9 Tips for Dealing with Distracting Co-Workers (With Help from Office Design)

Don’t just manage personalities—design for better boundaries

We've all been there.

You're deep in concentration, finally in the zone, when a colleague nearby starts humming, clicking their pen, or — worse — calling a friend on speaker. Suddenly, your mental focus evaporates. You shift in your seat. You sigh. You try to power through, but your productivity has already taken a hit.

Sound familiar?

In today's workplaces, the challenge of dealing with distracting co-workers is more common than ever. But here's the twist: it’s not always the people who are the problem — sometimes, it's the space they’re in.

What if, instead of relying on awkward conversations or performance reviews, we used intelligent office design to encourage respectful boundaries, reduce friction, and support all work styles?

Let’s explore how.

Why Office Design Plays a Bigger Role Than You Think

Before diving into practical tips, it’s worth asking:

Are our workplaces unintentionally creating tension — by forcing too many people, with too many different needs, into the same kind of space?

Open-plan offices were once seen as revolutionary: they encouraged collaboration, transparency, and flattened hierarchies. But over time, they’ve also become breeding grounds for distraction, stress, and even burnout.

In fact, studies show that open-plan layouts can reduce productivity by up to 15% and increase sick days.

So, what’s the solution?

Not closing everything off again — but designing spaces that offer both openness and privacy. Spaces that recognise the nuances of human behaviour and offer structure without rigidity.

Because when we use environmental cues instead of confrontation, everyone wins.

Tip 1: Understand the Source of Distraction

Before you rush to redesign or rearrange, pause and consider:

What’s actually causing the distraction?

Common culprits include:

• Loud conversations or frequent calls
• Uncontrolled movement (hovering, pacing)
• Scent or visual clutter
• Music, videos, or headphone “leakage”
• Over-socialising during focus time
• Lack of privacy for sensitive work

Rather than labelling someone as “distracting,” focus on identifying patterns. Is the issue about sound? Proximity? Lighting? Behavioural norms?

Once you pinpoint the cause, you can start making informed design choices — not just behavioural ones.

Tip 2: Create Zones That Reflect Task Types

One of the most powerful strategies in workplace design is zoning.

Just like cities have quiet residential areas and bustling commercial zones, your office should have distinct areas based on task needs:

Consider the following zones:

• Focus zones: Quiet, enclosed areas for deep work.
• Collaboration zones: Open, vibrant spaces for brainstorming.
• Recharge zones: Lounges, wellness rooms, or calm corners.
• Transition zones: Corridors and nooks that allow movement and decompression.
• Private meeting spaces: For calls, 1:1s, or sensitive discussions.

By making it clear which behaviours are appropriate where, you take pressure off individuals to “police” each other — the environment sets the tone.

And that naturally reduces conflict.

Tip 3: Incorporate Acoustic Solutions That Work

Let’s be honest — sound is one of the biggest sources of workplace distraction.

But here’s the good news: with the right acoustic strategy, you don’t have to sacrifice openness to gain peace.

Smart acoustic interventions include:

• Acoustic panels on ceilings and walls
• Sound-absorbing furniture and carpets
• Desk dividers with noise-reducing materials
• Freestanding partitions or plant walls
• Private acoustic booths or pods for calls or solo work

Think of sound not as something to eliminate entirely, but something to shape and control. Not every workplace can be silent — but it can be thoughtfully balanced.

Tip 4: Offer Private Spaces Without Stigma

Imagine this: someone stands up, grabs their laptop, and heads into a private booth for 20 minutes.

No one bats an eye.

Why? Because the space is there for exactly that — to take a call, focus on a report, or escape the chaos of the floor.

But in many offices, especially those with limited real estate, private space is a luxury. And when it does exist, it’s often associated with seniority — or with “hiding.”

That’s where well-integrated meeting booths and quiet pods come in. They normalise stepping away, promote healthy boundaries, and support neurodiverse or introverted team members without labelling them.

And importantly: they help reduce reliance on headphones — which, ironically, can be just as disruptive when used to block out everything.

Tip 5: Let Employees Personalise Their Work Settings

One of the most overlooked aspects of workplace satisfaction is control. When people feel powerless over their environment, stress rises.

Even simple elements can have a huge impact:

• Lighting control (task lights, dimmers, blinds)
• Temperature zoning or portable fans/heaters
• Height-adjustable desks or standing options
• Moveable screens or modesty panels
• Choice of where to sit for the day

When employees can choose the setting that best suits their mood or task — without needing to ask permission — they’re less likely to blame others for distraction.

Why? Because they’ve been empowered to adapt.

Tip 6: Use Design Cues to Influence Behaviour (Without Saying a Word)

Sometimes, the most elegant solutions are invisible.

Environmental psychology tells us that design can shape behaviour in subtle, powerful ways. You don’t need rules — you need signals.

Try these ideas:

• Softer lighting in quiet zones encourages calm.
• Café-style seating invites conversation in designated areas.
• Enclosed pods suggest privacy and discourage interruptions.
• Greenery and natural textures create a sense of quiet focus.
• Clear pathways reduce loitering and pacing.

Think of your office like a stage — where cues, props, and scenery all guide how people act. The better the “set design,” the smoother the performance.

Tip 7: Make Interruptions the Exception, Not the Norm

Quick question: How easy is it to interrupt someone in your office?

If desks are wide open, no headphones are allowed, and people are constantly accessible, interruptions can become habitual — even when they’re not urgent.

Design can help you set boundaries without needing signs or awkward conversations.

Consider:

• Desk pods or booths for “do-not-disturb” zones
• Traffic flow design that discourages hovering
• Clear booking systems for meeting booths
• Cultural norms around availability (e.g., focus hours)

It’s not about shutting people out — it’s about giving everyone the ability to signal when they’re “on” and when they’re “off.”

Tip 8: Address the Emotional Side of Distraction

Let’s get honest: distractions aren’t just about decibels or desk layouts. They’re emotional.

When a colleague disrupts your flow, it can feel disrespectful — even if it wasn’t intentional. Over time, these moments chip away at morale and trust.

That’s why office design should also support:

• Psychological safety
• Emotional wellbeing
• Non-verbal conflict avoidance

By giving people alternative spaces to move, breathe, and reset — without confrontation — you create a culture where boundaries are honoured without drama.

Because let’s face it: no one wants to have “the talk” about being too loud in the office.

Tip 9: Keep Reviewing and Evolving

Your team changes. Your projects change. Your workflows shift.

So why should your workspace stay the same?

Great design isn’t fixed — it’s fluid.

Every few months, walk through your space with fresh eyes. Ask:

• Where do people cluster naturally?
• What spaces are underused?
• Are there persistent sources of tension?
• Has hybrid working changed how people use the office?

Better yet — ask your team. Invite them to co-create solutions. When people are part of the process, they’re more likely to buy into the outcome.

A Quick Story: From Friction to Flow

One London-based design agency had a team bursting with talent — and tension. Their open-plan studio was visually stunning but functionally chaotic. Loud calls clashed with quiet editing work. Designers snapped at each other. Morale dipped.

Instead of cracking down on behaviour, they rethought their layout. They introduced acoustic panels, repurposed a meeting room into a quiet work zone, and installed two acoustic booths for deep-focus tasks and private calls.

The difference?

Disputes dropped. Output increased. And perhaps most importantly — people stopped blaming each other. They started blaming… the old layout.

A Design-Led Approach to Distraction

If you’re dealing with distractions in your workplace, try asking:

• What’s the real source of interruption?
• Does our space offer different zones for different tasks?
• Are acoustic needs being addressed proactively?
• Do people have private options without needing permission?
• Is there visual clarity around what’s okay where?
• Can people control key elements of their environment?
• Are there non-verbal boundaries baked into the layout?
• Are we evolving with the way people work now?

Because the truth is this:

You can’t design away personalities — but you can design for better boundaries.

And when you do, everyone benefits.

Less Policing, More Planning

Workplace distraction is a human issue — but design is a powerful tool in managing it gracefully.

Instead of constantly navigating awkward conversations, giving feedback, or tightening rules, why not shape an environment that does the work for you?

A well-designed office doesn’t just look beautiful — it prevents problems before they begin.

And that? That’s real business intelligence.