At attention: Creating focus-friendly work environments

The modern workplace is a battleground for attention. Employees must juggle multiple responsibilities, meet deadlines, and collaborate with colleagues while navigating an endless stream of emails, messages, meetings, and workplace chatter. The result is that our ability to sustain focus is becoming more difficult.

For employers, fostering a focus-friendly work environment is not just about boosting productivity—it’s about enhancing employee wellbeing and ensuring that people can do their best work. Let’s explore the factors behind dwindling focus, actionable strategies to help employees stay on task, and how workspace design can significantly reduce distractions.

Fleeting moments of focus

Steelcase research shows that our ability to pay attention has dropped by more than 30% in the last two decades—down to just 47 seconds before our minds wander​.  Several factors contribute to our decreasing ability to maintain focus. 

The introduction of the smartphone dramatically reshaped how we consume information. Easily accessible social media platforms have since conditioned us to engage with content in short bursts, reinforcing a habit of constant scrolling and fragmented attention. Additionally, we now consume media at an accelerated pace by listening to audiobooks and podcasts at double speed. Even film and TV have evolved to feature shorter shot lengths.

The workplace is no exception. According to Steelcase’s research, two-thirds of employees find it difficult to focus at work​. Even remote workers aren’t immune to distractions—whether it’s household chores, pets, or children demanding attention.

Hacks to help employees stay focused

The shift back to the office was meant to provide a more structured environment for productivity, but it hasn’t necessarily solved the focus crisis. Distractions abound thanks to an endless feed of stimuli that triggers many of our senses at once. With this overstimulation, extended periods of employee focus become infrequent and fragile.

While distractions are inevitable, employees can improve their focus in the office, and companies should also encourage practices that help enhance concentration. Here are some effective strategies:

• Time management techniques: Techniques like the Pomodoro or Flowtime Technique help employees sustain focus in short bursts or extended deep-focus periods without burnout.

• Using technology to your advantage: AI-supported calendar blocking, do-not-disturb modes, and notification pausing can help ease interruptions. Encouraging employees to minimise multitasking by focusing on one task at a time can lead to better focus.

• Taking breaks: The brain has limited cognitive resources, and pushing it to focus for long, uninterrupted periods leads to exhaustion. Engaging in “mindless” activities away from workstations—like doodling, walking, or even bouncing a ball—can help refresh the brain and improve overall productivity​, so prioritise breaks throughout the day.

Designing workspaces that encourage focus

While individual strategies can be powerful, the physical work environment can either help or hinder focus. A well-designed workplace can minimise distractions, enhance cognitive function, and promote individual deep focus and meaningful team collaboration.

1. Focus-friendly mandates and policies

Employers should consider implementing company-wide focus-enhancing policies. No-meeting days, for example, give employees uninterrupted time throughout this day for focus work. Another effective policy is limiting email and instant messaging activity to designated times, preventing constant digital interruptions.

Some organisations have even introduced “quiet time” periods, during which electronic communications pause, and employees are encouraged to focus without interruptions. Slowing down—either by focusing on a single task for an extended period or taking planned breaks—can actually enhance productivity in the long run.

Spacestor Booths

2. Regulated acoustics

Sound management is one of the biggest challenges in workplace design. While complete silence can feel unnatural and make collaboration difficult, excessive noise can be incredibly disruptive. The key is to create a balanced acoustic environment.

Different spaces should have distinct acoustic characteristics based on their function. Open-plan offices should include sound-absorbing materials—such as fabric panels, acoustic ceiling tiles, and noise-dampening furniture—to minimise noise spillover. Dedicated quiet zones allow employees to engage in deep work without distractions. Meanwhile, social and collaborative areas can have a livelier, more energetic sound profile.

Sixteen3 Calvert Divider Wall

3. Visual divides

Open-plan offices often suffer from excessive visual distractions, making it difficult for employees to maintain focus. Introducing subtle barriers, such as movable screens, partitions, and high-backed seating, can create a sense of privacy and help employees feel less exposed.

Territorial privacy is also important. People naturally feel uneasy when someone approaches from behind, so orienting desks toward walls or creating alcoves can help create a sense of psychological security for employees​.

Workspace planning should also consider adjacencies. Positioning deep-focus zones away from high-traffic areas prevents disruption, while collaborative spaces should be situated in locations that naturally encourage interaction, like a WorkCafé or outdoor social area.

Established & Sons GRID Sofa

4. Catering for group-based work

Collaboration is an essential part of work, but when not managed properly, it can be a source of distraction. Creating dedicated collaboration zones—such as “war rooms” or project spaces—allows teams to work intensively together without disrupting others engaged in individual tasks.

These spaces should include digital and analogue tools, such as whiteboards and shared screens, to facilitate dynamic discussions. The ability to quickly display and review work in a group setting enhances problem-solving and accelerates decision-making​.

Orangebox Woods Planter

5. Embracing biophilia

Incorporating elements of nature into the workspace improves focus, creativity, and overall wellbeing. Research suggests that spending just 20 minutes in a natural environment can enhance divergent thinking, which is essential for brainstorming and creative problem-solving​.

Office spaces that integrate plants, natural materials, and soundscapes can mimic the cognitive benefits of being in nature. Green walls, potted plants, and nature-inspired textures not only serve as aesthetic enhancements but also act as subtle visual barriers that reduce distractions. Additionally, workplaces should consider using natural light to regulate circadian rhythms, helping employees maintain focus throughout the day.

Conclusion

As attention becomes an increasingly scarce resource, businesses that prioritise focus-friendly work environments will thrive the most. From implementing thoughtful policies to designing spaces that minimise distractions, employers have the power to create workplaces that enhance employees' working experience and improve their wellbeing.

By investing in smarter workspaces, companies empower their employees to bring their best selves to work—resulting in better employee focus, higher productivity, greater job satisfaction, and a thriving workplace culture.

Are you looking to redesign your office to improve employee focus? Insightful Environments can help. Browse our range of furniture solutions or contact our workspace design experts now.