How Much is Your Current Workspace Costing You in Lost Productivity?

You know your office rent, rates and energy costs. But what about the cost of a workspace that drains your team’s focus, motivation and momentum?

The wrong office setup doesn’t just look bad, it quietly chips away at your productivity. This guide breaks down the key ways your workspace could be costing you money, time and team morale, and what you can do to fix it.

1. Constant Distractions

Poor acoustics, cluttered layouts and lack of quiet spaces can make it almost impossible to focus.

Every interruption costs up to 23 minutes of lost concentration. In an open-plan office without designated quiet zones or breakout rooms, these distractions stack up fast.

Solution:

  • Create zoning with acoustic panels, screens and flexible furniture

  • Introduce quiet pods or phone booths

  • Rethink the layout to reduce high-traffic areas near focus zones

 

2. Low Morale, Low Output

If the office feels outdated, uncomfortable or uninspiring, your team will feel the same way.

Disengaged employees are 18% less productive and office environment is one of the biggest factors influencing engagement.

Solution:

  • Invest in natural light, plants and comfortable furniture

  • Give your team input on how the space functions

  • Use branding and design to create a space that feels energising and modern

3. Outdated Tech Hurting Collaboration

Technology is the backbone of hybrid working—but many offices aren’t keeping up.

Slow Wi-Fi, unreliable AV, poor soundproofing and clunky booking systems can derail meetings and stall momentum.

Solution:

  • Upgrade meeting room AV and ensure it’s intuitive

  • Improve Wi-Fi with boosters in problem zones

  • Integrate tech into your space planning from day one, not as an afterthought

4. Workflow Friction

Your space should support how your team actually works—not just look good in a brochure.

A poor layout can lead to wasted time walking between teams, waiting for meeting spaces or storing things in the wrong place.

Solution:

  • Map out your team’s daily movements and common pinch points

  • Design in storage, print zones and collaboration areas where they’re really needed

  • Use modular furniture to allow quick changes as teams grow or shift

5. Increased Sickness + Burnout

A badly designed office can actually make people ill. Poor air quality, bad lighting, noise pollution and lack of proper breaks are linked to higher sick days and long-term stress.

CIPD data shows workplace-related stress is a leading cause of absenteeism in the UK.

Solution:

  • Improve ventilation and air quality

  • Ensure lighting mimics natural light as closely as possible

  • Design dedicated break zones that feel like a proper escape from work

 

6. Lack of Flexibility = Costly Future Changes

Many offices are designed for how we used to work, not how we work now. If your space isn’t adaptable, every change becomes a big (and expensive) project.

Solution:

  • Use modular partitions and furniture that can evolve with your team

  • Plan for hybrid working with hot-desking and video call zones

  • Leave room to grow—don’t box yourself into a layout that only works short-term

7. Missed Brand Impact

Your office is often the first impression people get of your business. A space that feels tired, messy or inconsistent can quietly undermine your brand.

Solution:

  • Use your values and brand identity to influence colour, layout and vibe

  • Create touchpoints that reflect what your company stands for—from reception to break rooms

  • Showcase culture: use wall graphics, messaging or even your product in the space

8. Recruitment + Retention Challenges

Top talent now expects better. Offices aren’t just where we work—they’re part of how people judge the quality of a company.

A poor space could be the reason someone doesn’t join… or doesn’t stay.

Solution:

  • Create a space people actually want to be in—one that supports both productivity and wellbeing

  • Offer flexibility without losing the benefits of in-person collaboration

  • Highlight your workspace in your recruitment and onboarding experience

 

So, What’s It Costing You?

You might not see it on a spreadsheet, but a bad workspace can easily cost tens of thousands per year in lost productivity, higher churn and wasted time.

The good news? You don’t need to start from scratch. Often, simple changes like, improved layout, lighting and  modular furniture can completely transform how a space performs.

Tailor your Experience