply closets, IT help desks, and other utility spaces. Signs that are informative help folk find what they need quickly.
Feeling your way to identify any "dead zones" is the best way to define spaces and create purpose, so why not channel your inner Sherlock and take a leisurely stroll around the office to investigate?
Guide Traffic Flow With Wayfinding
Especially in the expanse of an open plan workspace, it's easy to feel like you're lost in a maze, and it would be even easier to try to solve that issue by imposing a blanket one way system. But wayfinding transcends mere movement management; it's a strategy to spare visitors the frustration of unintended lengthy treks through the office.
The best office wayfinding isn't rigid, it's suggestive and gently leads footfall through preferable routes, fostering a sense of ease and situ. While you will want to have all corners of your office covered signage wise, it's important to recognise that your navigation system will accommodate a variety of circuits to allow for open ended journeys, making flexibility key.
Here are some touch points to consider when deciding how to steer traffic intuitively:
Entrances: These present the perfect opportunity for branding. Make yourself known and indicate check-in points. Use receptions or lobbies to provide directions to key destinations with the likes of directories or maps.
Main Thoroughfares: Use wider walkways as primary routes between zones. Install overhead or wall signage with arrows or branding to highlight these paths.
Access Points: Signpost lifts, stairwells and reception clearly. Include floor names/numbers and directory maps.
Decision Points: Where walkways meet and split, add signs or maps to orient colleagues. Indicate which zones can be accessed from each route, and think about utilising colour coded floor signage to distinguish different routes if suitable.
Restrooms: Use gender icons or lettering to label restrooms. Include accessible signs where relevant.
Offices & Hallways: Place signs with individual room names outside enclosed offices, and include department titles for those that branch off main corridors, giving a general sense of the operations taking place in the surrounds.
One Way Systems: In high traffic zones, do consider implementing one way flows for efficiency's sake. Use arrows, footprints or text signs to direct movement.
Investing time in attentively designing a wayfinding system is the first step to making navigating your office frustration-free. Once you've knuckled down the what's and the where's, you'll effectively facilitate wandering, and eliminate wondering.
Make Sense Of Your Space With Signs
While good traffic flow management makes a plan to point users in the right general direction, wayfinding signage provides specifics about how to get to individual destinations. It's time to actualise your framework with tangible solutions.
Once you've become clear about what your layout consists of, find a way to make that information concise and communicable, and think about what type of signage you'll need to present it, building a bespoke package of products for your scheme.
Optimised wayfinding signage is crucial to being able to traverse coworking spaces easily. Try these as a starting point:
Welcome signs: Give visitors a warm reception with lobby or reception signs indicating check-in points. Set the tone and provide directions to key destinations.
Directories: Place info kiosks or wall maps at lift banks and stairwells to orient users upon entering a floor.
Intersection Signage: Wherever a path branches into multiple options, use signage such as pointers and index plaques to indicate which direction leads users where.
Store/Unit/Room IDs: Assign numbers, names, pictograms or codes for each store/unit/room. Display these prominently outside doors with the likes of plaques or vinyl lettering.
Tenant Branding: Identify the inhabitants of rooms or internal offices with their names, department and logo, choosing from permanent wall installations or temporary options such as an acrylic sign holder.
Zone Indicators: Highlight designated areas with signs that communicate their function and/or wall features that facilitate a change in vibe.
Over Head Signs: Hang directional signs, such as arrows, from ceilings to allow visibility from a distance.
Floor Signs: We're naturally inclined to cast our gaze down when walking. Leverage this behaviour to your advantage and use vinyl markers or durable paints on floors to define routes effectively, colour coding them if there are multiple.
Bonus: Get creative with large wall murals or decal patterns to make primary circulation paths more engaging.
Once you've decided on these, bulk out your core wayfinding signs with utility, tech, health, hygiene, accessibility and safety signage, including glass manifestations, to build a complete solution.
Improve Utilities By Signposting Usability
From guiding users to user guides - signs can also serve as the optimal medium to indicate how people should occupy and operate in a workplace. Conduct a reconnaissance to collect the specs of your office, and then showcase relevant bits of practical information about the space and/or instructions on how to utilise it on your signage.
Some ideas:
Room Capacity: Display max occupancy prominently outside meeting rooms / huddle spaces to manage demand.
Technology Instructions: Prevents improper use and post simple usage instructions near devices like video calls, room booking panels, printers etc.
Noise Levels: Keep noise down with creative "Quiet Please" messages in libraries, phone booths, focus zones etc.
Cleaning: Increase staff confidence with boards that outline rotas or responsibilities, not forgetting signs that broadcast general use instructions for communal areas such as kitchens, break rooms and meeting spaces.
Rules & Policies: Communicate expectations lightheartedly, posting norms around noise, food policies, privacy etc.
Space Availability: For high-demand spaces like quiet rooms, indicate occupancy with "Engaged/Vacant" or traffic light signage outside.
Emergency Info: Ensure safety signage is in place like evacuation paths, first aid points, nearest defibrillator etc.
This level of transparency will create a sense of ease that enhances the user experience.
Signage That Reinforces Branding
Good office signage goes beyond the function of directional cues - it presents a unique opportunity to infuse your organisation's visual identity throughout the workplace. Aligning signage with your aesthetics provides a style guide to follow, contributing to a sense of cohesiveness within the office environment.
Strategies for seamlessly incorporating branding include:
Style Elements: Use branded colours, fonts, and graphic styles from your guidelines consistently on all signs. A strong visual language streamlines the space.
Logo & Wordmark Usage: Create a recognisable space by displaying your company's logo and/or wordmarks proudly at entryways and reception areas - if you have both, use whichever one best suits the surface available. Continue threading your identity through the fabric of your building by integrating logos on major signboards and directional signage.
Messaging: Align messaging like inspirational quotes, zone descriptions and instructions with your brand voice, values and culture.
Imagery: Incorporate signature brand imagery, like geometric shapes or product photos, into custom signage. If suitable, you can subtly embed your identity into the interior design by developing your own glass manifestations or wallpapers, designing bespoke repeat patterns of your logo.
Materials: Build your signs from mediums that align with your identity and/or values, like sleek metals for a tech startup or natural wood for an eco brand, and neon illumination for a hot splash of hospitality or a mirror wall overlaid with signature signage for a moment of introspection.
Think beyond the conventional and really consider your signage - ask yourself not just what it can do for you, but what can it do for others? From themed interiors to interactive touches - creating a distinctive sign concept will leave a lasting impression on visitors, allowing your brand to linger in their minds long after their office visit.
Get in touch with us today to obtain your sign design and installation quote.
Choose The Right Build Materials
When deciding what mediums to make your signage with, it's natural to think first about how the build will fit your branding.
But once you've envisioned the visuals and deliberated the textural qualities, think beyond the aesthetic appeal. Review practical aspects like: will the physical design endure its environmental placement? What is this sign's core purpose? What is the expected lifetime of the material chosen? Carefully weigh if the specs meet the brief, aligning with the functionality and overall message you aim to manifest.
In selecting materials for signage, it's also worth reflecting on the deeper, philosophical connotations they carry within the physical environment.
For instance, does the reflective sheen of a polished brass plaque outside the executive boardroom subtly imply exclusivity or hierarchy? Can the use of sustainably-sourced wood convey a sense of connection with nature, spurring the free-spirited on while indoors? And does the choice of avant-garde neon tubing represent a sense of fun and innovation?
Here are some options, their optimal uses and some considerations:
Vinyl / Acrylic. Very durable and vibrant. Good for branding, wayfinding and permanent labels.
Wood: Classic material that exudes warmth. Use for branding or outside executive offices. Avoid in damp areas.
Metal: Aluminium or stainless steel feels modern and sleek. Best for directories, room IDs and informational signage.
Glass: Adds a touch of elegance to a permanent display . Etch or overlay with vinyl.
Paint / Vinyl: Directly apply graphics, patterns or text to architectural elements like walls, floors or glass surfaces.
Top tip: for a cohesive look, limit the number of different materials used in any given space.
Keep Communication Simple
Whip up copy for signs with care so readers gather their meaning in a flash. Follow the principles of utilising plain language in signage and a straightforward visual hierarchy in regards to lettering style, allowing for quick comprehension.
Some copywriting helpers:
Brevity: Keep text short, concise and scannable for quick communication. Avoid lengthy paragraphs.
Audience Focus: Tailor tone and terminology to your office users. Define any niche acronyms.
Hierarchy: Use sizing, colour and typographical emphasis such as bolding strategically to make key messages stand out. Don't be too heavy handed.
Consistency: Streamline language across signage, especially weaving the same vocabulary across wayfinding schemes e.g are your loos called the toilet or WC? Stick to one.
Icons: Where suitable, swap out or supplement text with universally recognised pictograms to optimise comprehension.
Localisation: Adapt spelling, terms and tone for geography. "Lift" in the UK vs "Elevator" in the US or "Post room" in the UK vs "Mail room" in the US for example.
Instructions: Break procedures into easy step-by-step instructions. Use numbered or bulleted lists for clarity.
Framing: Phrase restrictions or rules in a positive tone so that your signs are well received and actually constructive. For example, "Conserve energy" rather than "Don't waste electricity".
Review and edit your signage drafts with decisive precision, ensuring your words contribute meaningfully to the intended message. Before proofreading, adopt the perspective of a person operating in your space so that you feel confident users will 'get the memo' in the brief moments they move past your signage, ensuring it is understood at a glance.
Meet Visibility Needs
Getting signs seen boils down to legibility, illumination and strategic placement. Assess text size, lighting conditions and natural sight-lines to ensure users can easily discern and decipher signs.
Beware the blind spots in your space - inadequate positioning could lead to an unintended increase in visitors asking for directions, undermining the seamlessness of your strategy, a clear indicator that it needs reevaluating.
Enhancing the overall navigational experience of your office by ticking off these boxes:
Text Size: Scale text to intended reading distance. Use larger formats in wider spaces.
Contrast: Pair light text with dark backgrounds and vice versa. Avoid busy backgrounds.
Illumination: Overhead lighting, spotlights or backlighting help improve legibility. Natural light is changeable so don't solely rely on it for optimal conditions.
Glare: Position signs to avoid direct sunlight or other light sources shining squarely onto them.
Wayfinding Height: Mount signs overhead to be seen from afar and get down to ground level with floor signage if need be.
Room Entrances: Place signs close to doors, on the same wall side, for easy identification.
Visibility Zones: Ensure signs are visible from intended approach routes. Watch for obstructions.
As a rule of thumb, stand back double the intended viewing distance and scrutinise your signs yourself. Signage that is easily readable, in well-lit and noticeable locations, with sufficient contrast from their surroundings will increase visibility and decrease confusion.
Make Signage Accessible
It is important office signage accommodates colleagues and visitors with disabilities or any additional needs. Review standards to ensure your signs don't create barriers.
Some best practices:
Readability: Use large print, high contrast, simple fonts, and avoid cursive/italics to aid readability.
Tactile Elements: Provide braille translations and raised lettering of key permanent signage like room names and restrooms for those who are blind or vision impaired.
Translations: Include multilingual translations or icons for global organisations.
Mount Height: Have signs at different levels of visibility for seated users as well as standing.
Plain Language: Avoid niche abbreviations and use simple, familiar words. Define any acronyms needed.
Accessibility Icons: Mark accessible entrances/exits and facilities like parking, washrooms, elevators etc.
Lighting: Illuminate signs sufficiently including restroom signage. Use glow-in-the-dark or 24/7 lit for wayfinding.
Run draft signage by your company's accessibility officer or local advocacy group, identifying any issues before broad rollout.
Coordinate Installation
Ensure the smooth rollout of signage with a touch of project planning and a smidge of careful collaboration. As a sign maker striving to meet all requirements, we work with facilities managers, landlords, design agencies, vendors and even specific tenants if need be.
Key steps to consider for installation:
Permits: Get approval for placement, sizing, materials etc. as needed from landlords or local authorities.
Access & Safety: Determine facilities needs based on sign height, weight and the location of where it's going up. If mounted up high or overhead, you'll need to schedule access and ensure installation equipment complies with safety standards.
Power: Get the electrician in and plan wiring for illuminated or digital signage prior to mounting. Ensure outlets are accessible.
Documentation: Take photos after installation if need be and add signs to asset registers, floor plans, wayfinding schemas etc.
Timing: For major rebrands or to organise coordinated sign reveals across multiple branches, you may need to utilise after hours installation.
Quality Inspection: Do an after hours or night time walkthrough for uninterrupted viewing to check for legibility issues, alignment etc.
Always communicate the timing and scope of the project to the businesses that are your tenants, and consider collecting feedback post installation to identify any fine-tuning that might be useful at your next site.
This article is designed to support the brilliant minds who are responsible for making decisions regarding signage in coworking spaces, from facilities managers to interior designers. It's a lot! We hope we've helped you cut through the office jungle, leading tenants, employees and visitors of your space to the promised land of conference rooms and the serene oasis of break rooms. Though signs may not be able to shield them from impromptu meetings in the hallway, they do remind people that they don't need to navigate the road to 5pm alone!
Here are some key takeaways for your noble efforts:
Use signage to intuit functionality like quiet areas, collaboration hubs, breakout spaces etc. This optimises their use.
Conduct foot traffic through preferable routes with walkway markings, intersection indicators and directional arrows.
Invest in clear wayfinding signs like directories, room numbers and overhead indicators to prevent users getting lost.
Reinforce brand identity by using signature style elements and messaging aligned with your company culture.
Choose durable, visible materials suited to each application, accounting for placement and lighting.
Craft copy that conveys information quickly in an accessible, easy-to-understand manner.
While we've endeavoured to share our expertise comprehensively, we understand that each space has its nuances and unique challenges so we're on hand if you're seeking more personalised guidance.
