Designing workplaces for an aging population: a strategic approach to an inclusive future. 

Author: Amy Bourne, Associate Project Leader

Although many of the strategies we use to design workplaces for an ageing population are not entirely new or solely beneficial to one group, they play a crucial role in ensuring that the workplace can effectively meet the needs of older employees.

The population is aging faster than it ever has before. By 2050, the global population of people aged 65 and older will double , making up 16% of the world's population. In the UK, nearly one in five people will be 65 or over by 2030 . As global demographics shift and many of these individuals remain in employment, workplaces must be equipped to accommodate an increasingly aging workforce.  

Designing accommodation to suit an ageing workforce presents opportunities to better cater for employees of all ages and abilities. Supporting a diverse workforce is not simply about designing physical accommodation; It's about thinking holistically to foster inclusivity and improve wellbeing, creating flexible, productive environments that can meet the needs of all employees. This article seeks to explore some of the strategies organisations can consider when designing workplaces to accommodate an aging workforce for the benefit of all. 

The growing need for age-inclusive workplaces

With people living longer and healthier lives, the concept of retirement is rapidly evolving. Many individuals are choosing, or needing, to work past traditional retirement ages. This trend is often driven by financial considerations, but it is also influenced by the desire for purpose, social engagement, and mental stimulation. For businesses, retaining older employees provides the advantage of their accumulated expertise, knowledge, and positive influence on workplace culture. It encourages organisations to consider how truly inclusive the workplace and associated policies are, and what improvements could be made to better support a diverse workforce.

Aging is not uniform; there is no ‘typical’ older person. Some individuals in their 80s demonstrate the physical and cognitive abilities akin to those of much younger individuals, while others may experience significant declines in health or mobility at a much younger age. The unique characteristics of aging highlight the need for a nuanced approach to workplace accommodations. While there are common physical challenges that may affect older workers, such as reduced mobility, vision, and hearing, these vary widely in both type and severity. An inclusive workplace environment should, therefore, incorporate broad-ranging support systems that address these challenges without stereotyping based on age alone.

Aging results from the accumulation of molecular and cellular damage over time. This gradual decline affects both physical and mental capacities and increases susceptibility to chronic conditions. Notably, these changes are not uniform or linear; they vary greatly between individuals and are only loosely associated with age in years.

Understanding the diversity of biological aging can inform workplace adaptations. According to the World Health Organization, common health conditions among older adults include hearing loss, cataracts, musculoskeletal pain (such as in the back and neck), chronic obstructive pulmonary disease, diabetes, depression. Designing workplaces that accommodate these conditions not only supports older workers but enhances the work environment for all employees.

An extended lifespan brings opportunities not only to older individuals but to their families, communities, and broader society. However, the extent to which older people can contribute depends heavily on their health. While genetics play a role in an individual's health trajectory, physical and social environments are far more influential. Accessible homes, age-friendly neighbourhoods, and supportive communities can enhance health outcomes, helping older workers remain active and engaged. Workplaces, too, can become part of this supportive ecosystem by offering environments that promote wellbeing, accessibility, and continued engagement for all age groups.

Key elements of age-friendly workplace design

Physical and social environments can influence health directly or by shaping the choices and behaviours people adopt. This is particularly important in older age, where environments should not only address health challenges but also support recovery, adaptation, and psychological growth. Effective community development should foster older adults' abilities, while healthcare services should be person-centred, integrated, and tailored to the needs of older individuals to promote their wellbeing and independence.

1. Accessible workspaces

Creating an ergonomic and accessible workspace is essential for supporting the health and productivity of older employees, especially those experiencing musculoskeletal or mobility limitations. Inclusive, adaptable spaces not only reduce physical strain but also foster a sense of well-being and inclusion for all employees. Below are strategies to make workspaces more accessible to address the needs of an aging workforce.

Accessible layout

Accessibility is fundamental for employees with mobility challenges. Office layouts should accommodate wider doorways to support mobility aids, as well as the standard ramps and handrails where required.

Well-lit stairways with handrails designed for easy grip improve mobility, while lifts, which are typically essential, provide support for individuals with greater accessibility needs. A simple and efficient layout, allowing all employees to navigate the workspace comfortably and confidently.

Accessibility also extends to WC’s and kitchen areas. To enable facilities that are usable by employees with various mobility need, allowing wider restroom stalls, accessible sinks, and varying countertop heights support both dignity and comfort.

By considering the circulation and movement throughout space and provision of wider, well-lit corridors with non-slip flooring reduce the risk of falls, making spaces safer and easier to navigate. Automated doors in high-traffic areas save employees from repetitive movement, while direct pathways between key locations can assist in minimising physical exertion.

Variety of spaces

Flexible workstations can prevent physical strain and accommodate a variety of needs. A range and variety of work settings such as standing/walking desks, standing phone booths, or soft seating can allow for options of setting based on tasks, encourage variety and can minimise extended periods in a single position. Ergonomic chairs with adjustable lumbar support, armrests, and customisable seat heights help maintain appropriate posture, reducing the risk of back, neck, and shoulder issues. Adjustable monitor heights further alleviate eye and neck strain, while keyboard and mouse supports reduce the risk of repetitive stress injuries, promoting a healthier, more adaptable workspace.

Familiarity and consistency in the workspace can be vital, as this consistency can help reduce cognitive strain and promote a sense of security. A predictable environment allows individuals to navigate and interact with their surroundings more confidently, minimizing the risk of errors or accidents. Consistent layouts, intuitive design, and familiar tools ensure that tasks can be performed with ease, supporting productivity and reducing frustration. By maintaining a workspace that prioritizes stability and user-friendly features, we create an inclusive environment that empowers aging individuals to thrive.

Strategically placed rest areas offer older employee’s essential opportunities for breaks to prevent musculoskeletal fatigue. Comfortable seating with armrests provides physical support, fostering both relaxation and social interaction. These spaces not only enhance wellbeing but also boost productivity by enabling mental and physical rejuvenation. 

Whilst we consider slopes, non-slip flooring and reducing trip hazards as standard practise, keeping these in mind as designing and encouraging open floor plans for ease of movement and create a workspace that is accessible to employees of all mobility levels and abilities.

Wayfinding

Clear, accessible signage is necessary, particularly for individuals with reduced vision or age-related visual changes. High-contrast colour schemes, such as dark text on light backgrounds, paired with large, easy-to-read fonts, significantly improve readability on signage, digital displays, and printed materials. This benefits both employees and visitors by minimising confusion and enhancing wayfinding. Ensuring signage is placed at eye level and in well-lit areas further boosts visibility, making directions and essential information easily accessible to all. 

2. Visual Comfort

Creating an age-inclusive workplace involves more than just accessibility compliance; it’s about fostering a welcoming, comfortable environment for employees of all ages and visual abilities. Proper lighting design is integral to this as it enhances navigation, visual comfort, and productivity. 
Exposure to natural light offers numerous benefits, including regulation of circadian rhythms, which positively affects sleep quality, mood, and overall productivity, benefitting employees of all ages. Shadows cast by direct sunlight can lead to glare issues, making it crucial to implement solar control solutions that preserve clear and open views.

Harsh overhead lighting can cause discomfort and visual strain, particularly for those sensitive to bright lights. Softer, diffused overhead lighting provides even illumination, reducing visual fatigue and enhancing the workspace's overall environment. LED lights with adjustable colour temperatures, which shift from cool to warm tones, are especially applicable as they allow adjustments to match different times of day of natural lighting, helping to maintain energy levels and reduce strain. Providing personal lighting controls enables employees to adjust brightness and colour temperature to suit their preferences. This level of customisation can be particularly beneficial for older employees or those with specific visual needs, allowing them to create an environment that enhances comfort and productivity. Additionally, offering training on best lighting practices for different tasks can help employees maximise the effectiveness of their lighting choices, supporting an inclusive and adaptable workspace.
Communal spaces like hallways, stairwells, and break rooms should be carefully lit, providing glare-free lighting to improve navigation and safety in these areas. 

Individualised task lighting at workstations is essential, allowing employees to tailor lighting to their specific needs. For those with visual impairments or age-related visual decline, adjustable task lighting such as desk lamps with focused LED options allows control over both intensity and angle, which reduces glare and eye strain. Employees can adapt lighting as needed throughout the day or across tasks, empowering them to create a comfortable workspace that meets their unique visual requirements and reduces fatigue.

The choice of materials also plays a critical role, as highly reflective and glossy surfaces can create confusion and visual ambiguity. Whilst high contrast two tone flooring can also cause confusion. Hence, it’s vital to select materials thoughtfully, aligning with specific needs and requirements.

3. Acoustic design

Creating an acoustically supportive environment is essential for enhancing comfort, concentration, and productivity, especially for older workers who may experience age-related auditory processing changes. Background noise can make it harder to focus on conversations or tasks, so addressing these needs through thoughtful acoustic design can improve inclusivity and cognitive performance for all employees. Here are effective strategies for creating a noise-sensitive workspace:

Materiality

One of the most effective ways to control noise is by incorporating sound-absorbing materials, such as acoustic ceiling tiles, and wall panels. These materials absorb sound waves, minimising echo and reducing background noise. 
Incorporating soft furnishings like upholstered chairs, rugs, and fabric-covered furniture helps absorb sound and reduce reverberation in open spaces. Acoustic furniture, such as high-backed chairs and work pods, provides employees with quiet, flexible spaces, creating a more comfortable acoustic environment.

Zoning

Designating quiet zones within the workplace allows employees to select spaces based on their task needs and noise preferences. For instance, specific ‘quiet zones’ can be designated for focused, individual work, reducing distractions for older workers sensitive to background noise. Moveable dividers or shelving units with acoustic properties also act as noise barriers in open spaces, helping to contain sound while maintaining an open layout.

Certain activities, like collaborative meetings or equipment usage, generate high noise levels. Placing these activities in designated rooms or zones with soundproofing can contain noise and minimise its impact on quieter areas. Using glass walls with soundproofing features in meeting rooms reduces noise transmission without disrupting visibility, helping employees concentrate more effectively.

Adaptable Solutions

Meeting rooms with adjustable acoustic features, like sliding sound panels or curtains, allow employees to tailor the room’s acoustics to the meeting type. For collaborative sessions, sound-dampening settings help focus voices, while quieter settings can be used for tasks requiring concentration. This adaptability enhances the room's versatility and supports various auditory needs.
In areas where clear communication is essential—like reception or customer service desks—directional sound systems can enhance speech clarity without raising the overall noise level. These systems direct sound to specific areas, making voices distinct without increasing the background noise, which can benefit employees with hearing sensitivities.

Regular Assessments

Periodic acoustic assessments allow organisations to monitor noise levels and address issues proactively. These evaluations can identify areas needing additional sound management and provide insights into how acoustics impact employee well-being and productivity.
Establishing guidelines on acceptable noise levels and respectful noise behaviour helps foster an environment of consideration. This can include suggestions like using low tones in shared spaces, unnecessary phone notifications, or designating quiet zones for low conversation. Regular communication on auditory inclusivity promotes a supportive atmosphere.

4. Technological Adaptations

Supporting older employees in using digital tools is crucial for fostering inclusivity and productivity in the workplace. Organisations can empower these employees by implementing user-friendly technology, offering accessible training, and allowing flexible work arrangements. Simplified software with intuitive navigation and customisable features helps reduce the learning curve, while accessible training programs—such as modular sessions, video tutorials, and cheat sheets—enable employees to build confidence at their own pace. Digital mentorship programs further enhance this support, pairing older employees with tech-savvy colleagues to encourage collaboration and continuous learning.

Inclusive practices also involve using assistive technologies like screen readers, ergonomic keyboards, and captioning software, which cater to diverse needs and make the digital environment adaptable. Gradual technology rollouts minimise stress, and flexible work options, including remote setups and ergonomic home office arrangements, help employees balance work and personal responsibilities. Additionally, flexible scheduling, open feedback channels, and accessible virtual meeting tools ensure older employees feel comfortable and valued in their roles. These strategies not only reduce cognitive load but also promote a supportive and inclusive culture where employees of all ages can thrive.

5. Supporting wellbeing and lifelong learning

Health and Wellbeing

Age-inclusive design extends beyond physical space to encompass the overall wellbeing of employees. Wellness programs tailored to the needs of older workers, such as fitness classes for different ability levels, health screenings, and mental health support, can greatly improve job satisfaction and productivity. Offering on-site healthcare services, relaxation rooms, or even wellness facilities like gyms promotes physical and mental health.

Encouraging movement throughout the day through "active design"—such as standing desks, walking paths, and accessible staircases—helps maintain employees' physical health, reducing the risks of prolonged sitting.

Lifelong learning and mentorship

To fully support an aging workforce, organisations must cultivate a culture of lifelong learning. Continuous professional development ensures that older employees remain engaged, up to date on industry trends, and equipped with the latest skills. Mentorship programs that foster intergenerational knowledge exchange between older and younger workers can also enrich the workplace, promoting collaboration and mutual respect.

By offering older employee’s opportunities to mentor and share their expertise while learning from younger colleagues, organisations can bridge generational gaps and strengthen the skills of both parties.

The future of age-inclusive workplace design

As the aging population continues to reshape the labour market, the future of workplace design will need to prioritise flexibility, inclusivity, and well-being. Adaptable workstations, modular furniture, and biophilic design, which incorporates natural elements like plants and outdoor views, will become increasingly important. These features not only cater to the needs of older employees but also enhance the work environment for all, reducing stress and improving focus.

Furthermore, fostering a culture of inclusivity—where ageism is actively addressed, and older employees are valued for their experience—will be critical to creating a harmonious and productive workforce.

Workplaces that prioritise age-inclusive design are not only responding to demographic trends but are also positioning themselves for long-term success in a competitive marketplace. Adapting work environments to meet the needs of an aging workforce is more than simply accommodating physical limitations; it’s about creating a culture where every employee, regardless of age, feels supported, valued, and empowered to contribute fully. Age-inclusive design means rethinking traditional approaches to ergonomics, accessibility, and flexibility in the workplace to foster an environment where individuals of all ages can thrive.

For companies, this shift is an opportunity to harness the rich expertise, skills, and perspectives that older employees bring to the table. Many of these employees possess decades of experience, critical industry knowledge, and mentoring capabilities that can greatly benefit younger workers and contribute to a more dynamic, multigenerational workforce. By investing in ergonomic furniture, implementing adaptive technology, improving lighting and acoustics, and offering flexible working hours, organisations can ensure that older employees remain comfortable, productive, and engaged. Moreover, creating inclusive workspaces that consider both physical and cognitive needs can enhance overall morale and reduce turnover, as employees feel more supported and less isolated.

Adopting age-inclusive practices benefits not only older workers but also employees of all ages, contributing to a culture that values diversity and inclusivity in its many forms. When organisations commit to building supportive, accessible, and flexible work environments, they create a workplace culture that celebrates the contributions of every individual, paving the way for innovation, loyalty, and resilience. In the long run, workplaces that anticipate and meet the needs of an aging workforce will be better equipped to handle future demographic shifts, positioning themselves as forward-thinking, inclusive, and adaptable organisations ready to thrive in an ever-evolving world.

Ultimately, embracing the shift toward age-inclusive workplaces is not just a response to demographic change—it is a transformative approach to workplace design and culture that strengthens the entire organisation and prepares it for a sustainable, inclusive future.

[1] UN - https://www.un.org/development/desa/dspd/wp-content/uploads/sites/22/2023/01/2023wsr-chapter1-.pdf

[1] Age UK - https://www.ageuk.org.uk/globalassets/age-uk/documents/reports-and-publications/later_life_uk_factsheet.pdf

[1] www.who.int/news-room/fact-sheets