Design of public-engagement spaces starts with good communication to assess existing conditions, current and future needs. As you move toward the design of new administrative office space, we encourage a few first steps:

Before You Design Your New Administrative Space

• establish a comprehensive and knowledgeable team representing consultants and stakeholders from a variety of interests and areas of expertise

• conduct research and solicit feedback through benchmarking, workshops and dialog to establish clear goals and objectives for the space

• involve key team members and stakeholders who can review and provide feedback throughout the process to insure alignment with project goals and objectives

Assess any existing space by reviewing of the building envelope, interior architecture and furnishings, and site components.  Assessment studies typically result in an Executive Summary that will communicate the vision for the project, propose successful planning for the existing physical property regarding renovation and possible additions, and consider financial and operational expenditures and expectations. These suggested outcomes shall be based on goals and objectives established for the project through input by various stakeholders, research, collected data and a series of planning iterations. The resulting Program Document will communicate findings by the team, proposed scope of work, cost estimates and phasing options.  These findings can be communicated in written form and spreadsheets as well as 2D and 3D graphic diagrams. Collaborative client involvement is encouraged throughout this process.

For assessment of interior spaces, it is important to understand and determine how user groups will enter, navigate, park and experience the facility. This can be determined through observation and interviews, or you can dig deeper through questionnaires, mapping and consultant services. In addition to overall ambiance that contributes or deters from user experiences, this assessment should include:

• spatial configurations

• allocation & adjacencies

• accessibility /codes / life safety

• circulation

• lighting (ambient, task and accent)

• acoustics

• wayfinding

• audio / visual, technology

• ergonomic and anthropometric considerations

• security

• public and user amenities (rest rooms, food service…)

• administrative areas

• back of house support for event functions, if needed

• storage / delivery and other logistics processes

• systems for climate, environment and thermal (MEP & fire suppression) control

In designing administrative space, security and privacy are now more frequently requested. As the design process progresses, the location of administrative offices is driven by several considerations.

Primary access to administrative offices has many variables which is usually based on the daily operation of the organization.  If access to the commons spaces is open to the public, the office’s reception space is typically accessed from the commons but can be on a second level.  Security can be provided by an electronically locked door controlled by the receptionist.  If this staff position is in front of or behind the security is always debate.  Well-designed graphics should provide a clear path to the offices.

Entrances should be well defined and easily recognizable as a primary entrance.  The entrance should be easily accessible from visitor parking and should have a prominent welcome desk just inside the entrance doors. 

Ways to Enhance a Public Entrance

• the architectural design should emphasize the entrance

• good site planning with walkways leading to the entrance

• landscaping that visually guides guests to the entrance

When all concepts outlined above are achieved, the welcoming image of your organization is greatly enhanced.  It lets first-time visitors know you have thought about their journey and made the introduction to you a positive experience.

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