Interdisciplinary approach to defining outdoor places of knowledge work: quantified photo analysis

Introduction

Working outdoors is an emerging, sparsely studied phenomenon in knowledge work. Office tasks have traditionally been considered to belong to indoor environments. The worldwide pandemic of COVID-19 has increased and changed attitudes toward multilocational working. The aim of this method study is 2-fold: first to define for interdisciplinary context outdoor environments when they are used as places of outdoor knowledge work and second to quantify the thematic photo analysis to support interdisciplinary understanding of the places of outdoor knowledge work.

Methods

The review of literature has been one of the methods to support the interdisciplinary approach of this article. The photographs of outdoor knowledge workplaces and views from the workstations are studied through photo analysis customized from the existing press photograph analysis.

Results

First, we defined outdoor environments when used as places of outdoor knowledge work, as unconditioned outdoor or semi-outdoor places (opposite to closed indoor spaces with stable, conditioned indoor climate) providing favorable action possibilities as sources of comfort and mitigating unfavorable conditions, for example, by microclimatic solutions. Instead of defining all spaces as outdoor environments not fulfilling a stable indoor climate (conditioned) definition, adaptation to thermal and physical environments also brought semi-outdoor space into the definition. In this context, favorable latent action possibilities (affordance) in the built environment are often related to microclimate as a source of comfort. Second, we focussed on photo analysis. The proposed model is based on journalistic photo analysis PPSA and the pOKW model, which have been further developed in this study to pOKW2 model for analyzing mobile-based collected self-reported photographs by the occupants. In this pOKW2 model, the photographs would have time-location information enabling the combining of data from other datasets and thereby reducing the number of characteristics to be analyzed from the photograph. We proposed rating (in numeric form) to detect the favorable and unfavorable characteristics in the photographs most likely supporting or hindering conditions of outdoor knowledge work. This quantification would enable the use of machine vision analysis and would support handling large quantities of photographs and their combination with other datasets in interdisciplinary research.

Discussion

The quantification of the photo analysis (pOKW2) includes the readiness to combine the analysis results with other time-location-specific datasets in an interdisciplinary research collaboration to advance our understanding of latent action possibilities for outdoor knowledge work.

Understanding user behaviour in activity-based offices

Little is known about the factors that explain the differences in the ways that individuals use activity-based offices (ABOs). This study aimed to investigate whether person-related and situational factors are associated with self-reported use of workspaces and the perceived person-environment (P-E) fit in ABOs, independently of the job profile. Survey data were gathered in one organisation (N = 332) 7-11 months after an office re-design. Younger age, male gender, managerial position, and better work ability were associated with more frequent use of different workspaces. Workspace switching was perceived as more time-consuming by employees who worked at the office less, had a high workload, and were dissatisfied with ergonomics. All variables except gender were associated with the P-E fit. Person-related and situational factors appear relevant to workspace use and P-E fit, independently of job contents. Contextual, cultural, and office design differences should be considered when generalising these results.Practitioner summary: This case study investigated individual differences in how activity-based offices are used. Being younger, male, a manager, or having good work ability were associated with using workspaces more actively. Person-related and situational factors appear relevant to how offices are used and perceived, in addition to job characteristics.Abbreviations: ABO: activity-based office; P-E fit: person-environment fit; RQ: research question; SD: standard deviation; IN: interactive needs; CD: cognitive demands; OR: odds ratio; M: mean; ref.: reference category; CI: confidence interval; h: hour; PO: proportional odds.

Workplace change process and satisfaction with activity-based office

Purpose

The purpose of this case study is to investigate how the personnel in an organization experienced the process of change when moving from private offices to an activity-based office (ABO) and how their perceptions of change were associated with changes in their satisfaction with the work environment a year after relocation.

Design/methodology/approach

A comparative pre-post study design and mixed methods were used. Survey data was obtained from 154 employees before the relocation and 146 after the relocation. The data on the 105 employees who responded to both surveys were statistically analyzed. Representatives of different units were interviewed (n = 17) and documentary material was analyzed as complementary material.

Findings

The personnel’s criticisms concerned the reasons for the change, their opportunities to influence the office design and the extent to which their views were taken into account. Environmental satisfaction decreased after moving to the ABO. The personnel’s ratings of the workplace change process before the relocation were associated with the later change in environmental satisfaction. Based on logistic regression, the degree of agreement with management’s reasons for the change was the strongest predictor of the change in environmental satisfaction.

Practical implications

Organizations that move from private offices to an ABO should invest in high-quality change management and simultaneously develop both work and facilities. Special attention should be paid to clarifying the rationale for the change to the employees and to providing them with opportunities to influence during the change. Organizations should continue to monitor user experiences and evaluate the effects of the change after the office redesign and should take corrective action as needed.

Originality/value

This empirical case study is unique as it combined qualitative and quantitative methods and investigated the process of relocation and its outcomes in a one-year follow-up. This approach captured the importance of managing change and assessing the long-term effects of office redesign when moving from private offices to an ABO.

Effects of relocation to activity-based workplaces on perceived productivity: Importance of change-oriented leadership

Activity-based workplaces (ABWs) are becoming popular in Western countries and were implemented at four office sites of a large Swedish government agency. A fifth office was used as a control group. The study aim was to examine the effects of relocation to ABW on perceived productivity among employees and to determine if perceived change-oriented leadership behavior prior to relocation moderates potential effects. Data were collected three months prior to relocation, and three and 12 months after. 407 respondents were included in linear mixed regression models. Perceived productivity decreased significantly after relocation compared to the control group and these effects persisted 12 months after the relocation. However, the decrease in perceived productivity was significantly smaller among employees perceiving high change-oriented leadership before relocation. Our results point out the importance of a change-oriented leadership behavior during the implementation to avoid productivity loss among employees when implementing ABWs.

The relation between the intelligibility of irrelevant speech and cognitive performance-A revised model based on laboratory studies

Irrelevant background speech causes dissatisfaction and impairs cognitive performance in open-plan offices. The model of Hongisto (2005, Indoor Air, 15, 458-468) predicts the relation between cognitive performance and the intelligibility of speech described with an objectively measured quantity, the Speech Transmission Index (STI). The model has impacted research in psychology and room acoustics as well as the acoustic design guidelines of offices. However, the model was based on scarce empirical data. The aim of this study was to revise the model based on a systematic literature review, focusing on laboratory experiments manipulating the STI of speech by wide-band steady-state noise. Fourteen studies reporting altogether 34 tests of the STI-performance relation were included. According to Model 1 that includes all tests, performance begins to decrease approximately above STI = 0.21 while the maximum decrease is reached at STI = 0.44. Verbal short-term memory tasks were most strongly and very consistently affected by the STI of speech. The model for these tasks showed a deterioration in performance between STI 0.12 and 0.51. Some evidence of an STI-performance relation was found in verbal working memory tasks and limited evidence in complex verbal tasks. Further research is warranted, particularly concerning task-specific effects.

The effect of low ventilation rate with elevated bioeffluent concentration on work performance, perceived indoor air quality, and health symptoms

The aim of this laboratory experiment was to study the effects of ventilation rate, and related changes in air quality, predominantly bioeffluents, on work performance, perceived indoor air quality, and health symptoms in a typical conditions of modern open-plan office with low material and equipment emissions. In Condition A, outdoor air flow rate of 28.2 l/s person (CO₂ level 540 ppm) was applied and in Condition B, outdoor air flow rate was 2.3 l/s person (CO₂ level 2260 ppm). CO₂ concentration level was used as an indicator of bioeffluents. Performance was measured with seven different tasks which measure different cognitive processes. Thirty-six subjects participated in the experiment. The exposure time was 4 hours. Condition B had a weak negative effect on performance only in the information retrieval tasks. Condition B increased slightly subjective workload and perceived fatigue. No effects on health symptoms were found. The intensity of symptoms was low in both conditions. The experimental condition had an effect on perceived air quality and observed odor intensity only in the beginning of the session. Although the room temperature was controlled in both conditions, the heat was perceived to impair the performance more in Condition B.

Perception of Water-Based Masking Sounds-Long-Term Experiment in an Open-Plan Office

A certain level of masking sound is necessary to control the disturbance caused by speech sounds in open-plan offices. The sound is usually provided with evenly distributed loudspeakers. Pseudo-random noise is often used as a source of artificial sound masking (PRMS). A recent laboratory experiment suggested that water-based masking sound (WBMS) could be more favorable than PRMS. The purpose of our study was to determine how the employees perceived different WBMSs compared to PRMS. The experiment was conducted in an open-plan office of 77 employees who had been accustomed to work under PRMS (44 dB L_Aeq). The experiment consisted of five masking conditions: the original PRMS, four different WBMSs and return to the original PRMS. The exposure time of each condition was 3 weeks. The noise level was nearly equal between the conditions (43–45 dB L_Aeq) but the spectra and the nature of the sounds were very different. A questionnaire was completed at the end of each condition. Acoustic satisfaction was worse during the WBMSs than during the PRMS. The disturbance caused by three out of four WBMSs was larger than that of PRMS. Several attributes describing the sound quality itself were in favor of PRMS. Colleagues' speech sounds disturbed more during WBMSs. None of the WBMSs produced better subjective ratings than PRMS. Although the first WBMS was equal with the PRMS for several variables, the overall results cannot be seen to support the use of WBMSs in office workplaces. Because the experiment suffered from some methodological weaknesses, conclusions about the adequacy of WBMSs cannot yet be drawn.

Distraction distance and perceived disturbance by noise-An analysis of 21 open-plan offices

Previous research suggests that, in open-plan offices, noise complaints may be related to the high intelligibility of speech. Distraction distance, which is based on the Speech Transmission Index, can be used to objectively describe the acoustic quality of open-plan offices. However, the relation between distraction distance and perceived noise disturbance has not been established in field studies. The aim of this study was to synthesize evidence from separate studies covering 21 workplaces (N = 883 respondents) and a wide range of room acoustic conditions. The data included both questionnaire surveys and room acoustic measurements [ISO 3382-3 (2012) (International Organization for Standardization, Geneva, Switzerland]. Distraction distance, the spatial decay rate of speech, speech level at 4 m from the speaker, and the average background noise level were examined as possible predictors of perceived noise disturbance. The data were analyzed with individual participant data meta-analysis. The results show that distracting background speech largely explains the overall perception of noise. An increase in distraction distance predicts an increase in disturbance by noise, whereas the other quantities may not alone be associated with noise disturbance. The results support the role of room acoustic design, i.e., the simultaneous use of absorption, blocking, and masking in the attainment of good working conditions in open-plan offices.

The effect of slightly warm temperature on work performance and comfort in open-plan offices - a laboratory study

The aim of the study was to determine the effect of a temperature of 29°C on performance in tasks involving different cognitive demands and to assess the effect on perceived performance, subjective workload, thermal comfort, perceived working conditions, cognitive fatigue, and somatic symptoms in a laboratory with realistic office environment. A comparison was made with a temperature of 23°C. Performance was measured on the basis of six different tasks that reflect different stages of cognitive performance. Thirty-three students participated in the experiment. The exposure time was 3.5 h in both thermal conditions. Performance was negatively affected by slightly warm temperature in the N-back working memory task. Temperature had no effect on performance in other tasks focusing on psychomotor, working memory, attention, or long-term memory capabilities. Temperature had no effect on perceived performance. However, slightly warm temperature caused concentration difficulties. Throat symptoms were found to increase over time at 29°C, but no temporal change was seen at 23°C. No effect of temperature on other symptoms was found. As expected, the differences in thermal comfort were significant. Women perceived a temperature of 23°C colder than men.

Performance effects and subjective disturbance of speech in acoustically different office types--a laboratory experiment

This study examined how the intelligibility of irrelevant speech, determined with the Speech Transmission Index (STI), affects demanding cognitive task performance. Experiment was carried out in a laboratory that resembled an open-plan office. Three speech conditions were tested corresponding to a private office (STI = 0.10), an acoustically excellent open office (STI = 0.35) and an acoustically poor open office (STI = 0.65). All conditions were presented at equal level, 48 dBA. The STI was adjusted by the relative levels of speech and masking sound. Thirty-seven students participated in the experiment that lasted for 4 h. All participants performed five tasks in each of the three speech conditions. Questionnaires were used to assess subjective perceptions of the speech conditions. Performance in the operation span task, the serial recall and the activation of prior knowledge from long-term memory were deteriorated in the speech condition with the highest speech intelligibility (STI = 0.65) in comparison with the other two conditions (STI = 0.10 and STI = 0.35). Unlike performance measures, questionnaire results showed consistent differences among all three speech conditions, i.e. subjective disturbance increased with ascending speech intelligibility. Thus, subjective comfort was disturbed more easily than performance. The results support the use of STI as an essential room acoustic design measure in open-plan offices.

PRACTICAL IMPLICATIONS

Reduction of speech intelligibility in office environments by proper acoustic design would be beneficial in terms of both work performance and subjective comfort. Proper acoustic design requires both the use of high acoustic absorption and an appropriate masking sound.