Office pods have emerged as a popular solution for workplaces that require flexible, efficient and dedicated quiet spaces for various work activities. This article explores what are office pods, their benefits and key considerations for businesses such as how many pods are required to the number of workplace employees.
Office pods are self-contained, freestanding enclosed rooms designed to offer a private space with a high degree of speech privacy and sound dampening. Because they are furniture-based, these acoustic pods are easy to assemble and don't require single-use construction materials or downtime. Pods come in many different sizes to suit various needs, such as small pods and booths for individuals, or medium to large meeting pods for teams. They can also be fitted out with furniture to create dedicated workspaces, such as a manager's office or a breakout space.
Simply put, office pods are engineered to block and absorb speech frequencies, preventing conversations inside from travelling outside. They also significantly reduce distracting noises from the outside, creating a quieter environment within. How do they achieve this? High-quality sound-absorbing materials are fitted within the pod's walls and ceiling. Laminated glass also helps reduce noise and is acoustically sealed around the door opening, stopping sounds from escaping or entering. Plus, many office pods include a sound-masking device, often integrated into the ventilation fan. This creates a low-level background noise, making speech less intelligible and contributing to a more comfortable sound environment.
- Phone Booths, Video Conferencing Pods, and Small Meeting Pods: are smaller single-user or dual-user pods designed for private phone calls, video calls, and one-to-one meetings.
- Medium-sized Office Pods: are soundproof rooms for up to four users and offer more space for furniture items such as meeting tables, desks and sofas. These medium sized rooms are ideal for manager/CEO offices, small team meetings and project work, and presentations.
- Meeting Pods: The largest pods, accommodating larger groups for formal meetings, training, and presentations.
(Image above: Teepee 4 Phone Booth)
- Enhancing Focus: Pods provide a dedicated, distraction-free environment, allowing employees to truly concentrate on demanding tasks without interruptions.
- Ensuring Privacy for Conversations: Office Pods create a confidential space for important phone calls or sensitive discussions, removing the need to search for an empty meeting room or step outside the office.
- Optimising Video Conferencing: With their quiet and enclosed nature, pods are ideal for professional and undisturbed online meetings and video calls.
- Boosting Collaboration: These flexible spaces can facilitate impromptu group discussions, focused training sessions, and dynamic brainstorming activities.
- Creating Convenient Breakout Areas: Pods offer a peaceful retreat for employees to unwind, relax, or recharge, all within easy reach of the main office area.
(Image above: Calma Z video conferencing booth)
Bespoke office pod options are also available, and they have been successfully adapted for factory use, music studio rooms, health services, interview rooms, and prayer rooms.
Determining the optimal number and type of pods will vary depending on the company's and employees' needs and additional factors such as:
- Office Size: Larger offices will naturally require more pods.
- Employee Count: The number of employees directly influences demand for private spaces.
- Work Style: A predominantly quiet and confidential company, or hybrid or activity-based workspace, will likely need more pods.
- Budget: The cost of pods is a key consideration in relation to the work carried out and compared against the cost and downtime of constructing fixed offices and meeting rooms.
As a guide to how many pods your company requires, a pre-pandemic guide suggests one phone room for every 15 employees, one small meeting room for every 20 employees, and one medium-sized meeting room for every 20 employees. Post-pandemic, this number has increased due to hybrid workers' requirements, with the need for more available spaces for focused tasks and overall user experience. Framery in Finland (2024) recommends the following quantity of employee pods.
(Source: Framery, Finland)
Obviously, one size does not fit all, but when multiple rooms are required, office pods are a value-for-money investment.
One of the key advantages of office pods is their cost-effectiveness compared to traditional construction. Building permanent meeting rooms can be expensive and disruptive, requiring significant time and resources. Pods, on the other hand, can be installed quickly and easily, minimising disruption to the workplace. Large meeting pods with their demountable modular structure and smaller pods with built-in roller castors, allows them to be relocated within the workplace or even moved to a new premises if required, offering greater flexibility and long-term value.
(Image above: Hush Modular Pod shown in segments.)
Safety is a crucial consideration when choosing office pods. Reputable manufacturers prioritise safety features such as:
- Ventilation: Adequate airflow is essential. Many pods incorporate ventilation systems to ensure a constant supply of fresh air. Models, like the Air3 pod, feature openable roofs for enhanced ventilation, with lower power consumption.
- Fire Safety: Depending on your building regulations and specific requirements, many pods can have fire sprinkler systems built into the roof. For instance, the Air3 Pod offers an option for an automated opening roof, designed to allow existing building fire suppression systems to function effectively. Furthermore, visibility for fire officers is important; pods with full manifestation fitted to glass will require clear vision gaps
- Accessibility: It's vital to consider accessibility requirements to ensure the pods are usable by all employees.
(Image Framery 4 Accessibile Pod)
Office pods can be customised to enhance the user experience. Options include:
- Acoustic Levels: Choose pods with appropriate sound insulation for your needs, to minimise noise distractions for both the user and external passers-by.
- Lighting: Integrate adjustable lighting to create a comfortable and productive environment. Occupancy sensors monitor movement within, turning off after a period of time for energy saving.
- Furniture: From meeting tables and chairs, desks and visitor seating, to sofas for relaxation, there are plenty of options.
- Technology Integration: Include wall-mounted whiteboards, TV mounts for presentations or video conferencing, and other tools to facilitate collaboration.
- Biophilic Design: Incorporate biophilic elements, such as planter walls, to create a more natural and inviting space. External biophilic planter walls can add a touch of nature to the office environment.
(Above: Air3 Office Pod)
Office pods offer a versatile and cost-effective solution for creating flexible and focused workspaces. By addressing the needs of modern workers, particularly those in hybrid roles, pods can enhance productivity, collaboration, and employee well-being. Careful consideration of factors such as size, type, safety, and customisation options will ensure that your office pods contribute to a thriving workplace environment.
See our Office Pod Range