Improving Accessibility in Existing Office Spaces

Designing an office space shouldn’t be about meeting regulations, it’s about making sure every individual feels supported, welcomed, and can work effectively. 

But retrofitting improved accessibility into an existing workplace comes with some complex challenges that require careful consideration.

Successful businesses recognise that improving accessibility reflects a brand’s values and shows a genuine commitment to their people, and in turn, businesses reap the rewards that come with a diverse and loyal workforce. 

Whether you’re leasing a commercial office or overseeing a furnished workspace, making your layout more inclusive can have a meaningful impact on your team’s daily experience – and your bottom line.

Why Office Accessibility Matters More Than Ever

Accessibility is just about compliance. It speaks to respect, opportunity, and equality. Thoughtful office space planning creates a setting where people with varied abilities can do their best work without unnecessary barriers.

Flexible workspace options, inclusive facilities, and intuitive layouts contribute to a healthier, more productive work environment. Investing time in office space curation helps foster a workplace culture where everyone can thrive. Making a workspace accessible isn’t just beneficial for employees with disabilities. Parents with prams, ageing workers, and those recovering from injuries also benefit from accessible infrastructure. It widens the usability of a space and reflects a modern, empathetic business approach.

Common Barriers in Existing Office Spaces

For many businesses, particularly those in older commercial buildings, existing office layouts pose serious challenges:

• Narrow corridors and doorways
• Inaccessible entrances and stairways
• Fixed-height desks and counters
• Poor acoustic and lighting conditions
• Limited signage or wayfinding

These issues aren’t insurmountable. With focused planning and strategic updates, it’s possible to turn even outdated business premises into inclusive spaces.

Practical First Steps Without Major Overhauls

The path to greater accessibility doesn’t have to be overwhelming. Resources offered by industry organisations and networks can provide actionable guidance. Checklists, staff training material, and design templates can help you stay aligned with inclusive principles. Many businesses are unaware of the small grants and tax incentives available for making improvements to business premises.

Engaging employees in the conversation about accessibility can also reveal areas for improvement that might not be immediately obvious. Involving staff in the planning phase allows for more meaningful outcomes and promotes a culture of participation and respect.

Smart Office Space Planning Principles for Accessibility

Improving accessibility goes beyond simply adding features—it’s about setting up a space that works well for everyone. Even minor adjustments to the layout can make a noticeable difference. Key areas worth considering include:

Entry and Navigation

• Use clear, consistent signage
• Keep pathways free of clutter
• Make sure all main entrances are step-free or have ramp options
• Mark accessible routes clearly for both employees and visitors

Workstations

• Use height-adjustable desks and chairs
• Position desks with ample clearance for wheelchair access
• Provide accessible power points and technology access
• Choose work surfaces with matte finishes to reduce glare for visually impaired users

Shared Spaces

• Incorporate acoustic panelling in noisy areas
• Include a mix of open-plan spaces and private, quiet zones
• Make meeting rooms hearing-aid friendly with loop systems or sound amplification
• Use furniture on castors to allow for flexible, responsive layout changes

Kitchens and Toilets

• Install accessible toilets with support rails
• Ensure kitchens have lowered benches and reachable storage
• Make appliances easy to operate with large-button or sensor systems
• Provide clear signage and visual cues to enhance usability

Open-Plan Offices: Balancing Flexibility with Function

Open-plan offices are common in modern commercial office leases, but they often present unique accessibility challenges. Balancing openness with personal comfort is essential. This can be addressed by:

• Using zoning to segment noisy and quiet areas
• Adding soft furnishings and partitions to reduce sound
• Offering enclosed, partitioned office spaces for focused work
• Creating pathways that are easy to navigate and well lit
• Implementing designated quiet zones with softer lighting and less visual stimulation

Take a closer look at the acoustic solutions provided by Prima Commercial Fitouts.

Flexible workspaces also allow for different modes of work—sitting, standing, group, and solo tasks. With careful office space planning, these benefits can be made available to everyone, regardless of ability.

Enhancing Accessibility in Furnished Office Spaces

When working within furnished office spaces, you may not have control over every element. Still, there’s room to adjust:

• Rearrange existing furniture to allow wider movement spaces
• Swap out a few standard desks for adjustable ones
• Add task lighting or floor lamps where overhead lighting falls short
• Introduce mobile screens to create temporary private areas

Accessibility doesn’t have to be compromised just because the space is pre-fitted. Small, creative changes can help make an otherwise rigid layout more accommodating.

The Role of Technology in an Inclusive Workspace

Modern tools support inclusive office design in smart, practical ways:

• Use voice-activated assistants for hands-free operation
• Install accessible software for screen reading and keyboard navigation
• Introduce booking systems with accessibility filters for workspace selection
• Offer virtual meeting tools with captioning and screen reader compatibility

As work increasingly shifts to hybrid models, technology that supports accessibility across digital platforms is just as crucial as the physical layout. Office space planning must now consider digital inclusivity as part of a wider, integrated approach.

Considering Employee Experience and Wellbeing

An inclusive approach to the physical environment plays a vital role in supporting staff wellbeing. Sensory-considerate features—like low-glare lighting, adjustable ambient temperatures, and noise-reducing walls—help create a calmer atmosphere. Taking these elements into account when setting up or modifying a workspace can ease fatigue and anxiety, especially for neurodivergent individuals. When people feel seen and supported in their physical environment, engagement levels rise. A thoughtfully planned office reflects a company’s broader commitment to equity and mental health.

The Value Behind the Investment

Though budget constraints can influence planning, accessible upgrades typically offer a return in terms of engagement, productivity, and employee satisfaction. Offices designed with accessibility in mind:

• Support better physical and mental health
• Reduce staff turnover
• Enable diverse hiring practices
• Project a progressive company image

This is not just about meeting a standard. It’s about building spaces that actively support success and well-being. The right fitout is an investment in people.

Creating Spaces That Work for Everyone

We work with organisations to shape workspaces where no one is left behind. Office layout and accessibility are central to what we do. We take the time to listen, understand your needs, and offer practical solutions that suit your existing setup.

You might be working in an older commercial office lease, a newly secured business premises, or a furnished office space—we approach each setting with care. We adapt open-plan areas, improve partitioned layouts, and suggest adjustments that enhance accessibility without major disruption.Let’s reimagine how your office can support everyone. If you’re ready to make your workspace more inclusive, reach out to Prima Commercial Fitouts. Together, we’ll create an environment where every individual has room to thrive.