Creating space for confidential conversations

Dec 8, 2021|

• Medios de comunicación

It’s no secret that some workplace conversations are better to have face to face, whether that’s sharing good (or bad) news, offering tricky feedback, or discussing sensitive information that’s not for everyone’s ears.

But, as businesses adapt to hybrid working by downsizing their floorplates and focusing on collaboration zones, are we at risk of losing space for a quiet word?

If we’re not careful, quite possibly, says our Creative Director, Jeanine Goddard. Here are her top tips for creating that all-important space for confidential conversations – no matter what size office you’re dealing with.

“Before jumping into zoning a space, or thinking about what areas you could create, it’s important to stop and consider the exact purpose you need that space to fulfil. That goes for any type of space – collaborative, focused, or to encourage relaxation – but it is more important than ever when looking at creating an environment for confidential conversations.

"The key here is variation. Conversations that you need to have away from others can vary dramatically in nature - from private conversations about colleague well-being, to planning for next year’s salaries or private phone calls. It makes sense, then, that the spaces you create must vary in nature if we’re to give these conversations the best chance of being successful and productive.”

Luckily, creating varied and purpose-led space doesn’t have to take up much room as, according to Jeanine, you can set the tone for the conversation you’d like to have with just a few small tweaks.

“Chances are, you’ll need a mixture of relaxed spaces that encourage people to open up, and a more formal environment for other types of discussion.

“Posture is a really important consideration. Low seating, like a sofa or an armchair, encourages people to lean back and feel more comfortable. Positioning two comfortable chairs angled towards each other, for example, can create a nook that works nicely for more relaxed conversation – stripping away formality. In contrast, using a desk-height table can create a professional barrier which might be appropriate at times, and can also act as a surface to look at documents, take notes, or introduce materials that might aid your conversation.

“The acoustics of a space are also really important. Sound-dampening barriers or furniture that can serve multiple purposes – storage, visually breaking up a space to aid zoning, and creating a sense of division and privacy – work well to give a sense of confidentiality, feeling tucked away from the wider office floor. If your workplace is embracing the ‘office as home’ atmosphere, curtains can also be an excellent tool – both as an acoustic device, and to create a more intimate area.’"

And, says Jeanine, it’s critical to consider the length of time you foresee these conversations lasting – an in-depth review or a performance management conversation is likely to take much longer than a quick word to keep someone in the loop of an important business decision.

“For quick conversations, you can think about areas that utilise a standing height meeting table, just off to the side of the main office environment. Another idea that works nicely, as it’s so flexible, is to double up storage caddies as impromptu seats, with a comfy pad to go on top, and wheels to move them away to a quieter corner.

“Longer conversations need more consideration and usually more investment. You’ve got to make sure people are going to be physically comfortable, so that they can focus on the discussion at hand, rather than be distracted by inappropriate seating or nowhere to put their laptop. A high, bar-style stool, for example, while great for a quiet coffee chat, won’t work for a private meeting that’s likely to go on for an hour or two.”

Finally, says Jeanine, try to consider how space can work for different personality types, and the variety of seniority you have in your office day to day.

“People who are more typically introverted might struggle with a conversation that feels too close in proximity to other people, so creating little nooks – whether by using furniture, decoration, or distance or a meeting room or meeting pod– can be an effective way to make sure they’re comfortable.

"On the other side of the coin, very extroverted individuals, who are often bouncing with energy, might struggle to sit still and focus in a very confined space – finding it claustrophobic, rather than comforting. For them, perhaps leaving the office altogether – getting out into nature for some fresh air as part of a walking meeting – could be a good option.

"So, striking a balance and adapting to multiple scenarios, conversation types, and personalities, is key.

"Before all of that, though, the first step is to consider how essential these conversations are, and not to forget them when you’re revisiting or zoning your space. That way, you’ll be consciously creating spaces for confidential conversations, setting them up to succeed from the off.”