Cognition In Today's Workplace: Striking The Balance Between Work, Tech, & How We Think

2014, TPG ARCHITECTURE, LLPc
cognition in today’s workplace:
striking the balance between
work, tech, & how we think

who we are...
kelly rachel
Interior Design
Change Mgmt
Industrial Design
BenchmarkingResearch
Methodologies
Pilot Programs
Furniture Solutions
Anthropology
Real Estate Analysis
Workplace Trends
Technology
Strategies
Ergonomics
Business Strategy
Design Strategies

what we do...
Visioning
Programming Interviews
Focus Groups
Surveys
Workshops
Benchmarking
Area Calculations
Observation Studies
Data Analysis
Standard/Guideline Develop.
Scenario Planning (Test Fits)
Reporting
Change Mgmt Comm Strategy
Post Occupancy Analysis

what are we doing here?
how do we maximize our limited cognitive capabilities in a world of instant
and constant connectivity? How do we manage a balance between
collaboration and the need to think, concentrate & innovate?
how do we better leverage new technologies within the work environment to
facilitate the transition between collaboration and focus we all crave?

technology communication
space
cognition
on the agenda...

cognition
space
on the agenda...

cognition
space
on the agenda...
intellectual
capital

cognition - how the brain works.

regions of the human brain
frontal
lobe
temporal
lobe brain stem
spinal cord
cerebellum
occiptal
lobe
parietal
lobe
front back

human brain activity...
goal switch
action “A”
action “B”
goal “A”
goal “B”
front back

human brain activity...
goal switch
action “A”
action “B”
goal “A”
goal “B”
front back
OVERRIDE

human memory
sensory
memory
working
memory
FOCUS
ATTENTION &
AWARENESS
INCOMING
INFO
FORGETTINGINFORMATION
NOT ATTENDED TO
FORGETTING
RETRIEVAL
long-term
memory
ENCODING &
OFFLOADING

human memory
sensory
memory
working
memory
FOCUS
ENCODING &
OFFLOADING
TRIGGERS
ATTENTION &
AWARENESS
INCOMING
INFO
NOT ATTENDED TO
FORGETTING
RETRIEVAL
long-term
memory

the importance of ignoring...

awareness, or “visual working memory”
depends on your ability to filter out irrelevant information
the importance of ignoring...

being a bit scattered tends to be a trait of highly creative people.
PS...

processing: pyramid of learning
perception drives action > action shapes perception
PASSIVE
90% of what we say & do
70% of what we say
50% of what we hear & say
50% of what we see
50% of what we hear
50% of what we read Reading
Hearing Words
Looking at
Pictures
Watching a Movie
Looking at an Exhibit
Watching a Demonstration
Participating in a Discussion
Giving a Talk
Doing a Dramatic Presentation
Simulating a Real Experience
Doing the Real Thing
Verbal Receiving
Visual Receiving
Receiving &
Participating
Doing
ACTIVE

information retention
UCLA Study

28%
72%
*UCLA Study, Russell Poldrack, Psychology Dept
information retention
LOST
Group A
RETAINED LOST
RETAINED
70%
30%
Group B

multi-tasking

multi-tasking
people on avg
distracted every
10 min

multi-tasking
people on avg
distracted every
10 min
focusing on more
than 1 thing causes
20% drop in
productivity

multi-tasking
people on avg
distracted every
10 min
focusing on more
than 1 thing causes
20% drop in
productivity
2.1 hours of lost
productivity =
546 hours annually

multi-tasking
people on avg
distracted every
10 min
focusing on more
than 1 thing causes
20% drop in
productivity
2.1 hours of lost
productivity =
546 hours annually
multi-tasking drops
your IQ by 10 points!

technology rate of change.
TIME
BUSINESSREVITALIZATION-EVERY40YEARS
WORKPLACECHANGE-EVERY10YEARS
WORKPLACETRANSITION-EVERY5YEARS
BUSINESSCHANGE-EVERY3YEARS
technologychange-every12-18months!
shift

over a century of technology...
1900 2000
07 97 07
93 06
90 04
01
63 82 10
84 14
08 98 08
95
68 83 12
85 14
10
23
37
color
photography
flat
screen
iphone
introduced
pentium
micro
blue ray
introduced
world wide
web (www)
facebook
goes live
ipod
approved for distribution
computer
mouse laptop ipad
apple mac
released
google
glass
henry ford’s
“model t”
google
goes live
cloud computing
introduced
digital video
disc (dvd)
twitter
goes live
tablet pc &
laptop (concept)
camcorder ipad mini
microsoft
windows
what’s
next??
electric
typewriter
electronic
television
computing
machine
58 73
71
silicon
chip
personal
computer,
mobile
phone
e-mail
&
floppy
disk
43
digital
computer

technology today is...
consumerized flexible & nimble changing rapidly

what we’re seeing now...
• byod (bring your own device)
• enhancing connectivity with people via technology
• cloud computing - google drive, dropbox, hightail, etc.
• conferencing: skype, gchat, ipad, etc.
• collaboration: google docs, mural.ly
• usage of social media within organizations as a means of more effective
learning, communication & collaboration tools
• on-demand resources & information libraries: rss feeds, news, google, etc.

it’s not 100% perfect...

yesterday’s future is today’s reality.

the future is coming - are you ready?

for this?

or this?

new technologies entering the workplace...

innovators
early adopters late majorityearly majority
tipping point
laggards
technology adoption in the workplace...
2.5% 13.5% 34% 34% 16%

remember to put down the device...

physicalvirtual
virtual & physical space blend...

technology & globalization

employees are empowered by technology
to work in mobile & collaborative ways.
WHERE PEOPLE ARE WORKING:
44% 10 3 11 4 3 24 1
DESK DEPT.
AREA
ELSEWHERE
IN BLDG.
OTHER
BLDG.
OTHER
TRAVEL
CUSTOMER
& PARTNER
BUILDINGS
HOME
technology & employee empowerment

technology is empowering the workforce by
allowing for the accessibility of information and
fostering spaces that allow for easy exchange of
that information.

office environment framework
work
behaviors

awareness . attention/focus .
memory/cognitive processing .
collaboration . cognitive ergonomics
building systems . space/layout .
equipment . physical ergonomics
work
behaviors
physical
workplace
cognitive
workplace

awareness . attention/focus .
memory/cognitive processing .
collaboration . cognitive ergonomics
building systems . space/layout .
equipment . physical ergonomics
work
behaviors
physical
workplace
cognitive
workplace
performance

cognitive ergonomics in the workplace
• changing nature of work
• environments must support
thought & actions
• activity-based planning
open shared
enclosed shared
INTRO EXPERIENCE

people shape their space
• personal
• collaboration
• common use spaces
• overall workplace
open shared
enclosed shared
INTRO EXPERIENCE EYESonSPoTIFY

the difference between thought & action.
• collaboration (interaction)
• focus (attentiveness)
• organize our “minds at work”
• maximize performance of people
56%
7%
6%
31% FocusCollaborate
Socialize
Learn

TYPES OF
COLLABORATION
• co-creation
• sequential work
• community work
3
56%
7%
6%
31% FocusCollaborate
Socialize
Learn
the difference between thought & action.

collaborative environments
apply cognitive principles to
collaboration
• appropriately clear sight lines
• effective proximity
(appropriate social distance)
• easy, shared display
• provide appropriate group space
• provide appropriate quiet space
08.20.13
2
5TH FLOOR PLAN
Conference Seat Total: 73
Enclosed - 49
Open (includes team, design lab, etc.) - 24
Staff : Conf. Seat Ratio - 5th + 4th oor
combined
1:1.8
5TH FLOOR HEADCOUNT
Workstations: 138
Accounting: 8
Private Office - Partners: 4
Private Office - Op/Arch: 2
Private Office - HR 1
Reception: 1
TOTAL Headcount - 154
FLOOR 5
08.20.13
4
4TH FLOOR PLAN
4TH FLOOR HEADCOUNT
Workstations: 66
Mailroom: 3
TOTAL Headcount 4th Fl- 69
Enclosed 36
Open (includes team, cafe, etc.) 49
FLOOR 4

proxemics - space and vision
13

26 ft:
nuance lost;
objects merge
with background
18"-30":
form and
texture are
clearest
0 – 2 ft

Intimate

4 ft
fine detail, clear
focus 24" dia.
2 – 4 ft.

Personal

7 ft:
Fine details lost;
texture still
visible, 48" dia.
clear focus
4 – 12 ft.

Social

12 ft:
single point
focus drops off
16 ft:
objects lose roundness;
eye color nearly
imperceptible
12 – 26 ft.

Public

Proxemics - Space &Vision

Source: Hall (1959,1966), Beert
1997

* For USA

0 – 2 ft. Intimate
space!
2 – 4 ft. Personal
space!
4 – 12 ft. Social
space!
12 – 26 ft. Public

proxemics - space and hearing
14

Source: Hall (1959,1966),
Beert 1997

* For USA

3-6"
Very close:
soft whisper
Top secret
8-12"
Close:
Audible whisper
Very confidential
12-20"
Near:
Indoors, soft voice;
Outdoors, full voice
Confidential
0 – 2 ft.

Intimate

8-20 Feet:
Across the room:
Loud voice -
talking to group
12 – 26 ft.

Public

2 – 4 ft.

Personal

4-5 Feet
Neutral:
Soft voice low volume.
Personal subject matter
5-8 Ft:
Public:
Full voice with slight
over-loudness
4 – 12 ft.

Social
24 Feet:
Limit
Hailing distance

focused environments
control is what is most often
meant by “privacy”
• reduce distractions
• manage interruptions
• support multiple work modes
• spatially support proxemics
08.20.13
2
5TH FLOOR PLAN
Enclosed - 49
Open (includes team, design lab, etc.) - 24
Staff : Conf. Seat Ratio - 5th + 4th oor
combined
1:1.8
5TH FLOOR HEADCOUNT
Workstations: 138
Accounting: 8
Private Office - Partners: 4
Private Office - Op/Arch: 2
Private Office - HR 1
Reception: 1
TOTAL Headcount - 154
FLOOR 5
08.20.13
4
4TH FLOOR PLAN
4TH FLOOR HEADCOUNT
Workstations: 66
Mailroom: 3
TOTAL Headcount 4th Fl- 69
Enclosed 36
Open (includes team, cafe, etc.) 49
FLOOR 4

the great “open office” debate...

NOT ALL INTERRUPTION IS BAD!
but wait!

that being said,

that being said,
we live in a
“high-speed, overloaded, split-focus & even cybercentric society”

so what do you do when there are:

million+ websites50

million+ websites
million+ blogs
50
75

million+ websites
million+ blogs
trillion+ text messages sent globally/year
50
75
05

million+ websites
million+ blogs
trillion+ text messages sent globally/year
50
75
05
minutes
information workers switch tasks every
03
&

“the medium IS the message”

the role of open space

• physical
• ecological
• psychological
• social
• political
• economic
• symbolic
• aesthetic

• physical
• ecological
• psychological
• social
• political
• economic
• symbolic
• aesthetic
SS

• physical
• ecological
• psychological
• social
• political
• economic
• symbolic
• aesthetic
?

how people see - gestalt principles
when people look at a page, a picture, a computer screen or the environment
around them, they actively organize what they see...
• figure & ground
• similarity
• law of unity
• continuity
• proximity
• closure
• synchrony
• symmetry
• parallelism
• common region
• past experience
• focal point
• pragnanz

tactics for gaining attention
• arousal
• curated selection of information
• bright colors
• engagement
• switching things up (adjusting the volume, pace, etc.)

remember this?
sensory
memory
working
memory
FOCUS
ENCODINGATTENTION &
AWARENESS
INCOMING
INFO
NOT ATTENDED TO
FORGETTING
RETRIEVAL
long-term
memory

how long do you have their attention?
minutes
}
5-12 elementary student
8-14 high school student
20 adult

cognitive discontinuity
interrupted thoughts

1-15minutes

results in drains on
}

performance
physical
well-being
}

performance
}physical
well-being
28% of avg day
$650 billion a year

performance
}physical
well-being
wears down the system,
lag of information
processing, &
cortisol & adrenaline
release

productivity
• physiological
• task & time efficiency
• worker effectiveness
• clear goals & deliverables

productivity
we experienced a 17%
increase in revenue and
productivity after move-in.
“
“- Fred Cook, CEO, Golin Harris
research suggests that satisfaction with physical environment
correlates to increased productivity.

individual organization
boosting cognitive function (& productivity)

individual
• unplug occassionally & periodically
• prioritize your tasks independent of
all your feeds
• be aware

• empower your employees -
focus on the outcomes
(a results-only work environment)
• provide choice - quiet spaces,
third party locations
• align technology strategy with
space strategy
• rethink meetings organization

and the survey says...

thank you!
@rstarobinsky
@kellyannbacon
#MINDSatWORK
wps@tpgarchitecture.com

Cognition In Today's Workplace: Striking The Balance Between Work, Tech, & How We Think

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