The science behind the dimension of Work Environment
The brain functions optimally in an environment that presents appropriate stimuli and minimises unnecessary distractions. Distractions may include unpleasant emotions such as pain or bodily discomfort, irrelevant thoughts or fatigue. Ideally, the environment should also be conductive to the brain’s natural processes, providing the necessary resources for optimal functioning. To optimise your working environment and reduce potentially harmful short- or long-term consequences for your cognitive health and level of functioning, several domains should be addressed. These include your workspace, home office, and the conditions under which you work while travelling across time zones or when you have long commutes.
The following information and tips aim to benefit your cognition abilities by managing potentially harmful features of your work environment and reinforce beneficial factors. It is important to note that the effectiveness of these strategies may vary depending on your individual working conditions, setting, economic restrictions, personal preferences, lifestyle, or health. The following guide provides information on evidence-based approaches. Some recommendations may be generally applicable, while others are more context-dependent. When choosing between the measures it may be necessary to consider the requirements of your current task, such as the level of cognitive complexity of your current task, or the setting in which you are working (e.g. group work or while travelling).
- Structure and Gadgets to Support Cognitive Performance
Short-time memory is very limited, as it can only hold a maximum of seven pieces of information and only for a brief period, specifically 10 to 20 seconds, in adults. The information in short-term memory can easily be forgotten if the focus is lost. In order to retain the information for longer than 20 seconds, you have to focus on the information, and the attention should not shift. The human brain only has a limited capacity for attention and information processing, which is why it is important to remember only the most important aspects and not everything. External resources can be used to decrease the cognitive load, thereby enhancing learning performance and memory capacity (Banikowski & Mehring, 2017).
- Increase physical activity at the workplace
Similar to switching from a sedentary to a standing working mode, taking short walks may improve cognitive performance. Therefore, consider modifying the work environment to include more periods of light physical activity. For instance, you could move the coffee machine or printers into a separate room down the hallway to increase the number of steps taken during the workday. Of note, a sedentary lifestyle, which is characterised by longer, uninterrupted periods of sitting, is associated with a greater risk of cognitive decline, indicating potential long-term effects.
Similarly, to strain on muscles of the back or neck and can lead to fatigue and impairments in attention or executive functioning, the muscles in the eyes may tire from longer periods of working in front of a screen. To reduce the eye strain follow the 20-20-20 rule by Professor Jack Dennerlin”. This means that for every 20 minutes spent using a screen, look away at something 20 feet away for 20 seconds. Additionally, set reminders to blink consciously. Previously research has demonstrated that taking such precautions can enhance working memory and inhibition, thereby improving cognitive performance and focus. Positioning the table to face a window may also be beneficial. For instance, taking a brief stroll in a nearby green area can alleviate back and neck strain, reduce eye fatigue, and enhance overall well-being. In addition to the individual benefits, it has been demonstrated that spending time in nature aids restoring attention from mental fatigue, even with just a ten-minute walk in a park (Jo et al., 2019). Taking advantage of the synergies from walking, a short-walk after lunch may help the body to prevent glucose spikes and aid to improve cognitive performance for the remainder of the day.
- Your interaction with your Workspace
Ergonomic considerations regarding the setup of the working environment can improve posture, physical health, and potentially cognitive function. For instance, the positioning of a display relative to the body can lead to increased strain, tension, and pain in the neck, which can impair cognitive domains such as attention. It is critical to note that negative effects may also lower your sleep quality and thus interfere with your performance the following day.
It has been shown that working in a standing position may reduce your immediate cognitive performance in tasks with high cognitive load. Therefore, it is recommended to perform cognitively highly complex tasks while sitting. However, taking an upright standing-position and the related movement for some time during the day can help alleviate strain on the back and neck. Additionally, incorporating periods of standing up may improve cognitive performance during the workday (Kang et al., 2021). Elements such as colours also have an influence on both performance and emotions, as well as the heart rate. Cool colours have a calming effect, whereas warm colours have a stimulating effect. The colour red, for example, is perceived as more stimulating and potentially performance-enhancing, especially for tasks that are perceived as boring (Al-Ayash et al., 2015).
- Optimising Sensory Stimulation within the Workspace
Additional aspects of the working environment are related to pollution, such as noise and air quality, as well as temperature, which may not be directly modifiable. These environmental conditions contribute to geographical and seasonal differences and may be affected by climate change. Research has shown that high temperatures can negatively impact cognitive performance and safety precautions in the workplace. There are various methods available to reduce heat exposure. Depending on your situation, one option may be more suitable than others due to economic, ecological, and practical reasons. These options include, but are not limited to, wearing specialised cooling garments, using air conditioning, or installing shades. If you are able to do so, you can also enhance air quality and regulate temperature by managing and scheduling ventilation, as well as shading, throughout the day. For instance, you can lower the blinds after leaving the office.
Alternatively, you can consult with your safety officer to improve these conditions. To reduce your exposure to heat, you can schedule your working hours to start earlier or avoid working during the hottest part of the day. In order to improve your physical preparedness and potential for heat acclimation, it is recommended that you engage in regular aerobic training (Morris et al., 2020). To mitigate the effects of noise pollution, noise-cancelling headphones or earplugs can be helpful. This can also signal to others that you do not wish to be disturbed and can help you maintain focus. These strategies may also help to reduce noise pollution resulting from measures taken to combat excessive heat exposure, such as opening windows or using fans.
- Transition between Work and Home office
Most of the measures that apply to your working environment also apply to your home office.
In addition to measures that can be taken in the workplace, working from home can be more distracting than working in the office due to the presence of family members or pets, as well as constant exposure to domestic activities. Personal tasks may also interrupt work. It is crucial to separate work and family roles. The co-location of work, family life, and leisure in the same physical environment can pose challenges in maintaining boundaries between them. Additionally, personal matters may encroach on work hours, leading to an extended workday and postponed work activities. The home office may also limit informal social communication, as meetings must now be explicitly arranged. Spontaneous coffee breaks or lunches with colleagues are no longer possible (Mark et al., 2022).
- Cognitive Performance while Commuting or Travelling
It is important to assess personal needs and preferences before implementing any measures. For instance, some may benefit from using travel time for deep work, while others may see commuting as a way to maintain work-life balance. When driving, traffic can affect the stress levels. Chronic stress can be harmful to one’s health and can cause systemic low-grade inflammation, which may have long-term effects on the health and cognitive abilities. To reduce stress while driving, limit the amount of information you take in. For example, listening to a podcast or talk show on the radio instead of loud music may be helpful. In terms of ergonomic considerations, it is advisable to adjust the seating position. It is also recommended to plan ahead for longer commutes and bring enough water to stay hydrated. It is best to avoid smoking altogether as attentional lapses may interfere with safe driving after deprivation. If you are commuting by bus or train, it is not recommended to consume recreational or informative content, as this may distract you from your surroundings. However, it is possible to achieve deep work by implementing noise-cancellation strategies. It may be easier to follow ergonomic recommendations when reading or working with a tablet, rather than a laptop, depending on the vehicle.
Restless legs syndrome (RLS) is a neurological disorder that causes unpleasant sensations in the legs and an irresistible urge to move them.These sensations can be perceived in different ways, for example as pain, itching, pulling and usually affect both legs.The symptoms are most intense when resting and can significantly affect sleep, making it difficult to fall asleep or return to sleep after waking. Temporary relief of symptoms can be achieved by moving the legs, but they will return once movement ceases. Restless Leg Syndrome (RLS) may have a genetic component, and low levels of iron in the brain may be a contributing factor. Other factors that have been linked to RLS include kidney failure, neuropathy, sleep deprivation, pregnancy, and the consumption of alcohol, caffeine, and certain medications (Restless Legs Syndrome, n.d.).
- Arriving and Working in Different Timezones
Longer commutes may involve plane rides and, consequently, a change in time zones. One significant challenge when working across different time zones is adapting to changes in the circadian rhythm. Jet lag can disrupt your sleep pattern for several days and reduce cognitive performance due to sleep deprivation or less restful sleep when sleeping at times that do not support the circadian rhythm. Research has shown that sleep deprivation can have a negative impact on memory and focus. Depending on the direction of the flight, you may need to adjust your sleeping schedule before departure. For example, if you are flying east, you should sleep earlier, and if you are flying west, you should sleep later. The measures outlined so far apply to working in different time zones.
Additionally, adhering to sleep hygiene measures can help you better adapt to the new time zone. The concept of sleep hygiene aims to improve sleep quality and duration by adjusting one’s evening routine. To improve the quality and duration of your sleep, it is recommended to avoid using electronic devices before bedtime, establish a relaxing bedtime routine, avoid consuming caffeinated beverages 6 to 8 hours before sleeping, and refrain from eating large meals before bedtime. Additionally, modifying the environment to create an optimal setting can be beneficial. Specifically, limiting light and noise pollution in your bedroom may be helpful. In addition to conventional earplugs, you may consider using noise-cancelling headphones or sleep buds to improve your sleep quality.
Additionally, adjusting the room temperature to a slightly lower level may also be beneficial. If you continue to struggle with these measures, keeping a sleep diary to observe the impact of your routine on your sleep quality and duration may be helpful. It is important to note that the daily activities can also have an impact on the sleep quality later on. For example, exercising for at least 20 minutes and avoiding naps longer than 20-30 minutes can help improve sleep.
