At the heart of a truly accessible workplace are environments that readily accommodate the diverse neurological experiences of employees. “Mind-friendly” design considers how the properties of physical spaces – from lighting and acoustics to scents and textures – impact sensory perceptions, cognitive processes and emotional states. By creating sensory-friendly workspaces, organizations of all sizes can promote focus, wellbeing and inclusion for all.

Understanding Mind-Friendly EnvironmentsMind-friendly environments provide variety, choice and control to meet a spectrum of neurological needs. They offer:

• Designated spaces to reduce sensory stimulation and allow for restoration.
• Features that help to regulate sensory experiences.
• Flexibility to accommodate diverse sensory preferences.
• Fragrance-free policies to support those with scent sensitivities.

Offering Variety and ChoiceThe key to mind-friendly environments is flexibility. Provide a range of spaces and sensory experiences so employees feel empowered to choose the conditions that help them thrive:

• Restorative/focused: Tranquil retreats for deep work and re-energizing.
• Interactive/calm: Collaborative hives with adjustable stimuli.
• Scent-free/outdoor access: Fragrance-free zones and garden or park spaces.

Key Considerations for Sensory-Friendly Design1. Space

• Create calming nooks with minimal noise, warm lighting and soft textures.
• Designate a quiet room with sensory-regulating resources (earplugs, eye masks).
• Use partitions, screens or plants to create refuge spaces within open layouts.
• Allow flexible work arrangements so employees can choose their optimal environment.

2. Sensory Experience

• Select neutral colours and matte finishes to reduce visual distraction.
• Provide dimmable task lighting and reduce glare from windows.
• Use rugs, curtains and upholstered furnishings to absorb noise.
• Ensure adequate ventilation and implement a scent-free policy.
• Offer noise-cancelling headphones and other assistive devices.

3. Restoration

• Maximize natural light and outdoor views.
• Incorporate plants, nature photos/artwork and neutral colour tones.
• Provide a designated break room with comfortable seating and calming amenities.
• Encourage micro-breaks and “walking meetings” to re-energize in green spaces or outdoors.

Navigation, Landmarking and Sanitary FacilitiesIn addition to the key considerations of space, sensory experience and restoration, mind-friendly environments also prioritize ease of navigation and sensory-friendly sanitary facilities.

Landmarks and Circulation RoutesEasily identifiable circulation routes with distinctive landmarks support spatial orientation, wayfinding, memory and confidence for all team members and visitors to your workplace, especially those with cognitive or neurological differences. Serving as reliable reference points, effective landmarks are unique, consistent and easily distinguishable.

Strategies include:

• Using artwork, sculptures or themed displays at key decision points.
• Placing benches, plants or other tactile elements to define pathways.
• Creating nooks with memorable features along routes.
• Designating wings or zones with distinct colour schemes or motifs.
• Employing clear and consistent signage with graphics and text.
• Providing maps or apps with visual, auditory and tactile guidance.
• Ensuring that landmarks are permanent features, not temporary or movable displays that could cause confusion if altered.

Sensory-Friendly Sanitary FacilitiesWashrooms can be a source of sensory overload, with loud, automated fixtures and harsh acoustics exacerbating noise sensitivity. Designing sanitary facilities with manual or low-stimuli alternatives and sound-dampening features is crucial for sensory-friendly environments.

Strategies include:

• Installing mechanical, quiet-flush toilets instead of loud automated models.
• Providing manual paper towel dispensers alongside air dryers.
• Using sound-absorbing materials on walls, ceilings and stall dividers.
• Equipping fixtures like sinks and hand dryers with adjustable sound settings.
• Locating washrooms away from high-traffic areas to minimize ambient noise.
• Creating a separate "quiet bathroom" with manual fixtures and extra soundproofing.
• Regularly maintaining equipment and replacing worn parts to prevent excessive noise.
• Ensuring that cleaning practices prioritize unscented or low-VOC products to minimize odours.

Strategies in ActionThe following are examples of how some small to mid-sized employers across Canada have successfully implemented sensory-friendly workspaces and mind-friendly environments. These strategies were created with limited space/budgets and ensure that all employees not only feel welcome, but also valued and prioritized.

• A small law firm converted a storage closet into a "zen garden" with dimmable lights, a sound machine, an aromatherapy diffuser (unscented) and a massage chair.
• A non-profit organization established a scent-free policy and provides air purifiers. Signage and employee education reinforced the fragrance-free commitment.
• A tech startup replaced flickering fluorescents with dimmable LED task lights. Anti-glare filters were added to computer screens and flexible work procedures allow employees to choose various environments.
• A small manufacturer created a biophilic break room¹ with plants, a living wall, a tabletop fountain and a nature soundscape. Employees were encouraged to recharge in a massage chair.

Case Study: Exemplary Sensory-Attuned Office RenovationWhen renovating its headquarters, a non-profit organization used mind-friendly design to create a more inclusive environment for its neurodiverse staff and clients. In addition to designating a quiet wellness room and implementing a scent-free policy, the organization took the following steps:

• Used distinct colour schemes and nature-themed artwork to differentiate the office’s three wings and reinforced them with clear signage.
• Placed a large tactile map of the floor plan near the elevator, with a QR code to access audio directions.
• Installed a water wall along the main corridor, providing a burbling soundtrack and a memorable landmark.
• Created an interactive "Zen garden" feature in the lobby with raked sand and stones for staff and visitors to engage with.
• Retrofitted all washrooms with quiet-flush toilets, manual faucets and paper towel dispensers and textured, sound-absorbing wall panels.
• Designated one washroom in each wing as a "quiet bathroom" with a sound lock vestibule and extra acoustic treatment.

By considering navigation and sanitary facilities alongside the key aspects of sensory-friendly design, this organization created a mind-friendly environment that supports its community’s diverse needs.

With careful consideration of space, sensory experience and restoration, employers can craft inclusive workplaces that support the wellbeing of all employees and customers. Mind-friendly environments enable everyone to work and interact in the ways that suit them best.