Developing a User Experience Strategy For Your Workplace

by Chad Smith on October 23, 2019

To achieve exceptional recruitment and retention rates, you need to take a holistic approach to the workplace experience. In short, that means ensuring your organization is meeting the needs of your workforce on a daily basis.

To do this, more organizations are adopting a formal user experience (UX) strategy. In the context of technology, the user experience involves every aspect of a user’s interaction with the software or device, and the quality of the UX is defined by how well the technology supports each individual user’s ability to accomplish the desired task. The same is true for a workplace UX strategy.

If you’re considering developing a UX strategy for your workplace, here are the most important factors to consider.

4 Factors To Consider In Your Workplace User Experience Strategy

1. Environment

For the corporate real estate (CRE) executives who responded to the 2019 Occupier Survey, environment was the most important component of their organization’s UX program. Environmental elements include the overall conditions of the workplace, such as temperature, air quality, lighting, noise levels and building security.

To create a healthy work environment, consider doing the following:

  • Implement a preventative or predictive maintenance strategy to avoid unexpected issues, such as an HVAC system failure.
  • Provide ample access to natural light throughout the office. In parts of the office where this is more challenging, install intelligent LED lighting that automatically adjusts light levels based on time of day to resemble the patterns of natural light.
  • Use a workplace design that allocates space for focus areas designated for quiet work – away from high-traffic and high-noise spaces like the break room and large conference rooms.
  • Utilize a badging system and visitor management software to ensure only authorized individuals have access to the workplace.

2. Amenities

Choosing which amenities to provide is a balancing act. Provide only the basics, and employees may look elsewhere for opportunities. But if you go overboard on elaborate perks, you may waste money on items and services no one uses.

Instead of guessing, ask employees for direct feedback. Would they appreciate on-site laundry services or a coffee shop with a professional barista? A massage therapist who visits once a week? What about employee wellness programs and the option to work remotely? You don’t make assumptions about what your clients want; you use market research and customer surveys. Do the same for your employees.

3. Process & Technology

Following the environment and available amenities, process was identified by two-thirds of CRE leaders as one of the key drivers of an effective UX strategy. Process refers to the tools and technologies an employer provides the workforce to support their productivity and performance.

Among the most impactful of these is an employee experience app, which allows employees to find coworkers and places, reserve available conference room space and more. This puts them in control of how they engage with the workplace.

An EX mobile app also connects employees to the latest company news and upcoming events, which keeps them engaged.

4. Community

The final piece in the workplace UX strategy puzzle is community, which includes activities that encourage team-building and camaraderie, such as company sponsored events and volunteering opportunities. Though it’s a softer component than the other three mentioned, building a sense of community in the workplace is still integral to effective recruitment and higher retention.

The quality of your company’s culture influences how employees feel about your organization. And the chemistry of individual teams has a substantial impact on productivity levels. That’s why hosting regular events and activities that foster friendships and support collaboration within and across departments is essential for a successful UX program.

Deploying Your Workplace UX Strategy

Developing a UX strategy in the workplace is not a single initiative carried out in a silo. It’s a series of plans and actions executed by members of multiple departments, including the facilities, HR and IT teams. When these departments work together and use workplace data to continuously improve, they can create an office environment that is flexible enough to provide an exceptional experience for everyone.


Chad Smith

As the VP of Product Strategy, Chad David Smith wears many hats that leverage his 20+ years of experience in the industry. Chad collaborates directly with clients and partners as well as with the iOFFICE client experience, client success, sales, marketing and development teams to create the most innovative and valued solutions for our clients.

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