What do you allow employees to do in terms of personalizing their work space in the greater scheme of your place of business? How can you accommodate a diverse work force and a consistent, professional image for your office? This issue of personalization affects the experience your employees and guests have when they walk into your office.

In a way, a personalization policy is similar to having a dress code for your office space. Each worker may want certain personal items, but it’s up to you to set a policy and example of what people see, hear — and even smell.

With some clear interpretations of what is allowed and objective implementation, you can find balance between individual expression and a professional work environment. You may also be able to enhance productivity when your policies reduce distractions.

Define personalized

As with wardrobes, employees appreciate a level of individuality in their personal work spaces. Employees may wish to display pictures, tend plants and play music in their space. Regardless of whether it is a personal cube or shared office, the issues of what is seen, heard and smelled by all can be converted into a policy much like a dress code.

Many of the problems of work space personalization can be managed by clarifying definitions. Some questions to answer in your policies include:

l How much personalization, such as pictures and plants, is allowed?

l Where can items be placed? Can they be seen above the cube or only kept within the confines of the cube?

l How will noise be managed, such as speakerphones and music?

l How can you manage varying temperature needs?

l What is the policy on having food at desks? What about plug-in or other air fresheners?

With any of these issues, professionalism should be the key consideration. Typically, individuality is kept out of the general sightline and out of earshot. That means employees should place plants and photos within their cube and should minimize music.

Sound can be managed through phone headsets, soft cubicle interiors and availability of smaller conference rooms with speakerphones. When it comes to listening to music, you must first consider whether this is allowed during work hours. Does it truly enhance productivity? If so, an employee can bring earbuds or headphones.

One of the most subjective senses is that of smell. Almost any smell can be offensive if it is too strong, whether it’s garlic bread or a lavender air freshener. Setting a professional tone in the office may require some management of both scent products and food. Break rooms are provided in part to help manage food smells. When they are available, the use of these accommodations should be encouraged to avoid distraction among co-workers and business guests.

Providing options for employees helps streamline personalization decisions. Perhaps it would be appropriate to pipe music into your office to standardize the issue. Some offices may let employees choose the color of office structures, such as chairs and cubicle wall colors. For personal comfort, you can purchase energy-efficient fans and space heaters for employees to use, should they need them.

Implementing improvements

Put careful thought into the policies about these issues then into implementing the enhanced policies. Ensure that top management, human resources and facilities have covered the bases of implementation.

It is important to communicate such changes clearly and effectively — and do so well in advance of implementation. Employee orientation serves as a great time to communicate policies. Changing policies may require more tolerance and time for adjustments. In your communications, remember to tie the changes into improving the image and brand of your business.

A connotation comes with every choice made in the workplace by employees and employers — from the smallest scent diffuser to the choice of paint color. While you should take some control, you should also allow some personal items into the fold. When you provide clear guidance to your employees, they can take part in presenting your business office in the most professional light.

Theresa Bornbach is founder of The Corridor Institute and Corridor CoWorks. She can be reached at (319) 363-1434 or theresa@corridorcoworks.com