Unlocking Inclusive Design With Data: 6 Steps To Power Your Workplace

• By understanding user demographics, preferences, and usage patterns, inclusive designers can create designs that are tailored to their target audience. 
• In a recent podcast conversation, Ryan Anderson, Vice President of Global Research and Insights at Miller Knoll, shared his advice and tips on how to best use data to inform design decisions.  
• Organizations should look to design workspaces with employees rather than for them, while taking into account the needs of both individuals and teams. 

Designing a workspace is no easy task, but through the lens of inclusive designing, it can be very successful.  

Inclusive design is a way of designing products or workspaces that are accessible and user-friendly to people of all backgrounds and abilities.   

It considers a wide range of factors like accessibility, age, culture, economic situation, etc. — striving to fulfill the needs of as many users as possible.  

In a recent podcast conversation with Allwork.Space, Ryan Anderson, Vice President of Global Research and Insights at Miller Knoll, shared his advice and tips on how to best use data to inform design decisions.

By understanding user demographics, preferences, and usage patterns, inclusive designers can create designs that are tailored to their target audience.

It’s important for inclusive designers to use data to inform their design decisions 

The use of data is essential for any inclusive designer who wants to create designs that are purposeful and effective for all users; data allows inclusive designers to create solutions that are tailored to the needs of their target audience, thus ensuring that everyone can access and benefit from the design.

Data also allows inclusive designers to measure and track the success of their designs. By understanding how users are engaging with the design, inclusive designers can make adjustments or improvements to ensure that the design is meeting its objectives. Data is also useful for benchmarking progress, measuring the impact of the design, and informing future design decisions.

In short, data is an invaluable tool for any inclusive designer looking to create designs that work for everyone.

Here are the six steps workplace leaders should follow when designing a workspace: 

1. Understand how work has changed because of technology 

Understanding how work has changed because of technology and how it is trending involves looking at the impacts of technology on the workplace and the employees who occupy it. Anderson noted that the state of the return to the office is more varied than is typically reported in the media.  

Not only is the commute an important factor in the return to office, but also the need for balance between living and working locations, as well as the war for talent — which has shifted from the location of the employee to the employee’s capabilities.

Anderson further explained that the concept of flexibility has become increasingly important for employees. This flexibility not only pertains to when and where work is done, but also control over the work week, and taking into account individual needs such as being a caregiver or having certain cognitive, sensory, or physical needs.  

Organizations should look to design workspaces with employees rather than for them, taking into account the needs of both individuals and teams, and encouraging sustainable productivity.  

According to Anderson, while larger organizations may be able to call in the biggest landlord and developers, smaller companies may be able to take advantage of technologies to provide flexibility to their employees.

Technology can also have a profound effect on the way we work. Automation can also be used to reduce costs, increase efficiency, and improve customer service. Additionally, technology can be used to create a more agile workplace, allowing for faster decision-making, collaborative working practices, and easier access to data and information. 

However, it is important to note that technology is a tool and should be used to enhance — not replace — the human workforce. Technology should be used to facilitate meaningful work that is both engaging and rewarding, and employers should look to create a workplace that is both tech-enabled and employee-focused. Technology is an ever-evolving field, and it is important for employers to keep up with the latest trends and to ensure that the right technologies are being used to benefit employees and the organization as a whole.

2. Balance the focus on working locations with living locations

Balancing the focus on working locations with living locations is a necessary step in order to create healthy and thriving cities. This balance is also key for organizations that want to support their employees and create resilient workforces. 

To achieve this balance, organizations should allow teams and employees more autonomy over when and where their work happens. This could involve more flexible schedules and locations, as well as providing resources and tools that can benefit both teams and individuals.

Ultimately, the balance between working and living locations is key to creating healthy and thriving cities. Organizations must take the time to understand their employees, the cities they are in, and their impact on the environment. With this understanding, they can create policies and procedures that support their employees and the cities where they are based.  

3. Allow teams and individuals to have more autonomy over when, how, and where their work happens

Allowing teams and individuals to have more autonomy over when, how, and where their work happens is an important step to creating a successful flexible work environment. To do this, organizations should begin by engaging employees to gain insight into their needs and conditions. This can be done by having conversations with teams and individuals to understand their preferences, struggles, and experiences with remote and collocated work. Organizations should also examine their current work processes and look for areas of improvement, such as encouraging asynchronous collaboration on platforms like Google Chat and Teams. 

Once organizations have a better understanding of their employees’ needs and preferences, they can begin to design a flexible work model that meets those needs. This model should include policies that support schedule and location flexibility, as well as tools and resources that enable teams and individuals to work more effectively.

To ensure the success of a flexible work program, employees should be provided with training and education on how to use the tools and resources available to them. This includes teaching employees how to communicate effectively in both synchronous and asynchronous settings, how to use technology to collaborate with colleagues and customers, and how to manage their time and workload more efficiently.

By providing employees with the autonomy to work when and where they choose, organizations can create a more agile and productive workforce. With the right tools, training, and support, employees can work more effectively and efficiently, resulting in better business outcomes and greater job satisfaction. 

4. Design the workspace and work process with the employees, not just for them

When designing the workspace and work process with employees, it is important to understand the needs of the individuals and the team as a whole. This includes understanding the challenges that each team member may face in terms of their work processes, cognitive, sensory, and physical needs, and lifestyle needs.  

Understanding the work that is actually done in the workspace and designing the space accordingly is invaluable. It’s also important to involve the facilities and corporate real estate teams in designing the workspace as they can provide insight into how the design should align with the needs of the team. Remember that designing the workspace and work process with employees, not just for them, can help create a more successful workplace.

“If the spaces don’t work for the people, then they don’t work well,” Anderson told Allwork.Space.

When it comes to designing the workspace and work process with employees, it is important to involve the team members in the decision-making process. This means that they should be given the opportunity to provide their input and ideas about how the workspace and work process should be designed.  

“It’s very difficult for me to imagine organizations being really successful in designing spaces that really work for people without engaging them more,” Anderson said.  

It’s also valuable to ensure that the workspace and work process are designed to be flexible and adaptable to changing needs. This means that the design should be able to accommodate new technology, processes, and work styles. This will ensure that the workspace and work process will be able to meet the changing needs of the team and the organization as a whole. 

5. Get to know the people and understand their needs and conditions

This is an important step in effectively designing a workplace environment. This involves having conversations with those who will be using the space, gathering data about their situations, and understanding their individual needs and preferences.  

This process also involves understanding the broader context of the workplace, such as the city and its commuting patterns, the local environment, and the types of people who will be using the space.  

Ergonomic considerations should also be taken into account when designing the space. This includes the height and positioning of the desk, the type of chair, and the available equipment for easy access. 

6. Provide resources and tools in the space to benefit teams and individuals

Providing resources and tools in the space to benefit teams and individuals is a key step in creating an effective workplace. This can be accomplished by engaging with employees to understand their needs and conditions, and then creating solutions that address those needs. Organizations can use a variety of resources and tools to support flexible work, such as scheduling and location flexibility, cognitive and sensory accommodations, and more.  

Providing resources and tools to support collaboration and communication, such as chat and video conferencing tools, can help employees stay connected and work together more effectively.  

Organizations can also use resources and tools to support employee development and engagement. By providing resources and tools such as e-learning platforms and digital coaching tools, organizations can ensure that employees have access to the necessary training and support they need to grow in their roles.

“Our work is becoming digitized, and an employer should think about what tools they’re giving their employees to make sure they can access the work digitally,” Anderson said.

Providing resources and tools that allow employees to connect with each other and provide feedback can help to foster a sense of community and promote a culture of engagement. This can also support recognition and rewards, which can help to increase employee satisfaction and motivation.  

By engaging with employees to understand their needs and conditions, and then providing resources and tools to help meet those needs, organizations can create a workplace that is supportive, productive, and resilient.