Making that Great First Impression with Intentional Office Lobby Design

by Julia Kicinski

What does your lobby tell visitors about your office? Does it invite people to sit down, relax, and stay awhile or suggest that the space is for passing through only? Consider what impression you want to give guests or potential employees and use your lobby design choices to your advantage.

Design a Friendly and Inviting Layout

As cool as it might sound, the first thing visitors see when they walk into your lobby should not be a receptionist who looks like a formidable king or queen of the castle. An unnecessarily large and tall desk or a receptionist tucked away in a hidden alcove can be intimidating to guests. Strategically choose the style and placement of the welcome desk so your receptionist appears friendly and approachable. Similarly, avoid the archaic custom of placing chairs in rows in the waiting area unless there's an event where everybody's attention should point forward. Instead, arrange chairs in small cubbies with end tables to make the space feel more personal and inviting.

Make Wayfinding Easy

Keep in mind that your lobby is a highly trafficked entrance to the various locations in your office building. Make the navigational experience as seamless as possible with intentionally placed lobby signage. Install a full building directory sign prominently near the door; guests will immediately feel more confident when they can easily locate the person or suite they're visiting. Post directionals, either on the wall or hanging overhead, to essential locations near the lobby like the restroom, the nearest stairwell, and the elevator. If you have any rooms directly connected to the lobby, you'll want to mark them with their corresponding room signs. Keep in mind that all important signage such as room numbers and restroom signs should be compliant with Americans with Disability Act (ADA) guidelines, including features like tactile text, Braille lettering, and proper color contrast. See signmojo.com's ADA guidelines page for more information on interior signage compliancy standards.

Keep Your Lobby Accessible

You rarely know what the day-to-day accessibility needs of visitors to your office will be, so plan ahead to be as accommodating as possible. Equip your entrances with automatic doors and make sure aisles and walkways have ample space for a wheelchair to navigate and park if necessary. Keep all floors clear of any tripping hazards like loose electrical cords or rugs with warped edges. Guests will notice and appreciate the small steps you take to ensure they have a safe and comfortable experience.

Provide Comfortable Furniture

Does your lobby function solely as a reception area or also as a work space? Your furniture choices can encourage your preferred environment. Comfortable straight-backed chairs are usually an excellent option for either scenario because they're easy to move and offer visitors more personal space. Set up some lounge chairs or tables to let employees or visitors know that they're welcome to chat or work for awhile. Footstools and coffee tables can make nice additions to lounge areas, but try to choose pieces that won't easily get scuffed by shoes, mugs, or other belongings. Additionally, try to avoid leather or similar materials for your furniture that show visible wear and tear with heavy usage.

Determine the Best Lighting

Finding the right lighting for your lobby can be tricky. A dark space sets a dingy or dreary tone, while lights that are too bright and harsh can cause eyestrain and headaches. For starters, let as much natural light into your lobby as possible; if you have extra windows, all the better! Set some chairs close to windows and you'll probably notice people gravitating toward the sunshine. A softer, subdued lighting might be appropriate for a quiet setting like a dentist office, but bring up the light in a busy space so people can stay awake, see where they're going, and know that they won't disturb others if they converse while they work.

Choose Decor that Reflects Your Brand and Values

Believe it or not, the way you decorate your lobby will speak volumes to visitors unfamiliar with your company. Visitors will notice, for example, if your brand advertises modern products, yet your lobby looks like it hasn't been redecorated since the '80's. Potential employees will home in on advertisements that promote teamwork or demonstrate care for personnel. The lobby is also a great location to showcase your brand. Feel free to display your logo prominently on the wall—just keep it tasteful so that it doesn't take over the entire space! You can include customized decor like brand clocks or decorative mirrors and choose items like furniture, paint, and artwork that complement your company colors. These intentional choices will make lasting impressions on visitors about how modern and unified your office is.

Offer Amenities

Demonstrate that you actually mean it when you say "welcome" and "come again" by providing small conveniences for visitors. Make sure your lobby has a number of available outlets for technology users; many tables and chairs can have the electricity wired directly to an embedded outlet for easy access and to minimize tripping hazards from cords stretched across walkways. You can also offer complimentary charging stations for phones and other devices with cords permanently attached to the wall so you don't have to worry about someone accidentally walking away with one. Consider offering free water and light snacks; alternatively, you may find a small cafe more practical for a larger number of guests.

Maintain a Clean Space

This probably goes without saying, but the state of your lobby—even if it's just an unfortunately hectic day—will reveal quite a bit about your business. An overflowing trash can, crushed goldfish on the carpet, or a wet, slippery floor from too many dripping umbrellas will not convey the most positive message to first-time visitors. Of course, you should professionally clean your lobby every day to keep it neat, disinfect common areas, and stay on top of dust, but also assign an employee to watch for incidents between regular cleanings. Your receptionist can often spot any spills or other issues and inform maintenance or housecleaning right away to ensure that your lobby remains both clean and functional.

Present Rules Clearly and Courteously

Every business has its own set of informational signs for visitors entering the building to inform guests of rules from "shirts and shoes required" to "no soliciting." These rules ensure that you maintain a professional environment, but how you present them can affect how they're viewed and followed. Even a move as simple as adding "please" can be a total tone changer. If your building prohibits pets, politely acknowledge that service animals are welcome. Before posting that "no food or drink" notice, consider instead providing a designated area in the lobby for open foods and drinks. Just because you'd like to keep your lobby from smelling like a restaurant doesn't mean you can't compromise!

Prepare Appropriate Entertainment

If your lobby functions as a waiting area, clients will appreciate having activities available to help pass the time. In a family-friendly atmosphere, consider setting up a children's play area with small toys like blocks and train tracks. If you cater to seniors, stock some larger print magazines and have a TV zone where the volume can be turned up without disturbing others. Visitors interested in the business will enjoy interactive displays related to your company's projects, and creative art pieces hanging on the wall can be intriguing for all types of guests.

Check Your Security

Set up a surveillance system that makes your guests feel safe, not stalked. A large-screen monitor reflecting each person's image as they walk in the door gives the impression that visitors are suspect, not welcome. Instead, install subtle cameras around the perimeter of the room that are visible, but not prominent. You can also arrange your lobby so anybody at the main desk has clear visibility in all directions to monitor all activity.

Have an Exit Plan

No matter how much you want them to come in the first place, everybody does need to leave your office eventually. Make sure your exits are clearly labeled so visitors can see where to go, especially if you have multiple doors off the lobby that can easily cause disorientation. For emergency purposes, post evacuation plans that detail the quickest exit route. These signs are not necessarily something visitors will notice in their first perusal of your lobby, but it will certainly make a lasting negative impression if the information wasn't available when they needed it!

Make a Statement

Your lobby may not need a significant overhaul to make it just a little more inviting to your guests and better representative of your business. And don't worry if you don't have a massive reception area to work with; a small lobby can make just as powerful a statement as a large one. Good luck with your improvements!