The ultimate guide to using soundproof office pods effectively

featuring Koplus

24 June 2024

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Soundproof office pods are the latest evolution in how we work, an oasis of calm in the hustle and bustle of a workplace. It’s important to make the most of your pods by using them correctly. In this article, we’ll look at how coworkers can share soundproof booths, how to manage their use, and where to put them.

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Treat your office pod like a meeting room.

We’ve all experienced the annoying problem of wanting a meeting room only to find out it is occupied. Ensure you have a proper system to book your soundproof pods in one-hour or half-hour blocks. By taking this approach, there will be no confusion, and your team or coworking space members will know when booths are available.

Install more than one booth.

If your office is average-sized, it’s vital to have more than one booth to cater to everyone’s needs. You could even have one booth reserved for short-notice use outside of your booking system. Pods will become popular quickly, so give your coworkers multiple options.

Avoid overuse.

Pods are useful for those who need to work in peace, but overuse can hinder team bonding. Strike a balance and encourage people to use pods when they need quiet time.

Get a booking system

Installing a booking system saves time, prevents disruption, and removes the stress of finding a quiet workspace. Here are three things to remember.

Use a reservation system that allows fellow coworkers to book pods in advance and view their availability.
Make sure your meeting room/pod booking system is easy to navigate and accessible on mobile phones, computers, and touch-screen office devices.
Integrate your reservation system with your email and calendar systems to ensure seamless coordination. Companies such as Optix for coworking spaces or Tableair for businesses, offer touchscreen meeting room displays that show whether rooms or pods are full or vacant.

With an effective booking system, you won’t have people fighting over pods. Everyone will have equal access to your soundproof pods.

Where to place your pods

Working out where to install your pods can be a logistical challenge, so here are three handy tips for getting it right:

Take advantage of their small footprint.

Booths don’t take up much room. You can place multiple booths against a wall or in a ‘dead space’ in your office, maximising space in tight floor plans.

Place them near crowded areas.

Soundproof office pods are most effective close to busy, noisy spaces. They should be accessible from desks and seating areas, enabling staff to work in peace among the throng. However, they shouldn’t clutter your desk space.

Consider constraints.

Seek expert design advice before bringing pods into your office. You’ll have to consider constraints on locations such as existing electrical infrastructure, ventilation, and air conditioning units before installing your pods.

Provide pod training

So, you’re all set up and your pods are ready to go. The next step is to focus on training and communication to maximise your booths.

Ensure all your coworkers know about the benefits of pods, how to use them, and how to book them. Provide training and advice on pod use — and highlight the importance of sharing these spaces across your team.